Viewing the Financials Transaction Log

   Overview   

The Financials Transaction Log allows you to view detailed financial information for transactions using a customizable set of parameters.

To access the Financial Transaction Log, use the following navigation:

UGA Office of Institutional Research homepage (https://oir.uga.edu/) > Operational Reports > Budget Status line (under Financials tab) > Financials Transaction Log

Note: You will need to enter your UGA MyID and password to access the Budget Status Report.

In this article, you will learn the steps to view the Financials Transaction Log in the Budget Status Report.

To access the Financial Transaction Log, use the following navigation:

UGA Office of Institutional Research homepage ( https://oir.uga.edu/ ) > Operational Reports > Budget Status line (under Financials tab) > Financials Transaction Log.

Note: You will need to enter your UGA MyID and password to access the Budget Status Report.

1. Step 1

The financial transaction log is displayed with the parameters highlighted

When the Financials Transaction Log opens, you will see a list of parameters that can be used to customize the data view, including Time Parameters, Chartstring Parameters, and Additional Parameters.   

2. Step 2

The financial transaction log is displayed with the Time Parameters section highlighted.

In the Time Parameters section, the filters for Budget Reference and Fiscal Year will default to the current year but can be changed depending on your needs.

3. Step 3

The Financial Transaction Log is displayed with the Date_YMD filter highlighted

The Date_YMD (Year Month Day) filter can be used as a sliding filter. Or, you can click the beginning and/or end dates to select the exact dates that you wish.

Drag the sliding filter to your preferred beginning date.

Example shown here: "7/10/2019"

4. Step 4

The Financial Transaction Log is displayed with the beginning Date_YMD field highlighted

You can also set the Date_YMD (Year Month Day) filter by clicking the beginning and/or ending date field(s).   

Example shown here: " 7/10/2019 "

5. Step 5

The Financial Transaction Log is displayed with the pop-up calendar and beginning date selection highlighted.

A pop-up calendar is displayed. Select the appropriate beginning date.  

Example shown here: " July 1 2019 ".

6. Step 6

he Financial Transaction Log is displayed with the updated Date_YMD filter highlighted

The Date YMD (Year Month Day) filter has been updated to match your selection.

7. Step 7

The Financial Transaction Log is displayed with the Dept_ID_Descr filter dropdown highlighted

In the Chartstring Parameters section, the only required filter is the department filter. You must select one or more departments to view the transactions.

Note: You should NOT run this report for ALL. Running the report for all departments will result in a long and large transaction report that will be difficult to navigate.     

Click the Dept_ID_Descr dropdown menu to select the appropriate department(s) for which you wish to view the transaction list.

8. Step 8

The Financial Transaction Log is displayed with the Dept_ID_Descr department selection list highlighted

Enter the appropriate department code into the search field. You can also use the wildcard "*" in the search field, which searches for all results.  

Example shown here: " 15* " 

9. Step 9

The Financial Transaction Log is displayed with a department checkbox highlighted in the Dept_ID_Descr selection list

The list of all departments that match your search criteria will be displayed. Click the department for which you wish to view the transaction list.  

Example shown here: click to select the indicated example department.

10. Step 10

The Financial Transaction Log displays the Apply button for applying selected departments to the transaction list.

Continue to select departments for which you wish to view the transaction list.

After selecting all of the departments, click the Apply button.

11. Step 11

The Financial Transaction Log displays the green button used to access the transaction list for the selected department(s).

The Green Button with the white right-pointing arrow is displayed with information about the number of transactions associated with the selected department(s).

To go to the transactions list for the selected department(s), click the Green Button.

12. Step 12

Image PropertiesThe Financial Transaction Log displays the Transactions List with detailed transaction information for the selected department(s)Table Properties

The Transactions List for the selected department(s) is displayed.

On this page, you can view detailed information about all transactions lists for the selected department(s), including PeopleSoft Source Transaction ID, PeopleSoft Source Description, Date_YMD, GL Account, Fund Code, Program Code, Class ID, Operating Unit, Business Unit, Chartfield1, etc.  

13. Step 13

The Financial Transaction Log displays the first four transaction list columns: PS Source Transaction ID, PS Source Description, Date_YMD, and UGA Source Reference.

Here is some brief information about the first four columns:

1. PeopleSoft (PS) Source Transaction ID is the transaction ID from within UGA Financials.

2. PeopleSoft (PS) Source Description is the description for the transaction.

3. Date_YMD is the transaction date.

4. UGA Source Reference pulls in the UGAMart PO # and/or the employee when applicable.  

14. Step 14

The Financial Transaction Log displays the chartstring transaction columns, including GL Account, Fund Code, Program Code, Class ID, Operating Unit, Business Unit, and Chartfield1.

This report also provides the full chartstring for the transaction, including GL Account, Fund Code, Program Code, Class ID, Operating Unit, Business Unit, and Chartfield1.

15. Step 15

The Financial Transaction Log displays the amount columns: Budget, Encumbrances, Actual Revenue, Estimated Revenue, and Recognized Revenue.

If any of the amount columns (Budget, Encumbrances, Actual Revenue, Estimated Revenue, or Recognized Revenue) are unnecessary for the report, you can right-click any column and mark it for exclusion from the report.

If you wish to bring the amount column(s) back, click the Undo or Revert buttons in the top left corner.

16. Step 16

The Financial Transaction Log displays a transaction grouping with its associated chartstring entries selected.

You can choose to sort by any of the columns at the top but note that they will sort within the transaction grouping. A transaction grouping has been highlighted in light blue to indicate that all of the different chartstrings associated with the transaction have been selected.

Note: To sort outside of these transaction groupings, you can download the data into Excel.  
 
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