Running the Bud Jrnl Budget Check - Exceptions - Errors Query

   Overview   

Use the UGA_KK_JRNL_BUDGET_ERRORS query to review the budget journals for your department or unit that have budget errors or exceptions. This will help you monitor the journals that need attention

You can also access this query using Query Viewer, accessed from the tile on the UGA Financials homepage.

In this article, you will learn the steps to run a query in the Business Management Workcenter to view exceptions/errors for Budget Journals.

1. Step 1

UGA Financials homepage displayed with the Classic Home tile highlighted

First, log into the Financial Management System.

Click the Classic Home tile.

2. Step 2

Classic Home page displayed with the Business Management Work Center link highlighted

To navigate to the Business Management Workcenter , select:

Main Menu > UGA > Business Management Workcenter

3. Step 3

Business Management Workcenter page displayed with the Reports/Queries link highlighted

Click the Reports/Queries tab.

4. Step 4

Business Management Workcenter page displayed with the Budget Check-Exceptions/Errors link highlighted

Click the Budget Check - Exceptions/Errors link.

5. Step 5

Business Management Workcenter page displayed with the Minimize Business Management Workcenter button highlighted

Click the Minimize Business Management Workcenter button to close the menu to the left.

6. Step 6

UGA_KK_JRNL_BUDGET_ERRORS query page displayed with the Dept % field highlighted

The parameters for the UGA_KK_JRNL_BUDGET_ERRORS query are displayed.

The search uses Department ID. You can search using an entire ID number, or you can search for departments using a partial ID number by inserting a % sign as a wildcard. For example, 51% would return all departments starting with 51.

Leave only the % sign in the field if you want to view all departments.  

Example shown here: "51 % ".

7. Step 7

UGA_KK_JRNL_BUDGET_ERRORS query page displayed with the Dept % field highlighted

Enter appropriate information into the Dept field.

Example shown here: "51%".

8. Step 8

UGA_KK_JRNL_BUDGET_ERRORS query page displayed with the View Results button highlighted

Click the View Results button to run the query.

9. Step 9

UGA_KK_JRNL_BUDGET_ERRORS query page displayed with the Journal ID field highlighted

The Results of the Query are displayed and list the budget journals that have a budget status showing an error.

Columns on the report show the name of the person that entered the budget journal, the ID of the journal and the associated description, the date the journal was entered, the Budget Status and the overall status of the journal.

Note : Data has been masked to protect employee information.

10. Step 10

UGA_KK_JRNL_BUDGET_ERRORS query page displayed with the Journal ID field highlighted

Hyperlinks in the query results can link to original documents or pages in view-only mode to give more information.

Example shown here: 1000014052 link.

11. Step 11

Budget Header page displayed with the Budget Lines tab highlighted

The Budget Header page of the selected journal is displayed.

The Budget Header page gives basic information about the journal such as the date it was entered, the description, and the budget options for the journal.

12. Step 12

Budget Header page displayed with the Error link highlighted

The Budget Lines page contains the ChartFields for each line on the budget journal.

It also contains the link for more detail on the Budget Header Status.

13. Step 13

Budget Journal Exceptions page displayed with the Error link highlighted

The Budget Journal Exceptions page is displayed. You can find more detail about the error on this page.

14. Step 14

Budget Journal Exceptions page displayed with the More Detail link highlighted

Click the More Detail link on any line to find more specific information about the exception.

15. Step 15

Explain window displayed with the Return button highlighted

The Explain window is displayed and gives the complete error message.

Click the Return button after you have reviewed the error message.

16. Step 16

Budget Journal Exceptions page displayed with the Budget Chartfields tab highlighted

Click the Budget Chartfields tab to review the chartstrings entered for each line on the journal.

17. Step 17

Budget Journal Exceptions page displayed with the Budget Override tab highlighted

The ChartFields entered on each line are shown. 

After review, return to the Budget Override page to see more review options.

18. Step 18

Budget Journal Exceptions page displayed with the View Related Links icon highlighted

Click the View Related Links  icon at the end of a line to navigate to other pages for more research on the error.

19. Step 19

Budget Journal Exceptions page displayed with the Cancel button highlighted

Links are provided to the Budget Exceptions or Budget Inquiry pages. You can click on either link to go to that page.

Click the Cancel button to return to the Budget Override page.

20. Step 20

Budget Journal Exceptions page displayed with the Close Tab button highlighted

Click the Close Tab button to close this page after your review is complete.

21. Step 21

Budget Journal Exceptions page displayed with the Close Tab button highlighted

Click the Close Tab button for any other open pages to return to the query.

22. Step 22

UGA_KK_JRNL_BUDGET_ERRORS query page displayed with the Budget Error message highlighted

If you do not need to review the original journal, you can access the Budget Journal Exceptions page from the query results.

23. Step 23

Budget Journal Exceptions page displayed with the Close Tab button highlighted

The Budget Journal Exceptions page opens and you can review the data found there.

Click the Close Tab button when your review is complete.

24. Step 24

UGA_KK_JRNL_BUDGET_ERRORS query page displayed with the Excel SpreadSheet link highlighted

For journals with multiple lines, you have the option to download the query results to Excel. This allows you to use Excel features of filters, sorting, etc. to analyze the data.
 
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