Approving a ChartField Request

   Overview   

The steps for approving a ChartField request are slightly different than other approvals in the UGA Financial Management System.

  1. The requestor submits the request for approval
  2. The requestor adds the Business Manager or Financial Officer for the unit to the approval path.
  3. The requestor approves the request to start the workflow.
  4. The request will go to the approval queue of the Business Manager or Financial Officer who will review and approve or deny.
  5. If approved, the request will go to Central Accounting for final review and setup of the new ChartField in the system.

Tutorial Resources

Finance Department Maintenance Checklists

In this article, you will learn how to approve a request for a new ChartField.

1. Step 1

The UGA Financials page is displayed with the General Ledger tile highlighted.

From the UGA Financials homepage, click the General Ledger tile.

2. Step 2

The General Ledger page is displayed with the Submit ChartField Request link highlighted.

The ChartField Request component is found on the General Ledger Design menu.

Click the ChartField Request link

3. Step 3

The General Ledger page is displayed with the Find an Existing Value button highlighted.

You will search for the request that has already been created.

4. Step 4

The Clear button is highlighted.

Click the Clear button to clear the criteria already shown.

5. Step 5

The Request ID dropdown list is highlighted.

If you know the request ID (found in the email sent to alert you to the approval), you can search for it in the Request ID field. Instead of inserting the leading zeros, you can use just the last portion of the number by using the "contains" operator.

Example shown here: the Request ID is 0000001746.

Click the Request ID dropdown list.

6. Step 6

The contains option in the Request ID dropdown list is highlighted.

Click the contains option.

7. Step 7

The Request ID field is highlighted.

Only enter the number at the end of the ID string.

Enter appropriate information into the Request ID field. Enter "1746" into the Request ID field.

8. Step 8

The SetID field is highlighted.

The SetID field is required to search on this page.

Enter "18000" into the SetID field. 18000 is the Set ID for the University of Georgia.

9. Step 9

The Search button is highlighted.

Click the Search button.

10. Step 10

The Request ID value “0000001746” is highlighted.

The Request ID that matches the criteria is displayed in a Search Results List.

Click the appropriate 0000001746 link to open the request.

11. Step 11

The collapse menu button is highlighted.

Click the Collapse menu button to close the navigation menu and view more of the page.

12. Step 12

The text Field Name is highlighted.

The Field Name designates the type of field being requested.

Example shown here: the request is for a new Department ID.

13. Step 13

The texts Telephone and Email ID are highlighted.

The Telephone number and the Email ID are for the person who created the request. Use these if you need to contact the requestor with questions.  

14. Step 14

The Budgetary Only checkbox is highlighted.

The Budgetary Only field should only be checked if the department is being created only for Budget Transfers and Budget Journals and not to record financial transactions.

15. Step 15

The arrow beside the Request Comments tree is highlighted.

Open the Request Comments section to see the comments entered by the requestor. This should give additional information on why the ChartField is being created.

Click the arrow to open the Request Comments tree.

16. Step 16

The Request Comments field is highlighted.

Review the information entered by the requestor.  

17. Step 17

The arrow beside the Request Comments tree is highlighted.

Click the arrow to close the Request Comments tree.

18. Step 18

The first question is highlighted.

If the request is for a department, there are four questions.

The first question asks which budgeted department is the parent for this new department. Review the answers.

19. Step 19

The second question is highlighted.

The second question asks if the department has children.  

20. Step 20

The third question is highlighted.

The third question asks if the budget will be controlled at the level of the department you are creating.  

21. Step 21

The fourth question is highlighted.

The fourth question asks if the new department will be used on grants or other projects.  

22. Step 22

The Attachments link is highlighted.

If the requestor has included attachments to justify the request, you can view those.

23. Step 23

The Request Attachments pop-up window is displayed with the IDM_Training_Center.pdf link highlighted.

You can click on the hyperlink to the attached document. Review it to help inform your approval decision.  

24. Step 24

The Request Attachments pop-up window is displayed with the OK button highlighted.

When you have completed your review, close the Request Attachments page.

Click the OK button.

25. Step 25

The General Ledger page is displayed with the Request Action dropdown list highlighted.

After you have reviewed the information, you are ready to make your approval decision.

Click the Request Action dropdown list.

26. Step 26

The General Ledger page is displayed with the Hold option highlighted from the Request Action drop-down list.

Click the Hold option if you need to take the request out of the approval pool while you ask more questions. This assigns the approval to you and keeps someone else from approving before your questions are answered.

27. Step 27

The Deny option is highlighted from the Request Action drop-down list.

Click the Deny option if you do not want to approve. This sends the request back to the requestor.

Let's take a look at what happens when you select the Deny option. 

28. Step 28

The Go button is highlighted.

After you have made your selection, click the Go button.

29. Step 29

A pop-up window is displayed with the OK button highlighted.

A pop-up message displays to tell you that you must enter an Approval Comment if you are denying a request.

Click the OK button.

30. Step 30

The General Ledger page is displayed with the arrow beside the Approval Comments tree highlighted.

Click the arrow to expand the Approval Comments tree.

31. Step 31

The General Ledger page is displayed with the Approval Comments field highlighted.

Enter the reason for the denial in the Approval Comments field. This will be sent back to the approver and should give them instructions as to how they should resolve the problem for why you are denying the request.  

32. Step 32

The Request Action drop-down list is highlighted.

The other Approval Action is to approve, which you will do for this request. 

Note: UGA is not using Pushback for ChartField requests.

Click the Request Action drop-down list.

33. Step 33

The Approve option is highlighted from the Request Action drop-down list.

Click the Approve list item.

34. Step 34

The Go button is highlighted.
Click the GO button.

35. Step 35

The View Approval Flow link is highlighted.

After you press Go, the action is recorded. You can review the approval progress.

36. Step 36

The Approval Flow pop-up window is displayed with the Return button highlighted.

This shows the approval path and allows you to review who still needs to approve.

Click the Return button to return to the request page.
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