Running the JV Workflow - Approvals in Process Query

Overview

Use the UGA_AP_JV_WORKFLOW_PENDING query to review journal vouchers that are in, but have not completed, the workflow process.

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

In this article, you will learn the steps to use a query to view the status of Journal Vouchers from the Business Manager Workcenter menu.

1. Step 1

UGA Financials page 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 Business Management workcenter link highlighted

To navigate to the Business Management Workcenter , select:

Main Menu > UGA > Business Management Workcenter

3. Step 3

Business Management Workcenter displayed with the Reports/Queries tab highlighted

The Business Management Workcenter is displayed.

The queries are found on the Reports/Queries tab.

Click the Reports/Queries tab.

4. Step 4

Business Management Workcenter displayed with the Workflow - Approval In Process link highlighted

The Reports/Queries tab is displayed.

Click the Workflow - Approval In Process link.

5. Step 5

Business Management Workcenter displayed with the Dept % field highlighted

Enter all or part of your department into the Dept. field. If you use the entire Department ID, do not use the wildcard.

Example shown here: Dept field, only the wildcard (%).

6. Step 6

Business Management Workcenter displayed with the View Results button highlighted

To run the query, click the View Results button.

7. Step 7

UGA_AP_JV_WORKFLOW_PENDING_JV - Workflow Pending query page displayed with the results highlighted

The report lists the JVs that are in the approval process.

It shows the name of the employee who entered the JV; the ID for both the journal voucher and any related voucher; the invoice ID and date, supplier information, and approval status.

Note : Data has been distorted to protect employee information.

8. Step 8

UGA_AP_JV_WORKFLOW_PENDING_JV - Workflow Pending query page displayed with the Voucher, Related Voucher and Appr Stat fields highlighted

Hyperlinks in the query results can link you to the original transaction document or the approval steps for review.

9. Step 9

UGA_AP_JV_WORKFLOW_PENDING_JV - Workflow Pending query page displayed with the 10015080 link highlighted

Click on the hyperlinked voucher ID number to display the voucher details in view only mode.

Example shown here: 10015080 link.

10. Step 10

A new page opens with the original transaction displayed in the Error Summary tab.

11. Step 11

Voucher page displayed with the Summary tab highlighted

Navigate to tabs at the top of the page to review further information regarding the selected voucher.

Example shown here: Summary tab.

The Summary tab displays the voucher information, supplier information, invoice number and date, budget checking status, date of creation and last update. Review the information carefully to make sure you have selected the appropriate journal voucher.

13. Step 13

Voucher page displayed with the Approval History link highlighted

To review the approval path of the transaction, click the Approval History link.

14. Step 14

Voucher page displayed with the Related Documents tab highlighted

To view the related voucher(s) being adjusted, click the Related Documents tab.

15. Step 15

Related Documents tab displayed with the information highlighted

The Related Documents tab displays information on vouchers that share the same invoice number as the selected voucher. This is to show the connection between the journal voucher and the original transaction it is adjusting.

16. Step 16

Voucher page displayed with the Invoice Information tab highlighted

To review the invoice details, click the Invoice Information tab.

17. Step 17

The Invoice details are displayed in the Invoice Lines section.

18. Step 18

Invoice Information page displayed with the bottom scroll bar highlighted

Use the scrollbar to review the full chartstring.

Note: The order of the ChartField values may vary depending on the set up of your preferences.

19. Step 19

Invoice Information page displayed with the Sales/Use Tax Summary section highlighted

There are some useful links along the left side of the page. These are the same links that can be seen during the creation of the journal voucher.

Note: Visibility of some of the links may be restricted depending on your role within the system.

20. Step 20

Invoice Information page displayed with the Sessions Defaults link highlighted

To review current default settings, click the Session Defaults link.

21. Step 21

Session Default window displayed with the Return to Main Page object highlighted

The Session Default window is displayed. From this page, you can review default settings such as Business Unit (almost never changed), supplier details. invoice defaults, and more.

When done reviewing the information, click the Return to Main Page object.

22. Step 22

Invoice Information page displayed with the Comments(0) link highlighted

To review or add comments, click the Comments link.

Note: The number within the parenthesis displays the current number of comments.

23. Step 23

Voucher Comments window displayed with the Comments field highlighted

The Voucher Comments window is displayed. The comments are displayed in the Comments field. This is also where you will enter your comments.

24. Step 24

Voucher Comments window displayed with the OK button highlighted

When done reviewing or adding comments, click the OK button to close the window.

25. Step 25

Voucher Inquiry page displayed with the Attachments link highlighted

To review or add comments, click the Attachments link.

Note: The number within the parenthesis displays the current number of attachments.

26. Step 26

Voucher Header Attachment window displayed with the Add Attachment button highlighted

The Voucher Header Attachment window is displayed. You can review the existing attachments in the Details section.

To add an attachment, click the Add Attachment button.

27. Step 27

File Attachment window displayed with the Browse button highlighted

The File Attachment window is displayed.

To locate a file on your computer, click the Browse button, then click the Upload button.

28. Step 28

Voucher Header Attachment window displayed with the OK button highlighted

To return to the Invoice Information page, click the OK button.

29. Step 29

Voucher page displayed with the Payment Information tab highlighted

To review payment preferences, click the Payments tab.

30. Step 30

Payment Information page displayed with the payment information section highlighted

Payment details are displayed in the Payment Information and Payment Options sections.

31. Step 31

Payment Information page displayed with the lower scroll bar highlighted

Use the scrollbar to review additional information.

32. Step 32

Voucher page displayed with the Voucher Attributes tab highlighted

To review the attributes of the selected JV, click the Voucher Attributes tab.

33. Step 33

Attributes page displayed with the Voucher Style details highlighted

Multiple attribute sections regarding the voucher are displayed.

34. Step 34

Voucher Attributes page displayed with the lower scroll bar highlighted

Use the scrollbar to review additional information.

35. Step 35

Voucher Attributes page displayed with the Close [x] tab highlighted

When you have finished your review, close the page.

Click the Close Tab button.

36. Step 36

UGA_AP_JV_WORKFLOW_PENDING_JV - Workflow Pending query page displayed with the Pending link highlighted

The Appr Stat (Approval Status) hyperlink opens the results of a second query that shows the approval path and status for the selected JV.

Click the Pending link of the appropriate journal voucher.

37. Step 37

UGA_AP_JV_WF_IN_PROCCESS query displayed and highlighted

The results of the UGA_AP_JV_WF_IN_PROCCESS query is displayed.

It shows the voucher ID, the Employee Name, the Status of the JV, the type of approvers who will approve, the name of the approver, and the status of each approval step. The remainder of the fields are specific to the workflow.