Running the PR Budget Check - Exceptions - Errors Query

   Overview   

Use the UGA_AP_PR_BUDGET_ERRORS query to review the payment requests/from your department or unit that have not processed because there are budget errors.

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 the UGA_AP_PR_BUDGET_ERRORS  query to find Payment Requests that have not processed due to budget errors.

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

Financial Managment page displayed with the 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 page displayed with the Reports/Queries link highlighted

The Business Management Workcenter is displayed.

4. Step 4

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

In the Payment Requests section, click the Budget Check - Exceptions/Errors link.

5. Step 5

UGA_AP_PR_BUDGET_ERRORS query page displayed with the Dept% field highlighted

The parameters for the UGA_AP_PR_BUDGET_ERRORS query are displayed.

This 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, 17% would return all departments starting with 17.

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

Example shown here: "17" in front of the wildcard (%).

6. Step 6

UGA_AP_PR_BUDGET_ERRORS query page displayed with the View Results button highlighted

Click the View Results button to run the query.

7. Step 7

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

Click the Minimize Business Management Workcenter  button to close the menu to see more of the query results.

8. Step 8

UGA_AP_PR_BUDGET_ERRORS query results displayed and highlighted

The results of the query are displayed and list the payment requests that have budget check exceptions or errors.

Columns on the report show the name of the person who entered the report, the Request ID and description, the date the transaction was entered, the current status of the request and the budget check, the supplier to be paid, the number of the invoice, and the date it was  submitted The final columns are system information about the transaction.

Note: Data has been distorted to protect employee information.

9. Step 9

UGA_AP_PR_BUDGET_ERRORS query results displayed with the 0000004483 link highlighted

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

Click the Request ID of the payment request you want to view.

Example shown here:  0000004483  link.

10. Step 10

UGA_AP_PR_DETAL_LOOKUP- Pyment Req - Detail Data query page displayed and highlighted

A new page opens with the results of a new query that gives the detail on the selected payment request.

The columns in the report shows general information on the request: who entered it, the request ID, when it was entered, the status of the request process, the supplier, the invoice number and the date it was submitted by the supplier. The number of the voucher resulting from the request is shown along with the date it is to be paid and the status of the payment.  

11. Step 11

UGA_AP_PR_DETAL_LOOKUP- Pyment Req - Detail Data query page displayed and highlighted

The right side of the query results give information on each line of the query including the amount and the chartstring values for each line.  

12. Step 12

UGA_AP_PR_DETAL_LOOKUP- Pyment Req - Detail Data query page with Voucher field highlighted

If you have access to the voucher page, a hyperlink will take you to the voucher to review the information there.  

13. Step 13

UGA_AP_PR_DETAL_LOOKUP- Pyment Req - Detail Data query page displayed with the Close Tab button highlighted

Click the Close Tab button to close the report when your review is complete.

14. Step 14

UGA_AP_PR_BUDGET_ERRORS- Pyment Req - Budget Errors query page displayed with the Errors link highlighted

You can also review the budget status.

Click the Error link.

15. Step 15

Voucher Exceptions page displayed and highlighted

The Voucher Exceptions page is displayed opened to the Budget Override tab.

16. Step 16

Voucher Exceptions page displayed and highlighted

The Voucher Exceptions page is displayed opened to the Budget Override tab. The Budget Override Tab shows the reason for the exception.

17. Step 17

Voucher Exceptions page displayed with the Budget Chartfields link highlighted

Click the Budget Chartfields tab to review information on the chartstring on the voucher.

18. Step 18

Voucher Exceptions page displayed with the Line Exceptions tab highlighted

The Budget Chartfields tab shows the primary chartfields of the budget used for budget checking.

When you have reviewed the budget chartstring, click the Line Exceptions tab.

19. Step 19

Voucher Exceptions page displayed with the Line Chartfields tab highlighted

You can review the line information on the Line Exceptions page.

It opens to the Line Values tab where you can see the date of the budget check for each line.

When your review is complete, click the Line Chartfields tab.

20. Step 20

Voucher Exceptions page displayed with the Line Amount tab highlighted

The Line Chartfields tab shows the ChartFields used on each line.

When your review is complete, click the Line Amount tab.

21. Step 21

Voucher Exceptions page displayed with the Voucher Exceptions tab highlighted

The Line Amount tab shows the amount of money entered for each line.

When your review is complete, click the Voucher Exceptions tab.

22. Step 22

Voucher Exceptions page displayed with the View Related Links icon highlighted

The Voucher Exceptions page provides links to additional detail.

Click the View Related Links icon.

23. Step 23

Voucher Exceptions page displayed with the Go to Budget Exceptions link highlighted

Click the Go to Budget Exceptions link.

24. Step 24

Commitment Control Budget Exceptions page displayed and highlighted

The Commitment Control Budget Exceptions page shows more information on the error.

This page shows the ChartField values that were checked and the reason for the exception. It also shows the voucher ID which you can copy and use to review on the Voucher page if you have access.

25. Step 25

Commitment Control Budget Exceptions page displayed with the Budget Override object highlighted

Click the Budget Override object.

26. Step 26

Commitment Control Budget Exceptions page displayed with the GoTo link highlighted

You can access additional pages here as well.

27. Step 27

Commitment Control Budget Exceptions page displayed with the Cancel button highlighted

If you have access to any of these pages, you can click the links for additional information.

Click the Cancel button to return to the original page.

28. Step 28

Commitment Control Budget Exceptions page displayed with the Close page button highlighted

Close the page when you complete your review.

29. Step 29

Commitment Control Budget Exceptions page displayed with the Excel SpreadSheet link highlighted

From any page with links available, you can transfer information to an Excel spreadsheet.

Click the Excel SpreadSheet  link and follow the prompts to open the spreadsheet.

30. Step 30

UGA_AP_PR_BUDGET_ERRORS_736022606 Spreadsheet displayed with the Close button highlighted

Click the Close button.
 
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