Use the UGA_AP_JV_PENDING_SUBMIT to review the journal vouchers created, but not yet submitted, in your department or unit.
You can also access this query using the Query Viewer tile, found on the UGA Financials homepage.
In this article you will learn how to run the UGA_AP_JV_PENDING_SUBMIT query to find the journal vouchers from your department that have been created but not submitted for approval.
First, log into the Financial Management System
Click the Classic Home tile.
To navigate to the Business Management Workcenter , select:
Main Menu > UGA > Business Management Workcenter
The Business Management Workcenter is displayed.
The queries are found on the Reports/Queries tab.
Click the Reports/Queries tab.
Click the Entry - Pending Submission link.
The parameters for the UGA_AP_JV_PENDING_SUBMIT query are displayed.
Enter all or part of your department into the Dept field. If you use the entire Department ID, do not use the wildcard. Use the wild card if you are entering a partial department ID.
Example shown here: " 17% " in the Dept field.
With your parameters entered, click the View Results button to run the query.
The results of the query are displayed.
Results include the name of the employee who is entered the journal voucher, the ID for the voucher, any related voucher, and attached invoice, the date of the invoice, supplier information, and the unit.
Click on the hyperlinked voucher ID number to display the voucher details in view only mode.
Example shown here: 11223848 link.
A new page opens with the original transaction displayed in the summary tab.
To review the approval history of the transaction, click the Approval History link.
The Approval History window is displayed. You can see where in the approval workflow this voucher has been and who has reviewed the voucher.
Scroll down the page to see where the voucher has been or will be routed.
When done reviewing the approval path, close the window.
Click the Close button.
Navigate to tabs at the top of the page to review further information regarding the selected voucher.
Example shown here: Related Documents tab.
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.
To review the invoice details, click the Invoice Information tab.
The Invoice details are displayed in the Invoice Lines section.
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.
There are some useful links along the right 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.
To review current default settings, click the Session Defaults link.
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 button
To review or add comments, click the Comments link.
Note: The number within the parenthesis displays the current number of comments.
The Voucher Comments window is displayed. The comments are displayed in the Comments field. This is also where you will enter your comments.
When done reviewing or adding comments, click the OK button to close the window.
To review or add comments, click the Attachments link.
Note: The number within the parenthesis displays the current number of attachments.
The Voucher Header Attachment window is displayed.
To add an attachment, click the Add Attachment button.
The File Attachment window is displayed.
To locate a file on your computer, click the Choose Files button, then click the Upload button.
To return to the Invoice Information page, click the Close button.
To review and edit which ChartField values are displayed when viewing a journal voucher, click the Template List link.
The Voucher Entry Template List page is displayed. From this page, you can change which ChartField values are displayed and what fields are visible within the Invoice Lines.
Note: Review the other tabs to explore further options.
When done reviewing the template list, click the Close button.
To review payment preferences, click the Payments tab.
Payment details are displayed in the Payment Information and Payment Options sections.
If necessary, use the scrollbar to review additional information.
To review the attributes of the selected JV, click the Voucher Attributes tab.
Multiple attribute sections regarding the voucher are displayed.
Use the scrollbar to review additional information.
To review any errors with the selected voucher, click the Error Summary tab.
The error details are displayed. Review the errors and have the initiator correct the errors before submitting for approval.
In this example, you can see the selected voucher has no errors.
When you have finished your review, click the Browser Tab button to close the page, and return to the Business Management Workcenter page.
The Business Management Workcenter redisplays. On this page, you can export the report to an Excel Spreadsheet.
Click the Excel SpreadSheet link and follow the prompts to open as an Excel document.
The report is opened in an Excel spreadsheet. You can use all of the Excel features to work with the data.
Close the spreadsheet when you have finished your review.
Continue to review the report.