Requesting a New ChartField

First, log into the Financial Management System.

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

To navigate to the Chartfield Request page, select:

General Ledger Design > Chartfield Request

Click the ChartField Request link.

Click the Collapse menu  button to close the menu.

The Field Name corresponds to the type of ChartField you are requesting.

Click the magnifying glass to the right of the Field Name field to find the appropriate ChartField type.

The Search Results show the types of ChartFields that are available to request.

Click the appropriate link.

Example shown here: DEPTID link.

The Field Value field is where you record the name for the ChartField you want to change or add.

Note: For Department IDs, the first two digits must reflect your Unit. It must also be 8 characters long with no special characters. Only the last three characters can be letters.

Enter appropriate information into the Field Value field.

Example shown here: " 31052SWS ".

Click the Add button.

First, enter the telephone number where you can be reached if an approver has questions about your request.

Enter the appropriate information into the Telephone field.

Example shown here: " 7065555555" in the Telephone field.

Enter a description to identify what this ChartField is used to track.

Example shown here: " Student Workshop (31052) " in the Description field.

You have 10-characters to create a short description to help identify this department in lists and reports.

Enter appropriate information into the Short Description  field.

Example shown here: " 31052SW " in the Short Description field.

Click the icon to open the Request Comments section.

Use the Request Comments section to add information that you need approvers to know to facilitate the approval of the ChartField.  

Enter " to track activity for the student workshop " in the Request Comments field.

The next question determines the parent department for the new department you are creating.

Note : The parent department may or may not provide budgetary control for the new department. This relationship is used to build the department hierarchy. The Parent department cannot be the same department that is being requested.  

Enter appropriate information into the Answer field.  

Example shown here: " 31050000 " in the Answer field.

The next question wants to know if this new department will have child departments.

Enter appropriate information into the Answer field.

Example shown here: " No " in the Answer field.

You can attach documents that further explain why you are requesting the new ChartField value.

The number displayed next to the hyperlink indicates how many documents have been attached.

Click the Attachments link.

The Request Attachments page is displayed. You add attachments as you do in most other programs.

To locate your file, click the Browse button.

Click the name of the document to upload.

Example shown: 3105SWS details

Click the Open button.

The path and name of the selected file are displayed.

Click the Upload button.

Enter a short description of the document to let the approver know what it contains.

Example shown here: " Justification " in the Description field.

You can add multiple attachments, if needed. When all attachments are added, click the OK button.

The entry for the request is complete.

Click the Save button.

Action is now required to submit your request for approval.

Click the Request Action drop-down menu.

The list of available actions is displayed.

Click the Submit for Approval list item.

Click the Go button to complete the action.

Your request has been submitted.

Click the View Approval Flow link to review the approval paths.

In addition, you will need to add in your Business Manager or Financial Officer as the next level of approver.

Before approving the request, set up the next level of approver so it will go to them once you have approved.

Click the [+] button.

Enter the MyID for the Chief Financial Officer for your college or unit, or use the search features to find their MyID.

Note: If the wrong approver is set up, they or the accounting office will deny the request when it reaches them. A denied transaction will go back to you, as the requestor, and you will need to correct and resubmit for approval.

Enter appropriate information into the User ID field.

Example shown here:" js12345 " in the User ID field.

Click the Insert button.

The new Approver is added.

Click the Save Approval Flow Changes button. 

When there are multiple approvers in a list, you can view who is in that pool.

Note: The GL Central Office is the final approval. They will deny if no second level approval has been designated and completed approval.

To view all approvers, click the Multiple Approver link.

Scroll through the list to see who is in the pool. Only one person will approve.

Click the Close button. 

Return to the ChartField Request page to approve and submit.

Click the Return button. 

Click the Request Action drop-down menu.

Remember, you must approve first to send to your Business Manager or Financial Officer.

When your workflow is all set, select the Approve list item.

Click the Go button.

The status of the request is updated.

To view, click the View Approval Flow link.

The Approval flow shows that you have approved and it is ready for the new approver you inserted.