Use the UGA_TE_ER_BUDGET_ERRORS query to review any budget errors encountered in the processing for your department or unit. This should be done each day since budget errors should be resolved within 24 hours.
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_TE_ER_BUDGET_ERRORS query to check for budget exceptions/errors encountered in processing transactions for your department or unit.
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.
Click the Reports/Queries tab.
In the Expense reports section, click the Budget Check - Exceptions/Errors link.
The parameters for the UGA_TE_ER_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 shwon here: " 17 " in front of the wildcard (%).
Click the View Results button to run the query.
Click the Minimize Business Management Workcenter icon to close the menu to see more of the query results.
The results of the query are displayed and list the expense reports that have budget check exceptions or errors.
Columns on the report show the Name of the employee, the Expense Report ID and description, the status of the report and the budget check. It also shows when the report was created, when it was submitted, and when it was resubmitted, if applicable.
Hyperlinks in the query results can link to original documents or pages in view only mode to give more information.
Click the Report ID of the expense report you want to view.
Example shown here: 01000224220 link
A new page opens with the original expense report displayed in summary mode.
This shows the total due the employee and gives information on the purpose of the travel. You can also see the Approval History status.
Click the Expense Details link for additional information on this expense report.
The top of the details page shows the destination, the travel authorization ID (if linked), and the current status of the expense report.
The Expenses section shows each line that makes up the expenses total on the report.
Click the Expand All link to view additional information for each line
Click the Expand Accounting Details button to review the charstring for any line on the report.
You can use the scrollbar to view the entire chartstring.
Click the Collapse All link to close the lines when you are finished with your review.
Click the Close Tab button when your review is complete.
You can click on the hyperlink in the Budget Transaction ID column of the query results to review more information on the budget Exception or error. The Budget Transaction ID shown on a row will be the ID related to the Report ID shown on that same line of the query results.
Example shown here: Budget Transaction ID 0004720173 link.
The Travel and Expense sheet exceptions page is displayed.
The Budget Override tab shows the Ledger Group and Exception type for each line with a Budget Exception.
Click the Budget Chartfields tab.
The Budget Chartfields tab shows the Budgetary Control combination for line.
To see which line of the report has the exception and to review more specific information, click the Line Exceptions tab.
A portion of the chartstring with the Budget Exception is shown. Click the Show All Columns icon to display the chartstring and amount information.
Click the Line Values tab.
The Line Values tab shows the accounting chartstring used for the line that encountered the exception.
Scroll to the right to see the line amount.
Click on the Expense Sheet Exceptions tab.
You will see icons on the page that allow you to drill in further to information about the transaction.
A pop up box opens, showing links to other places in the system that will give you more information.
For more information on the budget exception, click the Go to Budget Exceptions link.
The Budget Exceptions page shows the transaction and the reason for the exception.
The Commitment Control Budget Exceptions page displays the ChartField values for the parent budget for the chartstring.
The Transactions with Budget Exceptions section of the page gives information on the transactions for the specified parent budget that have exceptions.
It shows the date of the exception, the type of exception, the amount of the line that contained the exception, and the report ID that contained the exception.
Click the Budget Override tab.
When you have completed your review, click the CloseTab button.
You can download data into an Excel spreadsheet for further analysis, if needed.
Click the Excel SpreadSheet link and follow the prompts to open as an Excel document.
Once the Excel spreadsheet opens, you can add filters to help you sort and view the information you need.
When you are finished, click the Close button.