Use the UGA_AP_PR_PENDING_SUBMIT query to review the payment requests in your department or unit that have been created but not submitted for approval.
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 a query to find payment requests 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.
In the Payment Requests section, click the Entry - Pending User Submission link.
The parameters for the UGA_AP_PR_PENDING_SUBMIT 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.
Examlw shown here: " 17 " in front of the wildcard (%).
Click the View Results button to run the query.
Note: Data has been distorted to protect employee information.
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 been created but not submitted.
Results include the name of the person who entered the request, the request ID and description, the date the request was entered, the status of the request, the supplier to be paid, the invoice number and date that was referenced.
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 expense report you want to view.
Example shown here: 0000012742 link to review the expense report.
A new query opens with the details of the lines on the selected payment request.
This shows the name of the requestor, the request ID, the date of entry, the status of the request, the supplier to whom the payment is to be made, the invoice number from the supplier, the total amount to be paid the associated voucher number, when it is scheduled to be paid and the status of that payment. There is also information for each line of the payment request including the accounting chartstring.
Close the expense report when you complete your review.
You can download the 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 sort and view information as needed.
Click the Close button to close the spreadsheet when you are finished with your review.