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.
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.
In the Payment Requests section, click the Budget Check - Exceptions/Errors link.
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 (%).
Click the View Results button to run the query.
Click the Minimize Business Management Workcenter button to close the menu to see more of the query results.
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.
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.
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.
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.
If you have access to the voucher page, a hyperlink will take you to the voucher to review the information there.
Click the Close Tab button to close the report when your review is complete.
You can also review the budget status.
Click the Error link.
The Voucher Exceptions page is displayed opened to the Budget Override tab.
The Voucher Exceptions page is displayed opened to the Budget Override tab. The Budget Override Tab shows the reason for the exception.
Click the Budget Chartfields tab to review information on the chartstring on the voucher.
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.
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.
The Line Chartfields tab shows the ChartFields used on each line.
When your review is complete, click the Line Amount tab.
The Line Amount tab shows the amount of money entered for each line.
When your review is complete, click the Voucher Exceptions tab.
The Voucher Exceptions page provides links to additional detail.
Click the View Related Links icon.
Click the Go to Budget Exceptions link.
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.
Click the Budget Override object.
You can access additional pages here as well.
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.
Close the page when you complete your review.
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.
Click the Close button.