Running the Exp Entry - Pending User Submission Query

Summary

In this article, you will learn the steps to run the UGA_TE_ER_PENDING_SUBMISSION query in the Business Management Workcenter to find pending Expense Reports by department.

Body

   Overview   

Use the UGA_TE_PENDING_SUBMISSION query to review the expense reports created, but not yet submitted, in your department or unit.

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_PENDING_SUBMISSION query in the Business Management Workcenter to find pending Expense Reports by department.

1. Step 1

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First, log into the Financial Management System

On the UGA Financials Employee Self Service homepage, click the Classic Home button.

2. Step 2

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To navigate to the Business Management Workcenter , select:

Main Menu > UGA > Business Management Workcenter

3. Step 3

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Click the Reports/Queries tab in the menu on the left side of the screen.

4. Step 4

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In the Expense Reports section, click the Entry - Pending User Submission link.

5. Step 5

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The parameters for the UGA_TE_ER_PENDING_SUBMISSION 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 (%).

6. Step 6

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Click the View Results button to run the query.

7. Step 7

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The query results are displayed.

Click the  Minimize Business Management Workcenter  icon [ << ] to close the menu and see more of the query results.  

Note : Data has been distorted to protect employee information.

8. Step 8

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The results of the query are displayed.

Expense reports listed have been started but are not yet submitted, or may have been pushed back for edits and need to be resubmitted.

Results include the name of the employee who incurred the expense(s); the ID and description assigned to the expense report; the associated TA ID; and the travel destination.   

9. Step 9

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Hyperlinks in the query results link to pages that can provide more information.

Click the Report ID of the expense report you want to view.

Example shown here: 0100010792  link.

10. Step 10

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A new page opens with the original expense report displayed in summary mode.

This shows the total due to the employee and gives information on the purpose of the travel. You can also see the Approval History status.  

In this example, the expense report was sent back for resubmission and requires edits.

11. Step 11

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For further review of this expense report, click the Expense Details link on the right side of the page to view the details.

12. Step 12

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The top of the details page shows the destination, the travel authorization ID (if one was linked), and any attachments.   

13. Step 13

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The Expenses section shows each line that makes up the total expenses on the report.

14. Step 14

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From this page, you can view the accounting chartstrings for each line of the report by clicking Expand All.

15. Step 15

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Click the Expand Accounting Lines button to view the accounting details for any expense line.

16. Step 16

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Scroll through the Chartfields to view the accounting details.  

17. Step 17

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Click the Collapse All link to close the lines when you complete your review.

18. Step 18

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After you have reviewed the details, click the Summary and Submit link to return to the summary page.

19. Step 19

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Close the expense report when you complete your review.

20. Step 20

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From the query, you can also review the related travel authorization.

Click the appropriate link in the Travel Auth ID column.

Example shown here: TA ID  2124372 .

21. Step 21

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The Summary page of the Travel Authorization is available for review. This contains the description and amount of the original TA.  

22. Step 22

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Click the Travel Authorization Details link to view the details of the TA.

23. Step 23

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The Travel Authorization Details page allows you to review the projected expenses and associated chartstrings.  

24. Step 24

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Click the Expand Accounting Lines button to review the accounting information on the TA.

25. Step 25

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Use the scrollbar to review the entire chartstring.

26. Step 26

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Click the Summary link to return to the Summary page.

27. Step 27

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Click the Close Tab button when you complete your review to return to the query results.

28. Step 28

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As with any query, you can download the results to Excel for further analysis, if needed. 

Click the Excel SpreadSheet link and follow the prompts to open as an Excel document.

29. Step 29

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Once the Excel spreadsheet opens, you can add a filter to sort the information you need. Scroll to the right to view additional information.

Close the spreadsheet when you are finished.
 

Details

Details

Article ID: 148451
Created
Sat 9/24/22 10:44 PM
Modified
Mon 6/10/24 11:22 AM