Running the PR Workflow - Approvals in Process Query

Summary

In this article, you will learn the steps to run the UGA_AP_PR_WORKFLOW_PENDING query to find pending Payment Requests which have not completed the approval process.

Body

   Overview   

Use the UGA_AP_PR_WORKFLOW_PENDING query to review the payment requests in your department that have been submitted but have not been through final 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 the UGA_AP_PR_WORKFLOW_PENDING query to find pending Payment Requests which have not completed the approval process.

1. Step 1

step image

First, log into the Financial Management System.

Click the Classic Home tile.

2. Step 2

step image

To navigate to the Business Management Workcenter , select:

Main Menu > UGA > Business Management Workcenter

3. Step 3

step image

The Business Management Workcenter is displayed.

4. Step 4

step image

In the Payment Requests section, click the Workflow - Approvals in Process link.

5. Step 5

step image

The parameters for the UGA_AP_PR_WORKFLOW_PENDING 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

step image

Click the Minimize Business Management Workcenter  icon to close the menu to the left.

7. Step 7

step image

The results of the query are displayed.

Results include the Name of the initiator, the Payment Request ID and description, the status of the approval the name of the supplier, the number on the invoice, the date of the invoice, and the date it was entered

Note : Data has been distorted to protect employee information.

8. Step 8

step image

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 payment request you want to view.

Examplw shown here: 0000014664  link 

9. Step 9

step image

A new page opens with the information from the selected payment request displayed in summary mode.

This shows the name of the requestor, the request ID and the date it was entered, the status of the request, the supplier to be paid, the submitted invoice number and date, the associated voucher, scheduled payment date, status of payment and total of payment amount. The next set of fields shows the chartstring information for each line on the payment request.

10. Step 10

step image

When you have completed your review, close the page.

Click the Close Tab button.

11. Step 11

step image

You can also view the status of the report lines from the query results by clicking the status in the Approval Status column.  

Example shown here: Approval Status field.

12. Step 12

step image

New query results are returned based on the link you selected.

On this report you see the details of the approval process. The report lists the request ID, the person who entered the request, the status of the request, the type of approvals for the request and the status of that step along with the name of the person who is responsible to approve.

The remainder of the fields are for running the query.  

13. Step 13

step image

Close the page when your review is complete.

Click the Close Tab button.

14. Step 14

step image

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.

15. Step 15

step image

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.
 

Details

Details

Article ID: 148685
Created
Sat 9/24/22 10:51 PM
Modified
Mon 6/10/24 11:36 AM