Updating a ChartField

Summary

In this article you will learn the steps to enter and submit a request to update an existing ChartFields.

Body

   Overview   

To change a name of a Department or to make adjustments to an existing Chartfield value, you will update a Chartfield instead of adding. You can also use this process to inactivate a Chartfield.

Note: For Department IDs, the first two digits must reflect your Unit. It must also be 8 characters long with no special characters. Only the last three characters can be letters.

In this article you will learn the steps to enter and submit a request to update an existing Chartfields.

This example shows how to change the name (description) of a department. The description is the information that shows up on most reports.

1. Step 1

The Employee Self Service dropdown menu is highlighted.

First, log into the Financial Management System.

Access to the General Ledger module is on the UGA Financials homepage.

Click the Employee Self Service dropdown button to activate the menu.

2. Step 2

The UGA Financials link is highlighted.

Click the UGA Financials link.

3. Step 3

The UGA Financials page is displayed with the General Ledger tile highlighted.

Click the General Ledger tile.

4. Step 4

The General Ledger page is displayed and the Submit ChartField Request option is highlighted.

Navigate to the Chartfield Request. It is find in the General Ledger Design section of the menu.

5. Step 5

The *Field Name search button is highlighted.

Select the type of Chartfield you are updating.

Click the magnifying glass next to the Look up Field Name field.

6. Step 6

The Look Up Field Name pop-up is displayed with the DEPTID Field Name highlighted.

Select the appropriate Chartfield type.  

Example shown here: DEPTID link.

7. Step 7

The *Field Action dropdown menu is highlighted.

You are updating an existing field, not adding a new one.

Click the Field Action list.

8. Step 8

The dropdown menu is opened and the Update option is highlighted.

Click the Update list item.

9. Step 9

The Field Value search field is highlighted.

Use the search features or enter the ID of the Chartfield. Enter appropriate information into the Field Value field.

Example shown here: " 19000DIV " in the Field Value field.

10. Step 10

The Add button is highlighted.

Add the new request.

11. Step 11

The menu button is highlighted.

Close the menu so you can see the entire page.

12. Step 12

The bottom of the General Ledger page is displayed and the Telephone field highlighted.

Provide your telephone number in case the approvers need additional information.

13. Step 13

The Email ID field is highlighted.

The Email ID should be your email address.

14. Step 14

The *Effective Date field is highlighted.

The 01/01/1901 effective date is assigned to the values that were initially set up in the system. Change this date.

The effective date for your request should be on or before the first day that you want the new name to show in reports and inquiries.

You may want to use the start of the fiscal year or the start of the accounting period.  

15. Step 15

The *Effective Date field is highlighted.

Use the calendar tools or enter the effective date of the change.

Enter appropriate information into the  Effective Date  field.

Example shown here: " 07/01/2018 " in the Effective Date field.

16. Step 16

The *Status dropdown menu is highlighted.

The status should be active. If for some reason you want to inactivate the Chartfield, be sure the Effective Date is the first date you no longer want it to appear. Then select Inactive in the Status field.

17. Step 17

The *Description field is highlighted.

Enter appropriate information into the  Description  field.

In this example, you want to change the name of the department that shows up in most reports, which is the Description field.  

Example shown here: " FC Diversity Training " in the Description field.

18. Step 18

The *Short Description field is highlighted.

Enter appropriate information into the Short Description  field.

Example shownhere: " DIV TRN " in the Short Description field.

19. Step 19

The Business Justification section is displayed with the Attachments link highlighted.

If you have any attachments that the approver may need to see, use the Attachments hyperlink to attach to this request.

20. Step 20

The Question 1 Answer field is highlighted.

Answering Question 1 is required for updating existing Departments. 

Enter the appropriate information in the Question 1 Answer field.

Example shown here: Name Change to FC Diversity Training and Short Description to DIV TRN. No other Changes.

21. Step 21

The Question 2, 3, and 4 fields are highlighted.

Questions 2 through 4 can be left blank.

22. Step 22

The Question 5 field is highlighted.

Follow the instructions in Question 5 to ensure all items on the Department Maintenance Checklist have been completed. 

23. Step 23

The Save button is highlighted.

Once all appropriate information is entered,

click the Save button. 

24. Step 24

The Request ID is highlighted.

After saving, a Request ID is assigned to the request. You can use this ID to come back to this page to modify or check on the status of the report.

25. Step 25

The Request Action dropdown menu is highlighted.

After you create and save the update, you need to submit it for approval.

Click the  Request Action dropdown menu. 

26. Step 26

The dropdown menu is opened and the Submit for Approval option is highlighted.

After you create and save the update, you need to submit it for approval.

Click the Submit for Approval option. 

27. Step 27

The Go button is highlighted.

Click the Go button. 

28. Step 28

The View Approval flow link is highlighted.

The request is submitted into the approval work flow.

Click the View Approval Flow link.

29. Step 29

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The approval flow is displayed showing your approval is pending.

30. Step 30

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Approval for Chartfields is set up differently from other approvals at UGA.

Note that the first level of approval is you. This means that you will need to approve this transaction before it will go to someone else.

Click the [+] button to add the next approver. 

31. Step 31

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You will need to add in your Business Manager or Financial Officer as the next level of approver.

Enter or search for their myID in the User ID field. 

Example shown here: busmgr1

32. Step 32

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Click the Insert button. 

33. Step 33

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The approver is added to the approval flow.

Click the Save Approval Flow Changes button. 

34. Step 34

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Click the Return button. 

35. Step 35

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Return to the Chartfield page to approve and submit to the next approver.

Click the Request Action dropdown menu.

36. Step 36

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Remember, you must approve first to send to your Business Manager or Financial Officer.

Click the Approve option.

37. Step 37

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Click the Go button. 

38. Step 38

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The request is submitted into the Approval Flow.

Click the View Approval Flow link. 

39. Step 39

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The approval is recorded and be submitted to the next approval.
Additonal Information: 
Before requesting inactivation of a Financial Department ID and/or Chartfield 1, please consider the impacts detailed in the Finance Department Maintenance Checklists.

Details

Details

Article ID: 149065
Created
Sat 9/24/22 11:02 PM
Modified
Fri 3/20/26 2:18 PM