Running the Bud Xfr Workflow - Approvals in Process Query

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Overview

Use the UGA_KK_JRNL_XFR_WF_PENDING query to review budget transfers that are in, but have not completed, the workflow process.

You can also access this query using the Query Viewer tile, located on the UGA Financials homepage.

In this article, you will learn the steps to use a query to view the status of Budget Transfers from the Business Manager Workcenter menu.

1. Step 1

First, log into the Financial Management System

Click the Classic Home tile.

2. Step 2

To navigate to the Business Management Workcenter, select:

Main Menu > UGA > Business Management Workcenter

3. Step 3

The Business Management Workcenter is displayed.

The queries are found on the Reports/Queries tab.

Click the Reports/Queries tab.

4. Step 4

Click the Workflow - Approvals in Process link.

5. Step 5

The parameters for the UGA_KK_JRNL_XFR_WF_PENDING query are displayed.

Enter all or part of your department into the Dept field. If you use the entire Department ID, do not use the wildcard. Use the wild card if you are entering a partial department ID.

Example shown here: " 34 " in front of the wildcard (%).

6. Step 6

To run the query, click the View Results button.

7. Step 7

The report lists the budget transfers that are in the approval process.

It shows the name of the employee who entered the budget transfer; the journal ID; the description, date, and approval status.

Note : Data has been distorted to protect employee information.

8. Step 8

Hyperlinks in the query results can link you to the original transfer details or the approval steps of the selected transfer.

9. Step 9

Click on the hyperlinked Journal ID number to display the budget transfer details in view only mode.

Example shown here: 1000002170 link.

10. Step 10

A new page opens with the original journal header information displayed in the Budget Header tab.

11. Step 11

To review or add comments, click the Attachments link.

Note: The number within the parenthesis displays the current number of attachments.

12. Step 12

The Budget Journal Attachments page is displayed. Review any existing attachments in the Details section.

13. Step 13

To add an attachment, click the Add Attachment button.

14. Step 14

The File Attachment window is displayed.

To locate a file on your computer, click the Browse button, then click the Upload button.

15. Step 15

To return to the Budget Header page, click the OK button.

16. Step 16

Navigate to tabs at the top of the page to review further information regarding the selected transfer.

Example shown here: Budget Lines tab.

17. Step 17

The Budget Lines tab displays with information regarding where the money is going and coming from.

18. Step 18

Use the scrollbar to review the full chartstring and transfer amount.

Note: The order of the ChartField values may vary depending on the set up of your preferences.

19. Step 19

Note: To review the exchange rate (if applicable), click the Base Currency Details tab within the Lines section.

20. Step 20

To review any budget errors detected within the budget transfer, click the Budget Errors tab.

21. Step 21

The Budget Errors tab displays. Any detected errors are separated into the Header Errors and Line Errors sections based on their location.

22. Step 22

When you have finished your review, close the page.

Click the Close Tab button.

23. Step 23

The Approval Status hyperlink opens the results of a second query that shows the approval path and status for the selected budget transfer.

Click the Pending link.

24. Step 24

The results of the UGA_KK_JRNL_XFR_WF_IN_PROCESS query is displayed.

It shows the journal ID, the Employee Name, the date of approval for each stage, the type of approvers who will approve, the status of each approval step, the line(s) they approved or denied, and the name of the approver. The remainder of the fields are specific to the workflow.