Running the JV Workflow - Approvals in Process Query

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Overview

Use the UGA_AP_JV_WORKFLOW_PENDING query to review journal vouchers 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 Journal Vouchers 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

The Reports/Queries tab is displayed.

Click the Workflow - Approval In Process link.

5. Step 5

Enter all or part of your department into the Dept. field. If you use the entire Department ID, do not use the wildcard.

Example shown here: Dept field, only the wildcard (%).

6. Step 6

To run the query, click the View Results button.

7. Step 7

The report lists the JVs that are in the approval process.

It shows the name of the employee who entered the JV; the ID for both the journal voucher and any related voucher; the invoice ID and date, supplier information, 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 transaction document or the approval steps for review.

9. Step 9

Click on the hyperlinked voucher ID number to display the voucher details in view only mode.

Example shown here: 10015080 link.

10. Step 10

A new page opens with the original transaction displayed in the Error Summary tab.

11. Step 11

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

Example shown here: Summary tab.

The Summary tab displays the voucher information, supplier information, invoice number and date, budget checking status, date of creation and last update. Review the information carefully to make sure you have selected the appropriate journal voucher.

13. Step 13

To review the approval path of the transaction, click the Approval History link.

14. Step 14

To view the related voucher(s) being adjusted, click the Related Documents tab.

15. Step 15

The Related Documents tab displays information on vouchers that share the same invoice number as the selected voucher. This is to show the connection between the journal voucher and the original transaction it is adjusting.

16. Step 16

To review the invoice details, click the Invoice Information tab.

17. Step 17

The Invoice details are displayed in the Invoice Lines section.

18. Step 18

Use the scrollbar to review the full chartstring.

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

19. Step 19

There are some useful links along the left side of the page. These are the same links that can be seen during the creation of the journal voucher.

Note: Visibility of some of the links may be restricted depending on your role within the system.

20. Step 20

To review current default settings, click the Session Defaults link.

21. Step 21

The Session Default window is displayed. From this page, you can review default settings such as Business Unit (almost never changed), supplier details. invoice defaults, and more.

When done reviewing the information, click the Return to Main Page object.

22. Step 22

To review or add comments, click the Comments link.

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

23. Step 23

The Voucher Comments window is displayed. The comments are displayed in the Comments field. This is also where you will enter your comments.

24. Step 24

When done reviewing or adding comments, click the OK button to close the window.

25. Step 25

To review or add comments, click the Attachments link.

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

26. Step 26

The Voucher Header Attachment window is displayed. You can review the existing attachments in the Details section.

To add an attachment, click the Add Attachment button.

27. Step 27

The File Attachment window is displayed.

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

28. Step 28

To return to the Invoice Information page, click the OK button.

29. Step 29

To review payment preferences, click the Payments tab.

30. Step 30

Payment details are displayed in the Payment Information and Payment Options sections.

31. Step 31

Use the scrollbar to review additional information.

32. Step 32

To review the attributes of the selected JV, click the Voucher Attributes tab.

33. Step 33

Multiple attribute sections regarding the voucher are displayed.

34. Step 34

Use the scrollbar to review additional information.

35. Step 35

When you have finished your review, close the page.

Click the Close Tab button.

36. Step 36

The Appr Stat (Approval Status) hyperlink opens the results of a second query that shows the approval path and status for the selected JV.

Click the Pending link of the appropriate journal voucher.

37. Step 37

The results of the UGA_AP_JV_WF_IN_PROCCESS query is displayed.

It shows the voucher ID, the Employee Name, the Status of the JV, the type of approvers who will approve, the name of the approver, and the status of each approval step. The remainder of the fields are specific to the workflow.

38. Step 38

When you have finished reviewing, close the results.

Click the Close Tab button.

39. Step 39

As with any query, you can export the report to an Excel Spreadsheet.

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

40. Step 40

The report is opened in an Excel spreadsheet. You can use all of the Excel features to work with the data.

41. Step 41

Close the spreadsheet when you have finished your review.

Click the Close button.

42. Step 42

Continue to review the report.