Managing Transactions Using Queries

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Maximillian Berry
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1 Managing Transactions Using Queries 1

2 Today s Webinar Webinar format Presentation, followed by Q&A Use the chat window to type your questions We will answer them in the order they were received during the Q&A segment The webinar recording will be posted on ccinfo.unc.edu 2

3 Purpose The purpose of this webinar is to introduce a set of queries you can use to manage transactions that are in error or in unposted status. 3

4 Objectives This webinar covers the following topics: Why why run these queries What what queries are available How: How to run a query How to quickly scan query results How often how often should you run queries 4

5 Why run these queries? To identify transactions with your Department ID that: Have edit or budget errors Have not been approved Have not been posted To avoid having Accounting Services delete or post your unposted journal entries at Month End 5

6 Transaction Process steps: Create to Post Create transaction Edit Process Budget Check Process Approval Process Post in subsystem (AP, AR, PO) Post to General Ledger 6

7 Queries for Managing Transactions Edit error queries Budget error queries Approval Worklist queries GL Journals not in Posted status Transaction Requisitions Purchase Orders Vouchers Deposits Campus Journals (GL) Requisitions Purchase Orders Vouchers Deposits Campus Journals (GL) Budget Journals Payroll Requisitions Vouchers Campus Journals (GL) Query NC_REQ_EDIT_ERRORS NC_PO_EDIT_ERRORS NC_AP_EDIT_ERRORS_VOUCHERS_DPT NC_AR_EDIT_ERROR NC_GL_JOURNAL_EDIT_ERRORS_DEPT NC_KK_ERRORS_REQ_DEPT NC_KK_ERRORS_PO_DEPT NC_KK_ERRORS_VOUCHERS_DEPT NC_KK_ERRORS_AR_MISCPAY NC_KK_ERRORS_JOURNALS_DEPT NC_KK_ERRORS_BUD_JRNLS NC_KK_ERRORS_PAYROLL NC_REQ_APPROVAL NC_VCHR_APPROVAL NC_JRNL_APPROVAL NC_GL_JRNL_NOT_POSTED_DEPT1 7

8 Query Viewer Tool for viewing queries Campus can run any public queries that reference secured tables Note! Only use the queries listed on the previous page. They have been specifically designed for campus. 8

9 Wildcard The % sign is a wildcard search criteria You can put the % sign before, after, or in between a search value Examples: 3% - returns all values that begin with 3 %3 - returns all values that end with 3 %3% - returns all values that contain 3 Putting the % sign by itself in a search field returns all values in that field

10 Underscore The underscore sign (_) is a wildcard for a specific position It is typically used when you know some but not all values Examples: 4114_ returns all departments that start with _00 returns all departments from thru

11 Query Viewer Navigation: Main Menu > Finance Menu > Query > Query Viewer Reporting Tools >

12 Query Viewer 1. Enter the name of the query. You can enter part of the name. Query Viewer searches for queries that begin with the values you enter. Examples: 2. Click Search. NC returns all queries that begin with NC NC_AP_EDIT returns all queries that begin with NC_AP_EDIT

13 Query Viewer 3. Click the HTML link for the query you want to view. Note! You will see other queries besides the one listed on slide 7. Only use the ones on slide 7. The other ones may not be complete or useable. The Excel link opens the query directly to Excel The XML link is not useful for these queries The Schedule link is not available The Favorite link saves the query to a Favorites list within Query Viewer

14 Query Viewer 4. Enter uncch or uncga in the Unit field. For GL Journals, the Business Unit is uncch, uncga, or a foundation business unit. For all other transactions, the Business Unit is uncch or uncga. Business Unit is required. The wildcard cannot be used for the Business Unit. 5. Enter a department, or a partial department using the wildcard or underscore. The Dept field cannot be blank. 6. Click View Results.

15 Edit queries: key fields Voucher and Line Online = combo edit error (invalid or missing chartfields) AP_MATCH = match error APVCHREDIT = various edit errors (amount, combo edit, accounting date) The chartfields within the combo edit rule that failed Number of lines in error Indicates the system was the last user

16 Combo Edit Errors Comb Edit Rule Description Message field in query AFSD_IV Account, Fund, Source, and Department are required on every line. Account/Fund/Source/Dept AF_VI Rule 1 Revenue on State funds and all Expense lines must have a fund with a Purpose code. The Fund cannot end in 00, such as and Rule 2 Fund codes 29900, 29910, 29920, or cannot be used with Business Unit UNCCH. A foundation Business Unit must be used with these funds. ACCOUNT/ CLASS_FLD/ DEPTID/ FU Account/Fund ACCOUNT/ FUND_CODE FAJ_VV Lines with OSR or Capital Improvement fund codes must have a Project ID. Fund/Account/Project ID FUND_CODE/ PROJECT_ID/ ACCOUNT FS_IV Fund and Source combination must be valid. Fund/Source FUND_CODE/CLASS_FLD SAP_RQ_VV Rule 1 The Source/Account combination requires a specific Program code. Rule 2 The Source/Account combination requires the Program field to be entered (not be left blank). Rule 3 The Source/Account combination requires the Program field be blank. Source/Program/Account CLASS_FLD/ PROGRAM_CODE/ ACCOU 16

17 Combo Edit Errors Combo Edits when a foundation Business Unit is used Comb Edit Rule Description Message field in query AF_UNIT Foundation business units can only use these funds: 29900, Account/Fund 29910, & FS_CHASF/FS_CHATH Foundation business units require a source code unique to the business unit. For example, CHASF can only use Sources that start with a 'C. Fund/Source Combo Edits for Data Collect Batches only Comb Edit Rule Description Message field in query SF_VI_BO Budget Only Source/Fund combinations cannot be entered Source/Fund on Data Collect Batch files. DF_VI Budget Only Dept/Fund combinations cannot be entered Dept/Fund on Data Collect Batch files. AF_VI* Falls under the same AF_VI rule above. Occurs when a Budget Only account is entered on the file. Budget Only accounts are not allowed. Account/Fund Combo Edits for Athletics only Comb Edit Rule Description Message field in query P1_ATH Requires a valid Program/Cost Code 1 combination for Program/Cost Code Athletics SD_ATH_IV Requires a valid Source/Department combination for Athletics. Source/Department 17

18 Budget queries: key fields Voucher ID Ledger Group Error message Person who created the voucher Where the voucher originated

19 Budget Errors Most common Error E1 E2 E3 E6 Description Exceeds budget and is over tolerance No budget exists Budget closed Budget date is out of bounds Error E35 E36 E45 E48 E49 E64 E91 Description Required key CF (chartfield) is blank Chartfield combination errors exist Non key CF (chartfield) has a value Chartfield value not at Tree Level Key Chartfield is blank Parent budget does not exist Translation Tree Error 19

20 Unposted journals: key fields Period is by fiscal year month. 1 = July, 2 = August, and so on through 12 = June No fields can be blank Returns anything not in Posted status, so V, E, or N Current approval status and most recent approver 20

Approval Worklist queries Shows transactions currently in a Worklist If a transaction has been approved or denied, it will not appear on this query The approval queries

21 Approval Worklist queries Shows transactions currently in a Worklist If a transaction has been approved or denied, it will not appear on this query The approval queries are keyed by approver ID. The approver must be logged in as himself in order for transactions to display. You can only view one person s Worklist at a time Approver ID 21

22 How often should you run these queries? Frequently! Daily is not too often. Some transaction types are more likely to have errors because of the way they are processed: Check daily: Accounts Payable Campus Journals Check at least weekly: Requisitions Purchase orders Deposits Budget journals and transfers 22

23 Month End Close At month end, Accounting Services treats finance transactions per the table below: Finance Transaction Budget journals/transfers Campus Journals AP vouchers Requisitions and purchase orders Deposits and billing entries What happens at end of month Accounting Services deletes or posts. Note: You will receive an if a journal is a candidate for deletion, so you have an opportunity to fix it. Accounting Services rolls forward to the next month. The Accounting Date is changed to the new month. Posted in a future month, whenever they are processed. Posted in current month. 23

24 Month End Close Manage transactions and fix errors throughout the month Campus Depts. Objectives: No edit errors No budget errors No transactions hung up in approvals system All subsystems close for new entries at a time specified by Accounting Services. Central Office current month new month 24

25 Queries for Managing Transactions Navigation to individual transactions Requisitions: Main Menu > Finance Menu> eprocurement > Manage Requisitions Purchase Orders: Main Menu > Finance Menu > Purchasing > Purchase Orders > Review PO Information > Purchase Orders Vouchers: Main Menu > Finance Menu > Accounts Payable > Review Accounts Payable Info > Vouchers > Voucher Deposits: Main Menu > Accounts Receivable > Payments > Online Payments > Regular Deposit Budget transfers/journals: Main Menu > Finance Menu > Commitment Control > Budget Journals > Enter Budget Journals/Enter Budget Transfers Campus Journals: Main Menu > UNC Campus > Campus Journals > Campus Journal Validation 25

26 Queries for Chartfield Attributes Shows all attributes for a chartfield Description Attributes for any chartfield Query NC_GL_ATTRIBUTE_LIST 26

27 Queries for Chartfield Attributes Search fields SetID enter uncch or uncga Field Name - enter one of the following: Account Dept ID Class_FLD (This is the Source chartfield.) Fund_Code Attribute and Chartfield use wildcard or a value if you know it No fields can be blank 27

28 Summary Queries for: Edit errors Budget errors Unposted journals Unapproved transactions Chartfield attributes Focus on key fields when looking at query results Be familiar with the chartfields in each combo edit rule, and the common budget errors Run queries often to catch errors and things not approved or posted If you run a query and there are no results, clear the search fields and run it again to make sure 28

29 Cash Advance Reference information Finance Training Website Recording of the webinar: Managing Transaction Using Query Viewer Resource document: Managing Transactions Using Query Viewer 29

30 Reference Document on ccinfo Reference document lists all query fields and definitions Key fields to focus on are highlighted in yellow 30

31 Q&A 31

32 Thank You! 32

33 Combo Edit Errors AFSD_IV AF_VI FAJ_VV FS_IV SAP_RQ_VV Others for Foundations, Athletics, and Data Collect Batches 33

PeopleSoft Financial Training Manual. General Ledger 8.4 Additional Topics. Chartfield / Tree Design Web-based nvision Reporting Allocations

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