Running the Print Expense Report Connected Query BFS_EXPN_RPT
Purpose: Use this document as a resource on how to run the BFS_EXPN_RPT Expense Report Connected Query which can be used for auditing purposes.
Audience: Expenses Admins, Accounting Staff and Auditors
You must have at least one of these local college managed security roles:
- ZD_DS_QRY_EXPENSES
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
You need to know the Expense Report ID that you want to print before you run the query as there are no look up fields, only a Report ID field.
The BFS_EXPN_RPT Expense Report Connected Query is a Print Expense Report Connected query that contains important information that you may need for auditing purposes. It contains the following information:
Expense Report Header information: Report ID, Report Description, Entered by User, Total Employee Expenses, Employee Name, Employee ID, Creation Date, Non-Reimbursable Expenses, Reference#, Business Purpose, Department, Report Status, Amount Due to Employee, Travel Auth ID, Total Auth Amount, Cash Advance ID, Cash Advance Amount.
Payment Information: Date, Doc ID, Advice Combo, Doc Seq, Payment ID Ref, Payment ID, Pay Cycle, Pay Cycle Seq Nbr, Payment Method, Amount.
Expense Lines Details: Expense Date, Line#, Expense Type, Status, Description, Location, Payment Type, Amount, Account Details (Chartfield Values), Exception Comments: Per Diem, No Receipt, Old.
Expense Approval History: Action, Role, Name, Date/Time, Comments(if any).
Expense Notes: Notes, Name, Role, Action Date/Time.
Expense Report Header Attachments: File Name, Description, Date/Time Stamp.
Expense Report Line Attachments: File Name, Description, Line Nbr, Date/Time Stamp.
Travel Authorization Information: Travel Auth ID, Travel Dates, Location, Status, Total Amount, Projected Expenses Information (Line#, Date, Expense Type, Description, Location, Amount).
Travel Authorization Approval History: Action, Role, Name, Date/Time, Comments.
Travel Authorization Header Attachments: File Name, Description, Date/Time Stamp.
Travel Authorization Line Attachments: File Name, Description, Line Nbr, Date/Time Stamp
Cash Advance Information: Cash Advance ID, Submit Dt, Purpose, Source, Description, Amount Requested, Amount Applied.
Navigation: Reporting Tools > BI Publisher > BIP Query Report Scheduler
- The Query Report Scheduler search page displays.
- If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID.
- The Query Report Scheduler Report Definition page displays.
- In the Data Source Type drop-down, select Connected Query.
- In the Report Name field, enter or search for BFS_EXPN_RPT.
- The pop up window Prompt for Query CQFS_EX_EXPENSE_REPORT_P will display. Enter your Unit and enter or search for the Report ID of the Expense Report that you want to print. Select the OK button.
- The pop up window Prompt for Query CQFS_EX_EXPENSE_REPORT_2 will display. Enter your Unit and select the OK button.
- The pop up window Prompt for Query CQFS_EX_EXPENSE_REPORT_5 will display. Enter your Unit and select the OK button.
- The pop up window Prompt for Query CQFS_EX_EXPENSE_REPORT_9 will display. Enter your Unit and select the OK button.
- The pop up window Prompt for Query CQFS_EX_EXPENSE_REPORT_10 will display. Enter your Unit and select the OK button.
- The pop up window Prompt for Query CQFS_EX_EXPENSE_REPORT_11 will display. Enter your Unit and select the OK button.
- Select the Save button.
- Select the Run button. Please refer to the Process Scheduler/Process Monitor QRG for further instructions.
- Process complete.
If there are Expense Report Attachments and Travel Authorization Attachments (if there is a TA attached to the ER you printed), the attachments will display as blue hyperlinked text list. This list is so that you can see a listing off all the attachments. The blue hyperlinks will open the Expense Report View page, and you can select the attachments from there to print or save as needed.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.
Video Tutorial via Panopto
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