Running the Expenses Transactions in Process Query

Purpose: Use this document as a resource on how to run the QFS_EX_TRANS_IN_PROCESS Query.

Audience: Expenses Admins and Accounting Staff.

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.

This query was designed to help mitigate issues with employees having multiple Expenses profiles that could potentially be under different GL Units. When Running the QFS_EX_TRANS_IN_PROCESS Query by GL Unit, it displays all Expenses transactions In Process (In Process ≠ Closed, Denied, Reconciled, Paid (ER’s only)) for your GL Unit. If you run it by ID (Empl ID), it will display transactions in process by Empl ID, even if those transactions were entered under a different GL Unit. 

This is important information (especially when onboarding new employees), as paying out any EX transactions when there is a mismatch between the Profile # used to create the transaction and the current default Profile # is not allowed. This mismatch needs to be resolved before the transactions can be paid.

If updating the default profile to correct the mismatch is not possible due to the Profile # being at a different GL Unit, then that transaction will need to be closed and re-entered under the correct GL Unit.

If you notice that there are transactions in process for another GL Unit and the Default profile is also set to that other GL Unit, we recommend waiting for those transactions to be fully processed before you update the default profile to your GL Unit.

Navigation:  Menu > Reporting Tools > Query > Query Viewer

  1. The Query Viewer search page displays.
  2. In the Search By drop-down field, select Query Name.
  3. In the begins with field, enter QFS_EX_TRANS_IN_PROCESS and select the Search button.
  4. The Search Results display. Within the Query results section, select the HTML hyperlink under Run to HTML column.
  5. The QFS_EX_TRANS_IN_PROCESS - Trvl Exp Trans in Process query displays in a new window.
  6. Enter the:
    1. Unit: This will only display Transactions in Process for your GL Unit.
    2. ID: This will allow you to see ALL transactions in process for a particular ID, regardless of the GL Unit used to create the transactions.
  7. Select the View Results button.
  8. Optional: Select the Excel SpreadSheet hyperlink within the Download results in options to download the query results.
  9. Process complete. Please refer to the Running a PeopleSoft Query QRG for additional query information.
Image of QFS_EX_TRANS_IN_PROCESS - Trvl Exp Trans in Process query with no data entered or populated.

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.