Transactional Viewing for State or External Auditors

Purpose:   Use this document as a reference for transactional viewing for State or External Auditors for the following Finance Modules: Accounts Payable, Accounts Receivable, Expenses, Procurement Cards, and General Ledger.  

Audience:   Finance State or External Auditors.

Accounts Payable

Use the following process as a reference on how to view documentation for a specific voucher such as the accounting distribution, attachments, and payment detail.

Navigation:  Accounts Payable > Vouchers > Add/Update > Regular Entry

  1. On the Voucher search page, select the Find an Existing Value tab.
  2. Enter the Business Unit.
  3. Enter the search criteria available.  In this example, a Voucher Style of "Regular Voucher" and the Invoice Date were entered.
  4. Select Search.
  1. Choose a Voucher by selecting the appropriate link in the Search Results section.  The Regular Entry page will display.  
  1. The Regular Entry Summary page is displayed with the information for the voucher selected.
  2. Select the *View Related drop down arrow icon and then select 'Go' to navigate to open up a new window to view the following options:
    • Accounting Entries Inquiry
    • Payment Inquiry
    • Purchase Order Inquiry
    • Voucher Document Status
    • Voucher Inquiry
  3. Select the Approval History link to view details.
  1. Select the Invoice Information tab to review the Attachments, Purchase Order (if applicable), and Accounting Distribution lines.
  1. Process complete.
Accounts Receivable

Use the following process as a reference on how to inquire on linked sets of related Accounts Receivable data.

Navigation:  Accounts Receivable > Customer Accounts > Customer Information > Customer Activity

  1. The Customer Activity search page displays.  You will enter the desired information to enable a drill down of Item Activity.
  2. Enter Business Unit.
  3. Enter Customer.
  4. Optional to enter Acctg Date From and Acct Date To.
  5. Select Search.
  1. The Item Activity section of the page populates.  Notice the list of Item IDs.  
  2. Select an Item ID.
  1. The Item Maintenance page displays, initially on the Detail 1 tab. On this page, one can select any of the following tabs:
    • Detail 2
    • Detail 3
    • Item Activity
    • Item Accounting Entries
    • Item Audit History
  2. On the Item Activity tab, select the Group ID or Payment ID link to view the associated information as needed.
  3. Select the Invoice Attach link to view attachments.
  4. Select the Item Accounting Entries tab.
  1. The Item Accounting Entries tab displays.
  2. Review the Accounting Information as needed.   

Select the View All link to view all Accounting Line items.

  1. Process complete.

Use the following process to view Travel and/or Expense transaction details such as travel authorization, accounting distribution, payments and attachments.

Navigation:  Travel and Expenses > Expense Report > View

  1. The Expense Report search page displays.
  2. Enter the specific criteria, such as name or Report ID.
  3. Select Search.
  4. The View Expense Report displays.
  5. Select the Attachments link to view attached documentation.
  6. Select the Approval History drop down arrow to view the approval work flow.
  7. Select the Expense Details link to navigate to view the Accounting Details.
  1. The View Expense Report expense details page displays.
  2. Select the Expand All link to expand the area to view the Accounting Details.
  3. Select the Authorization ID number to navigate to view the Travel Authorization page.
  1. The Travel Authorization page displays.
  2. Review items as needed.
  1. Process complete.
Purchasing P-Card

Use the following process to view procurement card transaction details such as the accounting distribution, approvals, and (if applicable) linked purchase order.

Navigation: Purchasing > Procurement Cards > Reconcile > Reconcile Statement

  1. The Reconcile Statement Search page displays. Enter (for example Employee ID) criteria as needed.
  2. Select Statement Status as Closed.
  3. Enter Transaction Date(s).
  4. Select Search.
  1. Select the talking bubble icon to view associated comments and attachments.

Use the Procurement Card Transactions page to review procurement card transactions. You can view all of the procurement card transactions that you have been granted authority to access on the Cardholder Profile - Card Data: Assign Proxies page.

Note: if the talking bubble icon has words in it, there is a receipt attached if not it might be a blanket purchase order.

  1. The Transaction Line Comments displays. Review comments as needed.
  2. In the Associated Document section, select the View link to review attachments.
  3. Select OK to return to the main Procurement Card Transaction page.
  1. The main Reconcile Statement page displays.
  2. Select the Accounting Distribution icon to review the distribution details.
  1. The Distributions detail page displays.
  2. Review the accounting distribution as needed.
  3. Select OK to return to main page.
  1. From the main Reconcile Statement Procurement Card Transactions page, select the Purchase Details hyperlink to view the associated Purchase Order number (if applicable).
  1. The Reconcile Statement purchasing details page displays.
  2. Review information as needed.

Please follow the steps below to view the attached Purchase Order information and approvals associated with the procurement card transaction (using the above example: PO ID# 2168)

Navigation: Purchasing > Purchase Orders > Review PO Information > Purchase Orders

  1. Enter the Business Unit.
  2. Enter the PO ID number and/or additional search criteria.
  3. Select Search and select search results.
  1. The Purchase Order Inquiry page displays. Review information as needed.
  2. Select the View Approvals hyperlink to navigate to review approval information.
  1. The View Approvals page displays.
  2. Select the expand arrows to view the approval details as needed.
  3. Select Return to Purchase Order to return to prior screen.
  1. Process complete.
General Ledger

Use the following process to view general ledger journal entries details.

Navigation: General Ledger > Journals > Journal Entry > Create/Update Journal Entries

  1. Select the Find an Existing Value tab.
  2. Select the Business Unit field.
  3. Select the Journal ID field.
  4. Select the Journal Header Status list.
  5. If you are not sure what the journal status is, select the blank value from the list. This way, the search returns the journal regardless of its header status - Select the (null) list item.
  6. Select the Search button - and select the desired journal to view.
  1. The Header page displays information that uniquely identifies a journal entry.
  2. Select the Attachments link to view documentation (if applicable).
  1. Use the Journal Entry Attachments page to view supporting documents of the journal.
  2. Select OK to return to the Journal.
  3. Then select the Lines tab.
  1. Use the Lines page to view the Accounting line details. If needed, use the scroll bar to scroll to the right to view the entire ChartString.
  2. Select the Approval tab.
  1. The Approval tab displays.
  2. Optional to select the Approval History drop down arrow icon and review as needed.
  1. Process complete.


Add your comment

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