Latest information on operational modifications for fall 2021 Roadrunner Roadmap

Queries

The following queries allow you to retrieve data on specific scenarios, time frames and financial documents processed related to your financial operations. 
  1. What queries can be used to identify Travel Authorization open encumbrances?
    1. By cost center: Run UTS_TE_TAUTH_OPEN_ENC_BY_CC
      1. Enter your cost center
    2. By Department: Run UTS_TE_TAUTH_OPEN_ENC_BY_DEPT
      1. Enter your department ID
    3. By Project ID: Run UTS_TE_TAUTH_OPEN_ENC_BY_PROJ
      1. Enter your project ID
  2. What queries can be used to view outstanding expense reports?
    1. Run UTS_EXP_PND_STAT
      1. Enter department ID or EMPLID
    2. Run UTS_EXP_PND_STAT_WF_PRMPT
      1. Enter department ID or EMPLID
  3. What query can be used to identify statuses of outstanding expense reports?
    1. Run UTS_EXP_PND_STAT_WF_PRMPT_MOD
    2. Enter Dept ID or EMPLID (employee ID) and Older than Days amount
  4. How can departments review open POs to ensure all expenses have been paid before project IDs or grants close?
    1. By cost center: Run UTS_PO_OPEN_ENC_BY_CC
        1. Enter your cost center
    2. By Department: Run UTS_PO_OPEN_ENC_BY_DEPT
        1. Enter your department ID
    3. By Project ID: Run UTS_PO_OPEN_ENC_BY_PROJECT
        1. Enter your project ID
    If POs are still open, then departments must contact vendors to request copies of invoices for processing of payments. Email invoices for payment to Disbursements and Travel Services.
  1. How can I find historical data or payment information for Procard transactions? 
    1. Run UTS_PO_CC_DEPT_RECONCILE
      1. Enter cost center, department ID, or project ID and date range.
      2. Use this query to research transactions paid to Citibank.    
  2. What query can be used to identify One Card expenses by department or cost center?
    1. Run UTS_AP_VCHR_INFO_BY_ACCT
    2. Enter account code, department ID, cost center, project ID, or vendor and date range
    3. Note: Citibank vendor ID# is 0000011664.
  1. How do I get a list of the speedtype values for all of my cost centers or projects within my department?
    1. Run UTSA_SPEEDTYPE_LIST_DEPT
    2. Required Prompt is Department ID.
    3. This will list the entire chartfield string for any cost centers or projects within the department.
  2.  How do I get a list of all cost centers or projects that are under my department?
    1. Run UTS_FI_CC_PROJ_BY_DEPT
    2. Enter your department ID in the Department and fund ID in the Fund field. You may use "%" to view all funds
    3. This query will list all cost centers or projects under a department ID. If you only want departments for a specific fund, you need to enter that fund number.  However to get all departments, use the wildcard (%).  Please note that this list is both active and inactive cost centers/projects
  3. How can I view AP voucher details?
    1. Run UTS_AP_VCHR_INFO_BY_ACCT
    2. Enter at least one optional prompt: account, cost center, department ID, project ID, fund ID, activity ID, EMPLID (employee ID), vendor ID, or invoice Number. All are optional but at least one field must be entered. Required prompt: beginning and ending accounting dates
    3. The query provides the voucher number, vendor number, vendor name, invoice number, amount paid, chartfield string, etc.  The amount that you want to look at is in column N (Detail Line Amount).  This will also provide you with payment information (ACH or Check) to include payment date.  If it is a check payment – the check number is also provided – it will always start with a “30”.  An ACH payment starts with “31”. It does not provide the detail of the Citibank charges – see below query. Please note that this report shows only AP vouchers.  If you have journal entries on your cost center – that will not appear here.
  4. Is there a list of travel or expense payments for my department or cost center?
    1. Run UTZ_TE_ER_PRMPT_BY_BU_AND_ACCT
    2. Enter required prompts: Business Unit "UTSA1", Beginning Accounting Date and Ending Accounting Date. Optional prompts: Account, Employee ID, Cost Center, or Department ID
    3. This provides a summary description, shows the method used for payment (ID ACH or Check) and gives the payment date and payment record.
  5. There is a UTZ document on my cost center, I don’t remember making a deposit. How can I find more information on this?
    1. Run UTS_BANNER_DD_JRNL_CC_PROJ
    2. Enter your Journal ID (i.e. UTZ00041285). Optional Prompts are Cost Center and Project ID. If entering a project, then must enter % in the cost center. If entering a cost center, then must enter % in the project.
    3. This provides additional information for Banner (UTZ) Journals including a short description if one was entered into Banner.
  6. Is there a report that provides my free balance?
    1. Run UTS_KK_ENDFREE
    2. Enter required prompt: Fiscal Year.
      1. Optional Prompts: Period- You may specify a period, and the report will run through that period. If Period field is blank, it will provide information that is year to date.
      2. Department- You may run by your department in order to get a listing of the free balance on all of the cost centers under your department.
      3. Fund- You may run by Fund or you can use a wildcard to view all funds. The information pulls from KK and OPE information. 
    3. This query provides the free balance that is same as you see in Detail Accounting Period under OPE criteria.
  7. Is there a report that lists revenue, expenses and transfers for a Cost Center or Department?
    1. Run UTS_GL_TRANSACTIONS_UTSA_MOD
    2. Enter required prompts: Fiscal Year and Period. Optional Prompts are Account, Department ID or Cost Center.
    3. This query lists all posted revenue, expenses and transfers for a Cost Center or Department ID.
  8. Is there a list of Account Codes with descriptions?
    1. Run UTZ_GL_GL_ACCOUNT
    2. No data input is necessary
    3. This query will list all general ledger accounts

    Please note the following regarding Account Codes:
    1xxxx – Balance Sheet Assets (very rarely used by departments)
    2xxxx – Balance Sheet Liabilities (never used by departments)
    3xxxx – Fund Balance (never used by departments)
    4xxxx – Revenues
    5xxxx – Salaries and Benefits (only recorded via HPY documents)
    6xxxx – M&O Expenses
    7xxxx – Transfers (never used by departments)
    8xxxx – Capital Expenses

  9. Is there a report that will show Voucher Details along with their corresponding PAC?
    1. Run UTS_AP_ACCTNG_ENTRIES_ACCRL
    2. Enter required prompts: Business Unit "UTSA1", Beginning Journal Date and Ending Journal Date.
    3. This query returns all vouchers created for the requested time period. This query is useful when trying to determine which vouchers make up a PAC document.  Note: This query cannot be ran for only one cost center/project or dept id. It will list all vouchers falling within the date range.
  10. There are TJL Journals on my reconciliation. Is there a report which provides details?
    1. UTZ_GL_SUBMOD_TR, Required Prompts: GL Unit "UTSA1", Beginning Accounting Date and Ending Accounting Date. Optional Prompts: Accounting ID and Journal ID. This query pulls additional details about TJL journals. Once the query is pulled, you can filter for your Cost Center to see the description of the deposit.
  11. How do I get a list of inventory assets for my Department?
    1. Run UTS_AM_DEPTID_INVENTORY_LIST_F – Pre-Inventory/Custody Lis t
    2. Enter the Business Unit (UTSA1) and enter your Department ID (DEPT_ID)
    3. This query lists all the tagged assets for the searched department’s inventory