Searching for Data Values

Overview

The system uses lookups and drop-down lists to add and validate system data.

Lookups allow you to search for specific values to refine your search results.

Drop-down lists provide the valid values that can be used in available fields and make it easier to supply the correct value.

On pages where you have to add or search for data, you may be asked to provide values. Lookups and drop-down lists may be provided to limit selections to pre-defined values.

In this article, you will learn to use the lookups and the drop-down lists to provide data.

1. Step 1

First, log into the UGA Financial Management System. Click on the UGA Financials dropdown menu.

Note: This article will demonstrate how to search for data values specifically on the expense reports page; steps 1-4 will demonstrate how to access this specific page. However, the search process demonstrated from step 5 onwards can be used generally to search for data values on other pages of the UGA Financial Management System.

Navigate to the page where you are searching for data. Drop-down menus are provided for many fields to search for data.

2. Step 2

Click on the Employee Self Service tab.

3. Step 3

Click on the Expenses tile.

4. Step 4

Click on the Create Expense Report tile.

5. Step 5

Drop-down menus are provided for many fields to search for data.

Click the Business Purpose dropdown menu.

6. Step 6

The drop-down list provides the valid values that can be used in the field. This makes it easier to supply the correct value.

Example shown above: In-State Travel

7. Step 7

Click the lookup magnifying glass to the right of the Travel To field.

8. Step 8

The lists from which you select values may be too large for the 300 values that can be accommodated by the system.

You will need to narrow the selection using Search Criteria.

9. Step 9

To refine the search, open the Search Criteria section.

10. Step 10

Enter a value as requested in the fields that are displayed. The more specific you are, the more refined the search becomes.

This search is looking for values that begin with the values you enter.

Example shown above: Description field

11. Step 11

Click the Search button

12. Step 12

Notice that this search did not return any values. You may need to refine your selection further.

Click the Search Criteria link.

13. Step 13

Clear the current criteria.

Click the Clear button.

14. Step 14

You know that the travel was to Augusta and it is obviously not at the beginning of the value. You may need more than the "begins with" operator.

Click the Show Operators button.

15. Step 15

Click the Description dropdown menu.

16. Step 16

This displays other available operators. Select one that might be more appropriate.

In this example, select "contains" since you are reasonably sure the description will contain the name of the city.

17. Step 17

Enter the appropriate information into the Description field.

Example shown here: "Augusta".

18. Step 18

Click the Search button.

19. Step 19

The search results show that the value you were looking for is at the end of the description and not the beginning. Click the appropriate link.

Example shown above: GEORGIA US, Richmond - Augusta.

20. Step 20

The value is displayed in the field.

Exit this example without saving the information.

Click the Home button.

21. Step 21

A message asks you if you want to save your changes. Select yes to save your changes, or no to discard your changes.

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