Historical Authorization Information

The Historical Authorization Information (ASRHIST) inquiry allows you to search for specific information related to Authorization transactions. By entering specific search criteria in the Filters section and selecting the Apply action, results of your query are then displayed in the Results tab of the page. Only final RQ, PO, IN, PR, and AUTHSRQ transactions that have an Authorization number populated are displayed on the ASRHIST page. In addition to querying the history of authorizations, you may also download the results to an excel spreadsheet using the Export > Viewable Columns, Export > Available Columns, Export All > Viewable columns or Export All > Available columns actions. Refer to the “Export Grid Results to CSV” topic in the CGI Advantage Page/Table User Guide for detailed instructions on how to export the results to a CSV file and how to use an import wizard to open the file in Microsoft Excel. You can also transition to other transactions for more information related to the authorization for which you are searching. This page is only used if the Authorization of Services (ENABLE_COMM_ASR) parameter on the Application Parameter (APPCTRL) page is set to true. By default, the Searchable flag for the ASRE record on Application Page Registration (APGS) is not checked; therefore, the page cannot be accessed via the Global Search functionality, unless that setting is changed.

After you have entered your search criteria and clicked the Apply link, the search results are displayed in a grid at the bottom of the page.

The number of records displayed on each page in the grid is limited. To view additional records in the results, click on the First, Previous, Next and Last links. You can also sort the results in the grid. Initially, records are sorted by Transaction Date (descending). Column sorts are allowed on the following fields:

Authorization Number
Transaction Commodity
Transaction Code
Transaction Department
Transaction Unit
Transaction Service From
Transaction Service To
Transaction Date

Certain transactions will not contain all data in the Results section of the page. If the transaction does not contain the data, the fields will remain blank.

Displayed Fields:

Authorization Number - The Authorization Number for the selected transaction (RQ, PO, IN, PR, and AUTHSRQ).
Authorization Name - The Authorization Name for the selected transaction (RQ, PO, IN, PR, and AUTHSRQ).
Transaction Commodity - The Commodity for the selected transaction (RQ, PO, IN, PR, and AUTHSRQ).
Transaction - This column includes the Transaction Code, Transaction Department, and Transaction ID. All transactions and referenced transactions contain a link to open the latest version of the transaction and view the transaction details. When you close the transaction, you are taken back to where you were when you left the ASRHIST page. For example, if you were on the second page of the results when the transaction link was selected, you will be taken back to the second page of the results when you close out of the transaction. If you click on a transaction link for a transaction that has been archived, an error message is received, indicating that the transaction cannot be opened.
Transaction Code - The Transaction Code for the selected transaction (RQ, PO, IN, PR, and AUTHSRQ).
Transaction Department - The Transaction Department used for the selected transaction (RQ, PO, IN, PR, and AUTHSRQ).
Transaction Unit - The Transaction Unit used for the selected transaction (RQ, PO, IN, PR, and AUTHSRQ).
Transaction Version - The Transaction Version for the selected transaction (RQ, PO, IN, PR, and AUTHSRQ).
Transaction Function - The Transaction Function for the selected transaction (RQ, PO, IN, PR, and AUTHSRQ). Example: Final, Modification and so on.
Transaction Date - The Record Date on the selected transaction (RQ, PO, IN, PR, and AUTHSRQ).
Transaction Vendor Line - The Vendor Line Number for the selected transaction (RQ, PO, IN, PR, and AUTHSRQ).
Transaction Commodity Line Number - The Commodity Line Number for the selected transaction (RQ, PO, IN, and PR). This column is blank for transactions that do not have a commodity line.
Transaction Commodity - The Commodity for the selected transaction (RQ, PO, IN, PR, and AUTHSRQ).
Transaction Line Amount - Transaction amount on grid for the selected transaction (RQ, PO, IN, PR, and AUTHSRQ). For transactions without accounting lines (for example, IN) the amount will reflect the Item Total for the selected Vendor Line and Commodity Line. For transactions with accounting lines, the amount will reflect the Line Amount for the selected Vendor Line and Commodity Line. For transaction without vendor or commodity lines, the amount will reflect the Adjustment to Authorized Amount for the selected transaction.
Transaction Service From - The Service From date for the selected transaction (RQ, PO, IN, PR, and AUTHSRQ).
Transaction Service To - The Service From date for the selected transaction (RQ, PO, IN, PR, and AUTHSRQ).
Original Requested Amount - The Original Requested Amount is for the amount authorized for the selected authorization. This field is populated from the ASR page. When the new AUTHSRQ transaction is created, the Original Requested Amount is populated.
Authorized Amount - The Authorized Amount is for the amount authorized for the selected authorization. This field is populated from the ASR page.
Expended Amount - The Expended Amount for the selected authorization. On the ASR page, this is sum of all the amounts from the RQ, PO, and PR transactions.
Open Amount – The Open Amount for the selected authorization. On the ASR page, this is calculated field. Open Amount = Authorized Amount minus (-) Expended Amount.