PeopleSoft Financials Basic Query Training Financial Information Systems and Reporting Finance Division /Controller’s

Agenda What is a Query? Query Viewer Query Manager Good Practices for Running Queries

structured collection of records or data that is stored in a What is a Query? A query is a request for information from a database. A database is a structured collection of records or data that is stored in a computer system. Query

Journal Lines / General Ledger / Commitment Control Relationships Among PS Financials Modules Projects (grants) Requisition (ePro) ARB PeopleSoft HCM Purchase Order (Purchasing) Receipts (Purchasing) Accounts Payable Banner (Accounts Receivable) Asset Management Journal Lines / General Ledger / Commitment Control

PS Financials Key Records Document Available on Augusta University PeopleSoft Website > PeopleSoft Documentation > Query Documentation > Key Records in PeopleSoft Financials 8.9 Lists key records for each module Lists key (indexed) fields for each record Lists exceptions and rules when using the record to make a query

Example of Record / Field Structure PO_HDR - (record) Business_Unit PO_ID PO_DT PO_STATUS Other data… 12000 D15245001 07/15/2014 D ……………… PO_LINE - (record) Business_Unit PO_ID LINE_NBR Description Amount Other data… 12000 D15245001 1 White paper 25.00 ……………… 2 Pens, black 8.99 PO_LINE_SHIP - (record) Business_Unit PO_ID LINE_NBR SCHED_NBR Location ShipTo Other data… 12000 D15245001 1 AA2004 AA ……….. 2

Query Viewer for Basic Query

Query Viewer Allows a user to: Run a Query to HTML or Excel Schedule a Query Add it to Query Favorites The navigation is: Reporting Tools > Query > Query Viewer

Query Viewer – Search for a Query Search on a Query by: Query Name Uses Record Name Uses Field Name Public Query Naming Standards 120_AP – Accounts Payable Queries 120_AM – Asset Management Queries 120_GL – General Ledger/Journal Queries 120_PO – Purchasing PO Queries 120_REQ – Purchasing Requisition Queries 120_BPA – Budget, Planning and Analysis Queries 120_SPA – Sponsored Accounting Queries

Query Viewer – To Run a Query Search on a Query Click either the HTML or Excel hyperlink beside the query that you want to run. If there are prompts, you will be prompted to enter your criteria before the query runs.

Query Viewer – Schedule a Query Search on a Query Click on the Schedule hyperlink Name the Run Control ID, and Add it Write a description Choose Run Date & Recurrence Choose Type, Format and Distribution Click OK

Query Viewer – Add to Favorites To add a query as a Favorite Search on a Query Click on the Favorite Hyperlink to the right of the Query name Note: Once a query is a favorite, then it will come up when you open Query Viewer or Query Manager in a My Favorite Queries box

Query Manager for Basic Query Fields Criteria Prompts Add a Record Save as a Private Query

Query Manager Allows a user to: Run a Query to HTML or Excel (use hyperlinks) Schedule a Query (use hyperlinks) Copy a Private Query to Another User (use action box) Edit a Query (use hyperlinks) The navigation is: Reporting Tools > Query > Query Manager

Query Manager – Edit a Query Search on a Query Click the Edit hyperlink beside the query that you want to modify and save as private.

Edit a Query - Fields Tab The Fields tab allows users to see the fields that will be output when the query is run. At this tab, you can: Change the order of the field output Change the output column header Show the XLAT translate values Change to sort order

Edit Fields Button Reorder Fields Button to Change Sort Order Button to Edit Fields & Heading Text

Reorder / Sort This column is to setup the sort order This column is used to reorder the output columns To make the sort descending order

Edit a Query - Criteria Tab The Criteria Tab allows users to: Create Criteria statements using mathematical and logical conditions Users can group criteria and reorder it You must have criteria to pull your data; otherwise, you will be trying to run a query on the entire institution’s data

Button to Edit Criteria

Edit a Query - Prompts Tab The Prompts Tab allows users to create prompts for users to type in run-time criteria. Most prompts can be built on the criteria tab while building the criteria statement, EXCEPT for criteria statements using the condition of BETWEEN.

Button to Edit Prompt

Edit a Query - Save As A Private Query To save a Query as a Private Query Click on the Save As hyperlink at the bottom of the query tool Rename the query to change the name slightly (can add your initials to beginning or end) At the Owner drop-down box, select Private – this should be defaulted for most users

Good Business Practices for Running Queries If your query runs and times-out, by exiting you from PS Financials, then your query could still be running on the database, and taking up most of the processor of the database server. Contact PS_FINANCIALS@augusta.edu, so that we can have IT cancel your query that is still running.

Good Business Practices for Running Queries – Cont’d Start with a public query, and modify it to make a private query. Do not start from scratch. DO NOT run query for an entire year or more of data on the entire institution’s data. Use department specific criteria Test running on one month’s worth of data, before many months.

QUESTIONS