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

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

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.

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

PS Financials Key Records Document Available on GRU 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_LINE - (record) PO_LINE_SHIP - (record) PO_HDR - (record) Business_ Unit PO_IDPO_DTPO_STATUSOther data… 12000D /15/2014D……………… Business _Unit PO_IDLINE _NBR DescriptionAmountOther data… 12000D White paper25.00……………… 12000D Pens, black8.99……………… Business _Unit PO_IDLINE_ NBR SCHED_ NBR LocationShipToOther data… 12000D AA2004AA……… D AA2004AA………..

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 –MCG_AP – Accounts Payable Queries –MCG_AM – Asset Management Queries –MCG_GL – General Ledger/Journal Queries –MCG_PO – Purchasing PO Queries –MCG_REQ – Purchasing Requisition Queries –MCG_BPA – Budget, Planning and Analysis Queries –MCG_SPA – Sponsored Accounting Queries

Query Viewer – To Run a Query 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 Schedule a Query 1.Search on a Query 2.Click on the Schedule hyperlink 3.Name the Run Control ID, and Add it 4.Write a description 5.Choose Run Date & Recurrence 6.Choose Type, Format and Distribution 7.Click OK

Query Viewer – Add to Favorites To add a query as a Favorite 1.Search on a Query 2.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 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

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

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

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 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

More Advanced Edit Query – How to Add a Record To add another record to a query, you need to Click on the Records Tab: –Search for the Record to Use –Click on Join Record –Click on the Record to Join the Record to –Accept the Auto-join criteria Then the fields can be added to the query from the new record.

More Advanced Edit Query - Joining Records SQL JOINs are used to query data from two or more records, based on a relationship between certain columns in these records. Use a JOIN with joining most records for your queries. Accept auto-join criteria in most instances. –JRNL_HEADER.JOURNAL_ID = JRNL_LN.JOURNAL_ID.