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

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

3. 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

4. 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

5. 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

6. Example of Record / Field Structure
PO_HDR (record)
Business_Unit
PO_ID
PO_DT
PO_STATUS
Other data…
12000 D
07/15/2014 D
………………
PO_LINE (record)
Business_Unit
PO_ID
LINE_NBR
Description
Amount
Other data…
12000 D 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 D 1
AA2004 AA
……….. 2

7. Query Viewer for Basic Query

8. 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

9. 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

10. 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.

11. 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

12. 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

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

14. 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

15. 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.

16. 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

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

18. 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

19. 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

20. Button to Edit Criteria

21. 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.

22. Button to Edit Prompt

23. 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

24. 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.

25. 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.

26. QUESTIONS