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University of South FloridaFAST!! Financials – Web-based Query Tool Training Guide

Robin Lynn Jones, 974-1491, [email protected]

Welcome to FAST!! Query Training!

Goal To provide FAST!! users with the skills and knowledge necessary to retrieve data by creating queries in FAST!!, using a variety of web-based query tool functions and output options.

Resources: PeopleSoft/FAST!! Financials Version 8.4 (Web-based)PeopleBooks Library, PeopleSoft QueryFAST!! Financials Website: http://www.usf.edu/fast/financials

Exercise 1: Run a Public Query

Step 1 Sign-In to PeopleSoft (FAST!!). You may either enter the FAST!! URL (web address) or click the Favorites menu (if you have FAST!! "book-marked") to access the FAST!! Sign-In page.

Step 2 Enter the appropriate fields in the FAST!! Sign-In page.

User ID: QRYTRNGPassword: QRYTRNG

Step 3 To find an existing query, use the left-hand navigation menu. Select Reporting Tools and drill down through the Query folder to the Query Manager hyperlink. Click the Query Manager hyperlink.

©Copyright 2001, University of South Florida Human Resources FAST!! Training Team(link to FAST!! Website http://www.usf.edu/fast/financials )

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http://www.usf.edu/fast/financials


mailto:[email protected]

University of South Florida

Step 4 The Existing Query search page displays. To hide to left-hand navigation menu, click the Collapse button.

Step 5 Most USF public queries begin with “U_” to indicate that the query was developed by USF. To

short cut through the alphabetized search results, enter U_ in the Search For: field. Click the Search button.

Step 6 The Search Results display as rows of hyperlinks in a grid. Notice that the Search Results

Navigation Bar indicates that 45 results were returned.

Click the View All hyperlink located on the Navigation Bar to view all 45 rows returned.


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Step 7 In this exercise, we will run the query for the AP Unposted Vouchers (U_AP_UNPOSTED_VCHRS). The queries are listed in alphabetical order. Once you have located the query, click on the Run hyperlink.


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Step 8 Notice that a new window opens with the query results. To run the Query to EXCEL, click the Excel SpreadSheet hyperlink located above the query results title bar.

Note: For Excel 2000 users, the Excel spreadsheet will appear in your browser. To save the query results in Excel, select File, Save As. For Office 97 users, the File download dialog box will appear. You may either open the file in your browser or save it to disk.


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Exercise 2: Recreate the Query from Exercise 1. Review the design of the query from Exercise 1, determine the record used, fields selected, and query criteria. Recreate the query and save as a private query under a different name.

Step 1 Click the Internet Explorer window button at the bottom of your computer screen labeled, Query Manager Component.

Step 2 Click the hyperlink containing the query title (U_AP_UNPOSTED_VCHRS).


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Step 3 The query opens to the Fields page. Ten fields have been selected from Record A. The fields identified on the Fields page, will be displayed as the column headers in the query results. Click the Query tab.

Step 4 The Query page reveals that Record A is the VOUCHER – AP Voucher Header Table. Notice that the checked fields correspond to those on the Fields page. Click the Criteria tab.


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Step 5 The Criteria page shows that criteria has been added to two fields from Record A, Post Status and Entry Status. Post Status has not been selected for display in the query results. Click the View SQL tab.

Step 6 The View SQL page displays the Structured Query Language (SQL) code that is created by using the various page controls. The PeopleSoft Query Manager converts your instructions into a SQL statement that retrieves the data. To copy the SQL statement, highlight the text of the statement and copy it using your browser's copy command. Paste it into another application, if desired. Click through the other tabs to verify that all required information has been collected, when finished, return to this page and click the New Query hyperlink.


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Step 7 Notice that query has opened on the Records page. In Step 4 of this exercise, we identified Record A as VOUCHER – AP Voucher Header Table. Enter the word “VOUCHER” in the blank Search by: box and click Search.

Step 8 Click the Add Record hyperlink adjacent to VOUCHER – AP Voucher Header Table.

Step 9 Check the box next to each of the following fields; BUSINESS_UNIT, GRP_AP_ID, VOUCHER_ID, ACCOUNTING_DATE, GROSS_AMT, ENTRY_STATUS, BCM_HDR_STATUS, CLOSE_STATUS, MATCH_STATUS_VCHR, DUP_INVOICE_STATUS.


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Note: To sort fields alphabetically, click button.Step 10 Recall from Step 5 of this exercise, that criteria had been added to two fields; Post Status and

Entry status. Criteria is added to a query’s design to narrow down or “funnel” the amount of information gathered. Click the Use this filed as criteria button to the right of POST_STATUS_AP- Post Status.


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Step 11 The Edit Criteria Properties is displayed. Recall from Step 5, that the criteria for Post Status, was “not equal to P.” Using the drop down arrow, change the Condition Type to “not equal to” and click the Select Constant From List lookup button (magnifying glass) to view the values associated with the POST_STATUS_AP- Post Status field.

Step 12 The Field Value for Posted is P. Click the Select Constant hyperlink directly to the right of Posted.


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Step 13 The criteria for POST_STATUS_AP- Post Status is now set to list only the vouchers with a status not equal to P. Click OK.

Step 14 The system returns to the Query page. Click the Use this filed as criteria button to the right of ENTRY_STATUS- Entry Status.

Step 15 Recall from Step 5, that the criteria for Entry Status, was “not equal to X.” Using the drop down arrow, change the Condition Type to “not equal to” and click the Select Constant From


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List lookup button (magnifying glass) to view the values associated with the ENTRY_STATUS- Entry Status field.

Step 16 The Field Value for Deleted is X. Click the Select Constant hyperlink directly to the right of Deleted.

Step 17 The criteria for ENTRY_STATUS- Entry Status is now set to list only the vouchers with a status not equal to X. Click OK.


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Step 18 The system returns to the Query page. Scroll to the top of the page and click the Criteria tab.

Step 19 Review the criteria and compare to the criteria from Step 5 of this exercise. Now that the criteria has been defined, click the Save button.


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Step 20 There should be no spaces within the Query name. An underscore _ is used as the placeholder. Name the query and enter its description in the Description field. The query is saved as Private and can be viewed only with your UserID. Click OK.

Step 21 Notice the Query Name and Description. Click the Fields tab.

Step 22 Notice that the fields are not in the same column number order as listed in Step 4 of this exercise. To change the column order, click the Reorder/Sort button.


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Step 23 Assign New Column numbers so that the fields correspond to the column number order as listed in Step 4. Click OK.

Step 24 Notice that the letter “N” appears under the header, XLAT (Translate). The translate values in Step 4, were listed with the letter “S.” Also notice that “Status” appears as the Heading Text for both column 6 and 9. Click the Edit but to the right of Entry Status (Col 6).


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Step 25 The Edit Field Properties page appears. In the Translate Value box, select Short. In the Heading box, select RTF Long. Click OK.

Step 26 Notice the Heading Text and XLAT value for column 6. Click the Edit button to the right of column 7.


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Step 27 Repeat Steps 24, 25 and 26 for columns 7 (Translate only), 8 (Translate only) and 9, when finished, click Save. Compare to the Fields page in Step 4 of this exercise. Click the Preview tab.


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Step 28 Compare to Exercise 1, Step 8. The query results maybe downloaded to EXCEL by clicking the Download to Excel hyperlink.


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Exercise 3: Create a Query to Track Journal Line Entries by Department. The following information is required; Journal ID, Journal Date, Operating Unit, Fund, Account, Account Description, Department, Department Name, Product, Program, Class, Amount (Monetary Amount) and User ID. This query will require a variety of joins.

Step 1 Click the Internet Explorer window button at the bottom of your computer screen labeled, Query Manager Component.

Step 2 Click the Create New Query hyperlink.

Step 3 Select the Record/Table from which you wish to retrieve data (i.e. Journal Header, Journal Line Data, etc.). In this exercise, we will first need information from the Journal Header. Enter the letter “J” in the blank Search by: box and click Search.


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Step 4 Click the Add Record hyperlink adjacent to JRNL_HEADER – Journal Header Data.

Step 5 Check the box next to each field that contains information you wish to see in your query results. Check JOUNRAL_ID and JOURNAL_DATE.


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Step 6 User Id is also located on this record. Scroll down and check OPRID – User ID.

Step 7 The required chart field information is located in the Journal Line Data record. To join the two records in this query, click the Hierarchy Join hyperlink. Records with a parent/child relationship are easily joined via the Hierarchy Join.

Step 8 Select the record by clicking the JRNL_LN – Journal Line Data hyperlink.


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Step 9 Notice that the JRNL_LN record has been added as, Record B, joined with A. Check the box next to each required chart field.

Step 10 Monetary Amount is also located on this record. Scroll down and check MONETARY_AMOUNT.


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Step 11 Now that we have selected all of the required fields, let’s save our work up to this point. Scroll to the bottom of the page and click the Save button.

Step 12 There should be no spaces within the Query name. An underscore _ is used as the placeholder. Name the query and enter its description in the Description field. The query is saved as Private and can be viewed only with your UserID. Click OK.


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Step 13 Notice the Query Name and Description. Click the Fields tab.

Step 14 To change the column order and/or to sort by a particular field, click the Reorder/Sort button.

Step 15 Assign New Column numbers and New Order By as desired. Click OK.


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Step 16 Notice the new column numbers and numbers listed under Ord. Click the Save button. Let’s add some descriptions for the query values. Click the Query tab.

Step 17 Close the folder for Record A, by clicking the Hide Fields button .


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Step 18 To display the Department Name in your query, click the Join DEPT_TBL hyperlink. This is known as a Related Record Join or a predefined join of related records.


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Step 19 A message box will display stating that effective date criteria has been automatically added. This is because the data within this record contains effective dated information (i.e. the Department Table is effective dated). Click OK.

Step 20 Notice that the DEPT_TBL is listed as Record C, and shows that it has been joined to the DEPTID field on record B. The Department Name field title is, DESCR – Description. Check the box next to the DESCR – Description field.

©Copyright 2002, University of South Florida FAST!! Training Team

(link to FAST!! Website http://www.usf.edu/fast/financials )27



Step 21 Close the folder for Record C, and Open the folder for Record B by clicking the related Hide/Show fields buttons.

Step 22 Notice that there is no Predefined Join associated with the Account Table. To add a description for Account, the query must be joined to the Account Table using an Any Record Join. Click the Records tab.

©Copyright 2002, University of South Florida FAST!! Training Team(link to FAST!! Website http://www.usf.edu/fast/financials )

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Step 23 Change the search criteria to: Name, contains, and enter “ACCOUNT” in the blank Search by: box and click Search.

Step 24 Click the Join Record hyperlink adjacent to GL_ACCOUNT_TBL – Accounts.

Step 25 A decision must be made; remember, the Account field is located on Record B. Click the appropriate hyperlink to join the GL_ACCOUNT_TBL to Record B.

Step 26 The system has detected the conditions for the join and has automatically stated the required criteria. Click the Add Criteria button.


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Step 27 The Account Table is also effective dated; click OK on the Message box.

Step 28 Notice that the GL_ACCOUNT_TBL is listed as Record D. The Account Name field title is, DESCR – Description. Check the box next to the DESCR – Description field. Click the Fields folder tab.


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Step 29 The Description fields from Records C and D, have been added as columns 12 and 13. Click the Save button to save work up to this point.

Notice the Heading Text for columns 12 and 13. Heading Text for a column may be edited, click the Edit button associated with the column 12.

Step 30 The Edit Field Properties page displays, change the Heading to Text. Type Dept Name. Click OK.


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Step 31 Notice the Heading Text for Column 12. Click the Edit button to the right of column 13.

Step 32 Change the Heading to Text and type: Account Name. Click OK.


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Step 33 Notice the Heading Text for Column 13. Click the Save button. Click Reorder/Sort.

Step 34 Change column 12 to 5 and change column 13 to 7. Click OK.


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Step 35 Notice the new column numbers and numbers. Click the Save button and then preview the query by clicking the Preview tab.

Step 36 Notice that the query fetched 340 rows. Click the View All hyperlink located just above the column header, to view all 340 rows.


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Step 37 Scroll through the query results to verify query sort order. Return to the top of the page.

Step 38 The query results maybe downloaded to EXCEL by clicking the Download to Excel hyperlink.


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Exercise 4: Add Criteria to Narrow Query Results. Add criteria to the query from Exercise 3. Adjust the query to return journal entry data for a single department for a specified period of time, by prompt.

Step 1 Click the Criteria tab.

Step 2 Click the Add Criteria button.

Step 3 The Edit Criteria Properties page displays, click the Select Record and Field button (magnifying glass).


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Step 4 To adjust the query to return journal entry data for a single department, criteria must be added to the Department field. Click on the hyperlink for DeptID - Department from Record B (JRNL_LN – Journal Line Data).

Step 5 The Edit Criteria Properties page displays. Change the Expression 2 Type to Prompt, then click the New Prompt hyperlink.


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Step 6 The Edit Prompt Properties page displays, the prompt Field Name auto-populates with what was selected as the Fieldname on the Edit Criteria Properties page. The system then finds the record definition for the field and fills in the rest of information on the page, including the Prompt Table. The following note is from PeopleBooks, PeopleSoft Query, Chapter 4:

Note. When using a prompt table on a field from a record definition with multiple keys, you must prompt for all higher-level keys before lower-level keys. PeopleSoft Query needs values for the higher-level keys to generate the correct prompt list. Because of this complication, we recommend that you don't use multi-key prompt tables.

The DEPT_TBL – Departments is a multi-key table. To remove the Prompt Table, click the Select a Prompt Table button (magnifying glass).

Step 7 Click the No Value button.


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Step 8 Notice that the Prompt Table has been removed. Click the drop-down box, under Edit Type; select No Table Edit.

Step 9 Click OK.

Step 10 The Define Prompt section now shows that the first prompt has been added. Click OK.


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Step 11 The criteria for DEPTID - Department is now set to a prompt. Click the Prompts tab.

Step 12 Notice the Prompt for DEPTID. To add date prompts for the “specified period of time,” click the Add Prompt button.

Step 13 The Edit Prompt Properties pages displays. Click the Select Field button (magnifying glass).


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Step 14 Type JRNL (short for JRNL_Date) in the blank space and click the Search button.

Step 15 Click the JRNL_DATE_FROM hyperlink.


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Step 16 Change the Heading Type to RFT Long. Click OK.

Step 17 Journal Date From is now listed as the second prompt. Click the Add Prompt button.


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Step 18 Click the Select Field button (magnifying glass).

Step 19 Click the JRNL_DATE_THRU hyperlink.

Step 20 Change the Heading Type to RFT Long. Click OK


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Step 21 Journal Date Thru is now listed as the third prompt. Click the Criteria tab.

Step 22 Click the Add Criteria button.

Step 23 Click the Select Record and Field button (magnifying glass).


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Step 24 To adjust the query to return journal entry data for a specified period of time, criteria must be added to the JOURNAL_DATE - Journal Date field. Click the hyperlink for Journal DATE – Journal Date from Record A (JRNL_HEADER – Journal Header Data).

Step 25 Change the Condition Type to between and choose Expr – Expr as the Expression 2 Type. Click the Add Prompt hyperlink in the Define Expression section.


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Step 26 Select Prompt :2.

Step 27 Click the Add Prompt hyperlink in the Define Expression 2 section.

Step 28 Select Prompt :3.


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Step 29 Click OK.

Step 30 Click Save. Click the Preview tab.


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Step 31 Enter the required information into the prompt fields, to complete the criteria definitions. Click OK.

Step 32 The query results maybe downloaded to EXCEL by clicking the Download to Excel hyperlink.


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Exercise 5: Use an Aggregate Function to Sum an Amount. Add an aggregate function to the query from Exercise 4. Adjust the query to sum journal entry data amounts. Add criteria to the aggregated column (Having Criteria) to return journal entries where the sum exceeds $100.00.

Step 1 Rerun Query for Department 620100, from 1/1/02 thru 1/1/03.

Step 2 Enter the required information into the prompt fields. Click OK.

Step 3 Review the query results, notice the number of rows with matching data. Click the Fields tab.


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Step 4 Click the Edit button for column 12.

Step 5 Select the Aggregate function of Sum. Click OK.


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Step 6 Notice the Heading Text; the column is now set to Sum the Monetary Amount. Click Save. Click the Preview tab.



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Step 10 Review the query results, compare to the results from Step 3 of this exercise. The rows of matching data (other than Amount) have been summed. Click the Having Criteria tab.


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Step 11 Criteria cannot be added to a field with an aggregate function; Having Criteria must be used. Click the Add Having Criteria button.

Step 12 Click the Select Record and Field button (magnifying glass).

Step 13 Click the hyperlink for B.MONETARY_AMOUNT – Monetary Amount.

Step 14 Change the Condition Type to greater than and enter 100.00 as the Constant. Click OK.


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Step 15 The Having Criteria is now set to return journal entries where the sum exceeds $100.00. Click Save and return to the Preview tab.



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Step 18 Review the query results, compare to the results from Step 10 of this exercise.


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You have just completed FAST!! Query Training. Congratulations!


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