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Table of Contents

1. Overview.........................................................................................................................................2

1.1 Document Purpose...............................................................................................................2

2. How to Schedule a Query...............................................................................................................2

3. View the Scheduled Query Output.................................................................................................4

4. Schedule a Query with Saved Run Control......................................................................................7

5. Document Control........................................................................................................................10

5.1 Document Location.............................................................................................................10

5.2 Change History....................................................................................................................10

5.3 Glossary..............................................................................................................................10

5.4 Reviewers...........................................................................................................................10

5.5 Copies To............................................................................................................................10

User Guide Scheduling A Query v1.0Finance Systems

User GuideReporting ~ Scheduling a Query

1. Overview

1.1 Document Purpose

The purpose of this document is to assist users in scheduling a query using run control id.

2. How to Schedule a Query

Scheduling a query allows users to specify a future date and time.

In this scenario we are going to Schedule query “FUP_PO_OPEN_ENCUMB_BUYER”. It gives encumbrance report for open purchase orders. This query must be run regularly by the buyers to clear the outstanding purchase order amounts. The query is too big to run online.

Go to Query Menu:

Search for Query : FUP_PO_OPEN_ENCUMB__Buyer

It is recommended that buyers use this query regularly to clear the open encumbrances. You can add this query to your favorites.

This will add the query to the list of My Favorite Queries under Query Menu.

File: document.docx Page: 2 of 10Last Saved: 27 February 2013 UNSW Confidential


Click on the schedule link for the query that you want to schedule.

Step 2: Add Run Control

For first time users, create a new Run Control Id. Click “Add a New Value”. Run Control ID: PO_Open_Encumbrance (Spaces are not allowed)

(A Run Control ID only ever needs to be created once for each query. The Find an existing value option can be used the next time for scheduling the same query. The description in the Run Control ID should enable you to easily identify it for future use.)

Click “Add”.



Once you click ADD, it will take you to the Query criteria page. This page will be different for different queries depending on what prompt each query has.

In this query, the prompt is Business Unit.

Enter your Business Unit (Use – MEDIC) and Click “OK”.

Enter Query Description:

Enter the description for the scheduled query “PO_Open_Encumbrance” and click “OK”. (Please do not use spaces in between words instead use “_”. )

This will take you to the Process Scheduler Request Page.

Process Scheduler Request



Server Name: Leave BlankRun Date: Date that you would like to Schedule the QueryRun Time: Time that you would like to Schedule the QueryFormat : Chose the format for the output file

In this scenario the query is scheduled to be run on 25th Feb, 2013 at 02:00:28PM.

3. View the Scheduled Query Output

To view the scheduled queries go to Process Monitor under Reporting Console:

Click Process Monitor.

The query that we processed is listed on following screen.



This will list all the processes within last 1 day. Use can change the number of days and also there is an option of selecting date range.

The results will be available for review once the Run Status is Success and the Distribution Status is Posted.

We scheduled the query to run at 2:00:28PM. You can come back to the Process Monitor at the time the query is scheduled.

Once the Run Status is Success and Distribution Status is Posted, click “Details” link.



Click “View Log/Trace”



4. Schedule a Query with saved Run Control

Go to Query Viewer Page. Click on the Schedule link for the query that you created run control id before.



It will automatically take you to “Find an existing value” tab and the run control id will be listed at the bottom. Select the run control id that you created last time which is in this scenario “PO_Open_Encumbrance”.

Click OK at Schedule Query page and process the Scheduler Request.



5. Document Control

5.1 Document Location

/tt/file_convert/5f0cdef77e708231d4378b24/document.docx

5.2 Change History

Version Date Description Author

1.0 27/2/2013 Author Shaleen Batra

5.3 Glossary

Term Description

NS Financials or NSF NewSouth Financials application. UNSW’s name for its Finance system.

Query Reporting Tool within NS Financials

PO/Purchase Order Purchase Order in NS Financials

Encumbrance Monies reserved for future expenditure e.g. Purchase orders which have been ordered but not paid for.

5.4 Reviewers

Name Title Review Date

Janz Reinecke User Support & Training 27/02/2013

5.5 Copies To

Name Title Date Emailed

Finance Website Posted to Knowledge Base

End of Document


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