peoplesoft financials basic query training financial information systems and reporting...
TRANSCRIPT
PeopleSoft FinancialsBasic Query Training
Financial Information Systems and ReportingController’s Division
Agenda
• What is a Query?• Query Viewer• Query Manager• Good Practices for Running Queries
What is a Query?
A query is a requestfor information from a database.
A database is astructured collectionof records or datathat is stored in acomputer system.
4
Projects (grants)Projects (grants)
Journal Lines / General Ledger / Commitment ControlJournal Lines / General Ledger / Commitment Control
Purchase Order (Purchasing)
Purchase Order (Purchasing)
Requisition (ePro)Requisition (ePro)
Asset ManagementAsset Management
ARBARB
AR BannerAR Banner
PeopleSoft HRMSPeopleSoft HRMS
Receipts (Purchasing)
Receipts (Purchasing)
Accounts Payable
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_ID PO_DT PO_STATUS
Other data…
12000 D15245001 07/15/2014 D ………………
Business_Unit
PO_ID LINE_NBR
Description
Amount Other data…
12000 D15245001
1 White paper
25.00 ………………
12000 D15245001
2 Pens, black 8.99 ………………
Business_Unit
PO_ID LINE_NBR
SCHED_NBR
Location ShipTo
Other data…
12000 D15245001
1 1 AA2004 AA ………..
12000 D15245001
2 1 AA2004 AA ………..
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 Query2. Click on the Schedule hyperlink3. Name the Run Control ID, and Add it4. Write a description5. Choose Run Date & Recurrence6. Choose Type, Format and
Distribution7. Click OK
Query Viewer – Add to Favorites
• To add a query as a Favorite1. Search on a Query2. 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 FieldsButton to Change Sort OrderButton to Edit Fields & Heading Text
Reorder / SortThis 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 [email protected], 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.