PeopleSoft Financials
Basic Query Training
Janice Chancey
Financial Information Systems and Reporting
Controller’s Division
Annex I – B221
706-721-3288
Agenda
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•
•
•
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.
Relationships Among PS Financials
Modules
Projects (grants)
Requisition
(ePro)
PeopleSoft
HRMS
Purchase
Order
(Purchasing)
ARB
Receipts
(Purchasing)
Accounts
Payable
AR Banner
Asset Management
Journal Lines / General Ledger / Commitment Control
4
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_HDR - (record)
Business_
Unit
PO_ID
PO_DT
PO_STATUS
Other
data…
12000
D15245001
07/15/2014
D
………………
PO_LINE - (record)
Business
_Unit
PO_ID
LINE Description Amount
_NBR
Other
data…
12000
D15245001
1
White paper
25.00
………………
12000
D15245001
2
Pens, black
8.99
………………
SCHED_
NBR
Location
ShipTo Other
data…
PO_LINE_SHIP
- (record)
Business
_Unit
PO_ID
LINE_
NBR
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 Query
2. Click on the Schedule hyperlink
3. Name the Run Control ID, and Add it
4. Write a description
5. Choose PSUNX server
6. Choose Run Date & Recurrence
7. Choose Type, Format and Distribution
8. 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
Prompts
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)
– Schedule a Query (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 to Edit Fields & Heading Text
Button Reorder Fields
Button to Change Sort Order
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 PS_FINANCIALS@gru.edu, 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.