Basic Query for Financials

Transcription

1 Basic Query for Financials

2 Log into PeopleSoft Financials: Open browser Go to: Enter your Novell ID and Password Click Sign In Navigation into Query Tools: Select Reporting Tools then follow directions below or Select Query in the Menu and go directly to Query Query Manager or Query Viewer Query Manager Used to view the definition of an existing query, edit an existing query, run an existing query, or to create a new query. Query Viewer Used to view/run an existing query OR (page 20 has a list of very useful Queries created by functional users try these first) 7/11/2011 Page 2

3 Query Viewer To search for an existing query type partial or entire name of query click search Query view only allows a user to run an existing query either to HTML or Excel. A user cannot edit or create queries in this application. Query Manager Query Manager allows a user to run an existing query, edit an existing query, or create a new query. To search for a query, type all or part of the query name and click search. There are 2 types of queries that will show up when you search: Your private queries will show first, followed by public queries. Do not modify the public queries, instead, save it with you initials and make it your query. If modifications are needed, click Name of Query to open and make changes prior to running the query. If no edits are needed, click Run to HTML (to run query in PeopleSoft) or Run to Excel (to run query straight to Excel). Run to HTML Downloads the query to a browser. You are unable to make any changes to the data. Run to Excel Downloads the query to Excel. You can format the results and save the data. 7/11/2011 Page 3

4 Create a New Query in Query Manager Query Click on Create New Query link Enter the entire record name or partial name. The records are the tables that house the data. Page 19 has a list of the most used tables. Click the search button In the Record - Recname list, Click on Show Fields to view all fields in that record. When Show Fields is selected, a list of all fields in the record appears. You can click on the Description column header to sort the list alphabetically. 7/11/2011 Page 4

5 When finished viewing the list of fields, scroll to the bottom of page and click Return Click on Add record to select the record Notice when record is selected, you will automatically move to the Query Tab across the top. The key field is what makes records talk when joining them. Click this icon to sort the fields alphabetically When a record is selected, the system automatically assigns a letter prior to the record name. The fields in each record appear with checkboxes. Click the checkbox beside each field name to select the field to be included in the query. You can click Check All button to include all fields in your query or Uncheck All button to deselect all fields. Select the following fields: Gross_Amt Invoice_Dt Voucher_ID Business_Unit 7/11/2011 Page 5

6 Editing Fields Selected fields can be viewed by clicking the Fields tab. Col shows which column the field will appear in the results window. Ex: 1 = column 1 in the results; 2 = column 2 in the results, etc. Record.Fieldname Shows which record a field was selected from for the query and the field name. Format Type of field (character, numeric, date, etc). Ord The sort order of the fields XLAT Translate Table Value Agg Aggregate field (for numbers) Heading Text The title of the column in the results Add Criteria Click on this icon to add criteria to the query Edit Edit button to edit the field s properties Delete Delete button to delete the field from the query 7/11/2011 Page 6

7 Click Reorder/Sort button (see above), which brings up the Edit Field Ordering box below that allows you to reorder the columns and change or select the order of all fields at one time. Make the necessary changes and click OK 1 st Reorder/Sort: 2 nd Order By: -Voucher_ID 1 st -Voucher_ID -Invoice_DT 2 nd -Business_Unit 3 rd -Gross_Amt 4 th Click the Edit button at the end of the Business_Unit row, which brings up the Edit Field Properties box below. Click RFT Long, and in the Heading Text field type Business Unit, then click OK when your completed your changes. 7/11/2011 Page 7

8 Adding Criteria There are a couple of different way to add criteria While in the Fields tab click the Add Criteria icon for Gross_Amt The Record Alias.Fieldname will be pre-populated with Gross_Amt Change the Condition Type to greater than In the constant field type Click OK Click the Run tab to run the query. Expression 1 Type This is where you specify what you are comparing. Field Compares to a field within the records in the query. Expression Compares to an expression that you have created in the query. Expression 1 This is where you select the field or expression you want to compare. Condition Type This is where you correlate between Expression 1 and Expression 2. Expression 2 Type This is where you specify what Expression 1 is being compared to. Expression 2 This is where you enter the field, expression, constant, or prompt. 7/11/2011 Page 8

9 You can also add criteria by clicking on the Criteria tab Click Add Criteria Criteria can be viewed by selecting the Criteria tab. Click the magnifying glass in the Record Alias.Fieldname: box Search for A.Invoice_DT Click on A.Invoice_DT 7/11/2011 Page 9

10 Condition Type will remain equal to In the Constant box (under Define Constant) type the date Click OK 7/11/2011 Page 10

11 Save the query Click on the Save As button at the bottom left corner of the screen Enter a name for the query Enter a description if needed The Query type should be User The Owner can be Private or Public Private Only you as the creator can see the query Public Anyone can see, edit, or run the query Click OK 7/11/2011 Page 11

12 When applying Condition Types to Criteria, the following information should be helpful: Condition Type Expression 2 Description of Condition Type Equal to Constant Finds rows of data with a value that matches the constant in Expression 2 Not equal to Constant Finds rows of data without the value that matches the constant in Expression 2 Greater than Constant Finds rows of data with a value greater than the constant in Expression 2 Not greater than Constant Finds rows of data not greater than the constant in Expression 2 Less than Constant Finds rows of data less than the constant in Expression 2 Not less than Constant Finds rows of data not less than the constant in Expression 2 Like (% and _ wildcards) Not like (% and _ wildcards) Constant Constant Finds rows of data that match specific specified data Finds rows of data that does not match specific specified data In list In List Finds rows of data in a specified list of data Not in list In List Finds rows of data in a specified list of data Between Constant Constant Not between Constant Constant Finds rows of data between 2 specified constants Finds rows of data not found between 2 specified constants 7/11/2011 Page 12

13 Click on the Run tab to run the query and view results Results are displayed. You can rerun query by clicking Rerun Query or run query results to Excel by clicking Download to Excel. Add a Prompt Click on the prompts tab Click Add Prompt Click the magnifying glass under Field Name to search for a field Use magnifying glass to search for a field 7/11/2011 Page 13

14 Add a Prompt (Continued) Enter the name of the field Click Search Select the appropriate field Select appropriate field If there is not a prompt table click the magnifying glass under Prompt Table Select No Value Change Edit Type to No Table Edit Click OK Add criteria by going to the Criteria tab Click Add Criteria (click on magnifying glass and search for Business_Unit. Click on BU) Use the same field used for prompt Select Prompt for Expression 2 Type Select the magnifying glass in Expression 2 to add the prompt 7/11/2011 Page 14

15 Add a Prompt (Continued) Select prompt to use Prompt has been added Click OK Run a Query with Prompt When you are ready to run your query click on the Run tab When prompted, enter appropriate information and click OK When prompted, enter necessary information 7/11/2011 Page 15

16 Join a Record Click on the Records tab Enter a record name or partial record name. We re going to use Distrib_Line Click on Search Click join record next to the appropriate record Click Search Enter record name or partial record name Click Join Record Select Join to filter and get additional fields (Standard Join) Select the record to join with Select Add Criteria" Select appropriate record to join with 7/11/2011 Page 16

17 Join a Record (continued) After joining the records you will automatically move to the Query Tab across the top. You can select additional fields to be in your query. New record appears after it is joined Select additional fields Add an additional Prompt Click on the prompts tab Click Add Prompt Click the magnifying glass under Field Name to search for a field Use magnifying glass to search for a field 7/11/2011 Page 17

18 Add a Prompt (Continued) Enter the name of the field Click Search Select the appropriate field Select appropriate field If there is not a prompt table click the magnifying glass under Prompt Table Select No Value Change Edit Type to No Table Edit Click OK Go to the Query tab Click the box beside DeptID Click Add Criteria Expression 1 should be prepopulated with DeptID Change the condition to Like Change the Expression 2 Type to Promt Select the appropriate prompt by clicking the magnifying glass beside prompt Click on the prompt name 7/11/2011 Page 18

19 Prompt has been added Click OK Run a Query with Prompt When you are ready to run your query click on the Run tab When prompted, enter appropriate information and click OK When prompted, enter necessary information 7/11/2011 Page 19

20 Useful Queries: Budgets CU88_REV_BUD_BALANCE Shows Budget, Revenues, and Balance CU88_BUDGET_BALANCE Shows Budget, Expenditures, and Balance CU88_FUND_BALANCE Shows Fund Balance Info from the ledger CU_BUDGET_BALANCE_DEPTID_FY Shows Budget, Expenditures, and Balance for a Deptid by Year CU88_PROJ_BUDGET_BALANCE Shows Budget, Expenditures, and Balance for Project by FY Actuals CU88_CHARTFIELD_STRING_DRILL Actuals FY 2006 to Current ARC_CHARTFIELD_STRING_DRILL Actuals Prior to FY 2006 CU88_CHARTFIELD_STRING_BALANCE Shows Chartfield Balance Info in the Ledger AP/PO CU_PO_ENC_VCHR_VNDR Shows Enc., change orders and vouchers against a PO CU88_REQ_STATUS_PROC Shows Requisition approval, buyer, BCM status, etc. CU88_VOUCHER_BUD_ERRORS Shows Voucher Budget Check Errors by Business Unit CU88_VOUCHER_STATUS Shows if the voucher has been deleted, closed, paid, etc. CU88_CHECK_INQUIRY Shows check information based on check number 7/11/2011 Page 20

21 Common Records: Budgets LEDGER_KK Budget Journals KK_BUDGET_HDR KK_BUDGET_LN Vouchers VOUCHER VOUCHER LINE DRISTRIB_LINE VCHR_ACCTG_LINE Invoices BI_HDR BI_LINE BI_LINE_DST BI_LINE_DST_AR BI_ACCT_ENTRY Actuals Ledger Journals JRNL_HEADER JRNL_LN Payments PAYMENT_TBL PYMNT_VCHR_XREF Deposits DEPOSIT_CONTROL PAYMENT PAYMENT_ID_ITEM 7/11/2011 Page 21