Evolution Query Builder Manual

Transcription

1 Evolution Query Builder Manual PayData A Vermont Company Working for You! Page 1 of 37

2 Report Writer Introduction... 3 Creating Customized Reports... 4 Go to Client RW Reports... 4 Reports Tab... 4 Details Tab... 5 Payroll Report (QB) Wizard... 6 Primary Information... 6 Query... 8 Query Structure... 8 All Tables... 9 Writing a Query Report Using Sub Queries Adding and Deleting Fields into Showing Fields within the Sub Queries Adding and Deleting Fields into Showing Fields within the Main Statement Using more than one Sub Query Joining Tables Together Using the Look Up Table Filtering on Payroll Earnings and Deductions Filtering on One Earning/Deduction Filtering On A Group of Earnings/Deductions To Sum totals Per Employee for multiple payrolls To Make Fields All Capital Letters To Save the Report and Exit the Query Builder To Run the Report in the Payroll Report (QB) Coping the Report Saving and Coping the Entire Report Saving and Coping Queries Last Updated 1/15/2013 Page 2 of 37

3 Introduction Welcome to the Evolution Query Builder Reference Manual! This manual is one part of an ongoing initiative to provide comprehensive and user friendly learning tools and reference material for the Evolution Report Writer software. Our goal is to give you the dynamic tools with which to create customized reports for your business. As we move forward and continue to develop more training tools and reference materials for you to effectively use our products in your business, we consider you our partner in communicating your experiences to help us create the best products and materials possible. Last Updated 1/15/2013 Page 3 of 37

4 Creating Customized Reports Go to Client RW Reports Browse Tab If you have not yet opened the client for which you wish to access data, select the correct client and click. Reports Tab You will see a list of all reports written and saved in that client s Query Builder. If you want to change an existing report just double click on the report in the list. If you want to create a new report, go to the Details Tab. Last Updated 1/15/2013 Page 4 of 37

5 Details Tab 1) On the Details tab, click on the Green plus Key or use your Alt-Insert keys on your keyboard to create a new report. 2) Type in the Description for this report. 3) Select the Type of this report Normal Basic employee and payroll report that when printed will run to paper. ASCII File Can include any type of employee, payroll or HR fields and when run it will create a text file. HR Includes HR fields from the HR Module sections of Evolution. 4) Click on the Report Writer Designer Button. 5) It will ask you what type of report you want to create. Always select Report Writer. Last Updated 1/15/2013 Page 5 of 37

6 6) Once you are in the Report Writer Designer, click on the Wizard Button. There will be 4 options, but you always want to choose the last option, Payroll Report (QB). This will bring up the Query Builder Wizard. Payroll Report (QB) Wizard Primary Information Last Updated 1/15/2013 Page 6 of 37

7 Page Format Choose your paper size. This will always default to Letter 8 ½ x 11 in. Choose Portrait or Landscape Generate ASCII file If you are creating your data to be exported to a file, you will need to put a checkmark in the Generate ASCII file box. You will then need to choose what type of file you want to create. Fixed length files are commonly used by pension administrators. With this file type you are able to choose how many characters are allowed in each field. Delimited files are the more common file type. Delimited files do not have any predetermined field lengths. Instead this type of file uses a specific identifier, such as a comma or a semi-colon to indicate when the data changes to the next field. This type of file can be pulled into excel and manipulated. If you choose delimited make sure to put your delimiter comma, semi-colon; in the white box. ***If you decide to make your file a comma delimited file, we always recommend that you also put a check mark in the field Quoted. There may naturally be commas within the field data in Evolution so the quotes add an extra identifier to aid in the determining of when the data changes to a new field as the file is opened in excel.** Notes We always recommend using the notes field to keep track of who wrote the report/file, when it was written and what data fields are contained in it. It is also a good idea to use this area to keep track of changes that are made and who is making them. Company If you have multiple companies use the drop down box to choose the company to use to test the report/file as you are creating it. Payrolls If you are creating a report/file that is pulling payroll data you will need to select some payroll dates. When you are in the process of creating your report/file you will be able to run a test against the dates that you have selected. Last Updated 1/15/2013 Page 7 of 37

8 Query Click on the Query Tab. Your only option will be to click on the Query button. This will bring you into the Query section. **The Query Builder is the heart of the report writer and is where you will pull in all of the data fields that you will want in this report/file. Query Structure Main Statement- The Main Statement is the focal point of the query and will eventually contain all the fields that you will want to view in your report/file. Sub Queries- Sub Queries are groups of Tables that are linked together and define the information that needs to be on the report. The Sub Queries are then joined together in the Main Statement. Last Updated 1/15/2013 Page 8 of 37

9 All Tables Tables- A Table is a directory of Fields that holds the information for the Queries. Ex. Employee is a table. Field- Fields are data elements that are within Evolution. Ex. Current Hire Date is a FIELD within the Employee Table. Templates- Templates are Sub Queries that are commonly used and have been precreated for your use. Templates that have already been created: Check Amount to date o MTD Check Lines Amount by EE - Gives you Month to Date information for all the dates you have selected. o QTD Check Lines Amount by EE - Gives you Quarter to Date information for all the dates you have selected. o YTD Check Lines Amount by EE - Gives you Year to Date information for all the dates you have selected. General o Employee Basic - Employee Code, Full name, and SSN o Employee Payroll Earnings - Gives you information within the check dates selected Misc o Latest Selected Payroll- Lists the last check date and run number selected o Time Off Changes and Balances for selected Payroll(s)- Provides balances and changes in Time Off for payrolls in TMP_PR buffer Report Master Not currently used in this application Last Updated 1/15/2013 Page 9 of 37

10 Query Area Showing Fields Writing a Query Report Use the templates to start the report. Generally, you will want to start with the Employee Basic template. Using Sub Queries- To move any of the Tables or Templates highlight the Table or Template you want and hold the left mouse button down while dragging it into the gray query area. Once you are in the query area, release the mouse button. Release Table here! Last Updated 1/15/2013 Page 10 of 37

11 After the Table has been moved it will open automatically in the query area and you will not be able to see the Tables on the left-hand side. Double clicking on the Table heading in the Query area will close the Table. Double click on the Table heading here! To get into the Sub Queries to pull in more information click on the plus sign next to the Main Statement. This will list all of the Sub Queries that you have in the Main Statement. When the Sub Queries are listed you can highlight the one that you need to pull more information from and it will show you the tables that are linked in the Query Area. If using the Templates, fields will be listed in the Showing fields at the bottom of the screen. Once a field is listed in the showing fields it can be pulled into the Main Statement. Adding and Deleting Fields into Showing Fields within the Sub Queries 1) Open the table that holds the field you that you want to add to the showing fields. To open a table, double click on the Table heading. This will then list all the fields that are available within the table. 2) To add a field into showing fields- Highlight the field that needs to added in the Table in the Query area and double click with the mouse. You will then see that field at the bottom. If you need to Last Updated 1/15/2013 Page 11 of 37

12 change the name of the field in the report, double click on the field that needs to be changed and type the new name in the Field Alias. Example- Last Name+First Name+Middle Initial can be changed to Full Name 3) To delete a field from showing fields- Highlight the field within the Showing Fields and hit the delete key on the keyboard. Once all fields have been pulled into the Showing Fields on the sub queries, you can use the SQL Data Result function button, or F9, to test the report. This will allow you to verify the information as you go to see if it is correct. Adding and Deleting Fields into Showing Fields within the Main Statement After the fields have been customized for the sub query, the information can be pulled into the Main Statement. (Main Statement- The Main Statement is the focal point of the query that pulls all of the Sub Queries together to create the final report.) 4) Open the table that the field is in that you want to add to the showing fields. To open a table, double click on the Table heading. This will then list all the fields that are available within the table. Last Updated 1/15/2013 Page 12 of 37

13 5) To add a field into showing fields- Highlight the field that needs to added in the Table in the Query area and double click with the mouse. 6) To delete a field from showing fields- Highlight the field within the showing fields and hit the delete key on the keyboard. 7) Once all fields have been pulled into the sub queries showing fields, use the SQL Data Result function (F9) to test the report. If using the Templates, fields will be listed in the Showing fields at the bottom of the screen. Once a field is listed in the showing fields it can be pulled into the Main Statement. Using more than one Sub Query Click on the main statement. This will allow you to pull over more templates, by pulling them over into the Query Area. The Query Structure will list all sub queries that have been added to the main statement. Last Updated 1/15/2013 Page 13 of 37

14 Double click on the Table heading in the Query area and close the Table. This will then show all of the tables in the All Tables area. Pull in the fields that should be listed from each Sub Query. In order to test ALL the information within the Main Statement the Sub Queries or Tables NEED to be joined together. Joining Tables Together Join Tables or Sub Queries together by the Employee Integer (internal employee #) 1) Highlight the Employee Integer field. Click and drag with the mouse over to the Table or Sub Query that it should be linked to. Release the mouse when the curser is pointed directly at the middle of the Table or Sub Query Name. Last Updated 1/15/2013 Page 14 of 37

15 If released in the correct location the Add Join Box will appear. The field that should be pulled in under the drop down box of field is Employee. INNER JOIN- Means that all information in the Sub Query needs to be true. OUTER JOIN- Means that not all information in the Sub Query needs to be true. Example- If the report should only show employees that have a Gross Wage the Join should be INNER JOIN. If the report should show everyone in the company even if they do not have a Gross Wage the Join should be OUTER JOIN to the Employee Payroll Earnings table (T4). Using the Look Up Table The Look Up Table is used to define a table with in the report. Example: Filtering on ONLY ACTIVE employees. Last Updated 1/15/2013 Page 15 of 37

16 1) Double click on the Table heading of the table that holds the field you need to put the condition on. This will open the table. (For only active employee, chose the Employee Table.) 2) When looking at the table, you will see a box at the bottom that says AND. 3) Click on the field in the table that you need to put the condition on, and drag it down into the box. (Current Status Code). When the AND is highlighted, let go and it will open your condition box. Condition Constructor 4) When the Condition Constructor box comes up, the field that you chose will be in the Expression. You will need to decide on what you want for a Compare Operation, the most common being = (equal to). 5) Click in the white box marked Expression and it will bring you into the Expression Editor. From here click on the tab marked Constant and in the Type, bring in Lookup from the drop down box. This will list all of the available options that are in that field. 6) Double click on Active and it will bring it into the Expression box, or use the INSERT option within the task bar. Click on OK here. Last Updated 1/15/2013 Page 16 of 37

17 INSERT optionused to load options into the Expression 7) The Condition Constructor will then come up with the Expression that was picked in the Expression Editor in the Right Part of the Condition. Verify that the correct information was selected and Click OK. 8) The filter will now show in the Condition area in the Table. Last Updated 1/15/2013 Page 17 of 37

18 The Condition Constructor can also be used to define Earnings and Deductions. To use this option, Use the table that has payroll earnings in it. The most commonly used Template is the Employee Payroll Earnings. Filtering on Payroll Earnings and Deductions 1) Click on the Sub Query under the Main Statement and open the ED Codes (Client) table within the Query Area. (The template is defaulted to pull in all Earnings with E/D Code Types that start with E within Client Earnings and Deductions.) 2) To Change the Filter to include one earning/deduction or a listing of earnings/deductions, highlight the condition within the condition area and hit delete. Click on the field in the table that you need to put the condition on and drag it down into the box. When the AND is highlighted, let go and it will open your condition box where the table can be defined. Last Updated 1/15/2013 Page 18 of 37

19 Filtering on One Earning/Deduction 1) If the condition should only look at one Earning/Deduction leave the Compare Operation = (equal to) 2) Click in the white box marked Expression and it will bring you into the Expression Editor. Click on the tab marked Constant. Using the drop down box for Type, bring in the Lookup option. This will list all of the available options that are in that field. 3) Double click on earning/deduction and it will bring it into the Expression box, or use the INSERT option within the task bar. Click on OK here. 4) The Condition Constructor will then come up with the Expression that was picked in the Expression Editor in the Right Part of the Condition. Verify that the correct information was selected and Click on OK. Last Updated 1/15/2013 Page 19 of 37

20 Filtering On A Group of Earnings/Deductions 1) If the condition should look at a listing or group of Earnings/Deductions change the Compare Operation to IN. 2) To add fields to the List of values in the Right Part of the Expression use the Add Item button to the right of the expression box. This will bring up the Expression Editor. 3) Click on the tab marked Constant. Using the Drop down box for Type, bring in the Lookup option. This will list all of the available options that are in that field. Last Updated 1/15/2013 Page 20 of 37

21 4) Select the earning/deduction that should be added to the list and double click or use the INSERT option with in the task bar and this will add it to the Expression. Click on OK. This will bring up the Condition Constructor. 5) To add another Earning/Deduction to the list click on the Add Button. Highlight the new earning/deduction. This will change the earning/deduction within the Expression Editor and click OK. This will add the new earning/deduction to the list. Last Updated 1/15/2013 Page 21 of 37

22 6) After all Earnings/Deductions have been added to the List of values, click on OK. To Sum totals Per Employee for multiple payrolls 1) Highlight the Sub Query that has payroll earnings in it and then highlight the payroll field within the Showing Fields. Last Updated 1/15/2013 Page 22 of 37

23 2) Double click on the payroll field within the Showing Fields. This will bring up the Showing Fields Editor. 3) Click on the SUM button in the bottom left hand corner of the Editor 4) Click on the Red NO with in the Expression 5) Click on the Red No within the Expression Editor so that the NO is highlighted. 6) On the Constant tab the Type will default to FALSE. Change this to TRUE using the drop down box. This will also change the Expression to YES. Click on OK Last Updated 1/15/2013 Page 23 of 37

24 7) Verify that the sum is YES, and click on OK This will sum all payroll totals for that one Sub Query that are included when running the report. If using more than one Sub Query that includes payroll amounts, SUM all of the payrolls within each Sub Query. If using Hours and Dollars on the Sub Query that has the Hours pulled into the Showing Fields. Double click on the Hours field and click on the SUM button in the bottom left hand corner. Leave the Expression at NO and Click OK. To Make Fields All Capital Letters 1) Click on the Main Statement, highlight the field that should be all Capital Letters within the Showing fields 2) Double click on the Field to use the Showing Fields Editor Last Updated 1/15/2013 Page 24 of 37

25 3) Click anywhere within the Expression 4) The Expression Editor will come up. Click in the Expression to stop the expression from blinking. 5) On the Function Tab, double click on the String Routines 6) Highlight Upper, using the INSERT button on the Task bar add it to the Expression Last Updated 1/15/2013 Page 25 of 37

26 7) Click on Full Name and drag it using the mouse into the brackets. 8) Click OK for the Expression Editor 9) Click OK for the Showing Fields Editor To Save the Report and Exit the Query Builder Last Updated 1/15/2013 Page 26 of 37

27 1) Click on the Green Check Mark in the Top Left Hand corner of the Query Builder. This will save the Query portion of the report. Columns Tab 1) On the Columns tab in the Payroll report (QB), the columns can be moved and edited. o To Move the columns into a different order highlight the field that should be moved and use the Up and Down buttons on the right hand side of the Columns tab screen o To Edit the columns highlight the column to be edited and click on the Edit Button Last Updated 1/15/2013 Page 27 of 37

28 o Once in the Edit columns the Column Title can be changed, the format can be loaded, and the width of the column can be changed. After the changes have been made click OK. Grouping and Sorting Tab Grouping- To move the fields into the Group list use the < (less than) or > (greater than). This would be used if the information on the report should be grouped together. When running the report as an ASCII file, the grouping will work but will not give column headers. Example- If Departments were listed on the report and you wanted the report to show all employees that were in a department under a Group title, the field that would be in the Group list would be Department. Once a field has been group it can also be used as a page break by using the button below the < or > buttons. This will show a box that you can put a check mark in the box next to Break Page if you want each Department on a separate page. Click OK to save changes. Last Updated 1/15/2013 Page 28 of 37

29 Group Summary and Total Summary- This option can be used on columns that can be added together. Put a check mark in the box by double clicking in the box next to column that you would like to get a total from when the report is run. When running the report as an ASCII file, the sum will work in the ASCII fil. Sorting- To move the fields into the Group list use the < (less than) or > (greater than). Example- If the report should be in alphabetical order by employee name, pull the Full name over into the Sort List. To Exit the Payroll Report (QB) click on the OK button in the bottom right hand corner. This box will come up Click on YES. This updates the report if any changes have been made. Last Updated 1/15/2013 Page 29 of 37

30 Go to File in the top left hand corner and Exit. This will bring you to the Client-RW Reports Screen. To Save the report click on the green check mark or use the F10 function key on the keyboard. To Run the Report in the Payroll Report (QB) When on the Report Writer Designer Screen click on the Green Triangle within the task bar. Last Updated 1/15/2013 Page 30 of 37

31 This will bring up the Report Parameters, were different check dates can be selected. Click OK and the report will run. After the preview of the reports is on the screen the report can be printed and the file can be saved. To Print the report- Use the Quick Print or the Printing Property buttons on the task bar. When using the Quick Print option the report will print to the default printer on the computer. Saving the ASCII Result to file- Use the Report drop down box in the task bar and select ASCII Result. This will bring up the text file that can be saved. To save the file use the Save to File disk on the task bar. After the file has been saved it can be imported into Excel if needed. Last Updated 1/15/2013 Page 31 of 37

32 Save to File Importing into Excel- After the file has been saved out of Evolution. Open Excel and go to File Open. Change the Files of Type to be ALL FILES Find the file name that was saved from Evolution. Open the file. Files of Type This should bring up the Text Import Wizard in Excel. 1) Select Delimited then click on the NEXT button on the bottom of the Wizard. Last Updated 1/15/2013 Page 32 of 37

33 2) Change the Delimiters to be Semi-Colon and click on the NEXT button on the bottom of the Wizard 3) Select Finish at the Bottom of the Wizard The file has now been imported into Excel. The columns can now be changed or formatted. To save the file in Excel, make sure to change the Types of File to be Microsoft Excel Workbook. Last Updated 1/15/2013 Page 33 of 37

34 Copying the Report- There are two ways to save the report and copy. The entire report can be saved or the queries can be saved. Saving and Copying the Entire Report- 1) When on the Report Writer Designer screen, go to File Export to File 2) Create a folder on your C: Drive called RW Reports and Queries. (If saving multiple Reports or Queries this folder can now be used.) Save the Report. 3) Exit the Report Writer Designer screen. If no changes have been made to the report click the red X or the F2 function key on the keyboard to Cancel Changes. Last Updated 1/15/2013 Page 34 of 37

35 4) Create a new report on the Details tab of the Client RW Reports by clicking on the green plus key at the top of the screen or ALT + Insert keys on the keyboard. 5) Name the new report. Click on the Report Writer Designer 6) Go to File Import From File 7) Go to the C: drive and the RW Reports and Queries folder. Highlight the report that should be copied and click on Open. 8) A box that states Current opened report will be cleaned. Proceed operation? will come up, click on YES. 9) This has now created a copy of the entire report that can be altered once in the wizard. To save the report exit the Report Writer Designer and click on the green check mark at the top of the screen. Last Updated 1/15/2013 Page 35 of 37

36 Saving and Coping Queries- 1) When in the Query Builder, highlight the Main Statement or Sub Query within the Query Structure that should be saved and copied. 2) Click on the Save Query to File on the Task Bar. 3) Create a folder on your C: Drive called RW Reports and Queries. (If saving multiple Reports or Queries this folder can now be used.) Give the query a file name and save the Query. 4) Exit the Query Builder, Click OK. A box that states Current opened report will be cleaned. Proceed operation? will come up, click on YES. Exit the Report Writer Designer screen. If no changes have been made to the report click the red X or the F2 function key on the keyboard to Cancel Changes. 5) Create a new report on the Details tab of the Client RW Reports by clicking on the green plus key at the top of the screen or ALT + Insert keys on the keyboard. 6) Name the new report. Click on the Report Writer Designer Last Updated 1/15/2013 Page 36 of 37

37 7) Go into the Wizard Payroll Report (QB) 8) Fill out the Primary Information Tab as normal. 9) Go to the Query Tab, and get into the Query Builder 10) Once in the Query Builder, highlight the Main Statement and then click on the Load Query From File button on the Task Bar. 11) Highlight the Query that needs to be copied into the Query Builder and click on Open. The Queries can now be altered. Save the report as normal. Last Updated 1/15/2013 Page 37 of 37