QUERY STUDIO. Transaction Detail by Department (Year to Date)

Transcription

1 QUERY STUDIO Transaction Detail by Department (Year to Date)

2 Starting Screen

3 Click MANAGE FILE

4 Click MY PREFERENCES Whe you begin building your query, set your preferences to Preview with No Data. This is to prevent the query from running every time you add a new field.

5 Click on INSERT DATA and then select the SOURCE LINE DETAIL PACKAGE

6 Symbols in the Financial Reporting Package Symbol Meaning Namespace Used to organize content Query Subject Represents a table in the database Query Item Column of qualitative data in the database. Represents a Field. Measure or fact, a query item that represents a column of quantitative data in the database, such as revenue or quantity. Model filter. Select a Column Heading then click this icon, you will be presented with options for filtering.

7 Click FACT SOURCE LINE DETAILS query subject

8 Drag the FISCAL YEAR item to the white working space

9 Drag the DEPTID item found in the CHARTFIELD folder

10 Drag FUND CODE item and the BUDGET REFERENCE item

11 Add filters to each data item by right clicking on the item and selecting FILTER

12 Add filters for DEPTID, FUND CODE, and BUDGET REFERENCE You can view the filters added in this section. The new filter will be highlighted in the section. Click Apply and then OK to add.

13 Click on FISCAL YEAR and then click on the CREATE SECTIONS button To create a section you must select the data item by clicking on it and then clicking the Create Sections button.

14 Add items ERP ACCOUNT LEVEL 3, ERP ACCOUNT CODE~DESC, and ERP ACCOUNT LEVEL 4 found in the TREE folder

15 Add a filter on the ERP ACCOUNT LEVEL 3 column, select OTHER OPERATING EXPENSES and PERSONNEL EXPENSES

16 Add JOURNAL DATE, TRANSACTION DETAIL, DOC DETAIL found in the FACT SOURCE LINE DETAILS query subject folder

17 1 Add the ENCUMBRANCE DESCRIPTION and POSTED AMOUNT items in the FACT SOURCE LINE DETAILS query subject folder

18 To verify the data being pulled, consider clicking on PREVIEW WITH LIMITED DATA to review the output of the query Once, you ve reviewed the output of the query, click Preview with No Data to continue working on the query.

19 Click on DEPTID, FUND CODE, and BUDGET REFERENCE and then click CREATE SECTIONS icon Once you ve determined the data from the query is what you were looking for, you can customize the format of the report.

20 Click on DEPTID, FUND CODE, and BUDGET REFERENCE and then click the CALCULATE icon The Calculate icon provides you the option of CONCATENATION, which creates a single heading through a series of connected data items.

21 Select CONCATENATION in the operations field and complete the other highlighted fields

22 Click on DEPTID, FUND CODE, and BUDGET REFERENCE and then click DELETE

23 Keep filters of deleted columns While you may want to delete columns from your query, you can keep the filters associated with these columns by unselecting the filters when deleting the columns.

24 Select the new column and click CREATE A SECTION icon Create a section that will be the main heading for your report. Once that is completed, it will be a good idea to run a preview with limited data to verify your report is formatted according to your preferences.

25 Rename a heading by selecting the column or row, click EDIT DATA and RENAME COLUMN HEADING

26 Change column name to COST CENTER and click OK At this point, switch to Preview with Limited Data to finish formatting your report.

27 Sort by ERP ACCOUNT LEVEL 3 and then group the same column

28 Group by ERP ACCOUNT CODE ~DESC

29 Click the subheading and click the SUMMARIZE icon to add a subtotal Note: The subtotal won t show until you run the query with full data.

30 Insert the ACCOUNTING PERIOD item to sort the transactions by date Including the accounting period will prevent the transactions to show out of date order.

31 Sort the ACCOUNTING PERIOD column in ascending order

32 Delete the ACCOUNTING COLUMN, but keep the filter to retain the sorting

33 Click the RUN WITH ALL DATA link to view the final version of the report Click View in PDF Format to download the query report.

34 Click the SAVE button to save your query