Running (and Printing) Reports...

Transcription

1 Running (and Printing) Reports... The ETR Summary... PeopleSoft HR-Payroll (Run Reports).xls On-Line(RunReport) (1 of 14)

2 The Run Control ID... Tap the search button or Add a new Run Control ID. Run Controls are required to run reports. Run Controls store the parm (parameter) configuration. If you use your initials, the Run Control is constantly updated. The last status is the last report you ran. Unique run controls save specific parms for future retrieval. Unique run controls are convenient for repetitive processing. Note the list includes a Run Control ID for CHART ETRSUM OUJOBEAR Department Chartfield Register The ETR Summary Job Earnings Acct Spread To add a new Run Control select the Add a New Value tab or the Add a New Value link At the prompt, enter a unique Run Control ID TIP: Do not use spaces. Use the underscore to separate words. ETR_SUM PeopleSoft HR-Payroll (Run Reports).xls On-Line(RunReport) (2 of 14)

3 Note how selecting a pre-existing Run Control ID returns the last event saved It is easy to update the fields for the desired Pay Run ID and Department Use the plus button to insert rows to add more departments. Use the minus button to delete.. PeopleSoft HR-Payroll (Run Reports).xls On-Line(RunReport) (3 of 14)

4 When ready, tap the Run button (upper right) Make sure the Server Name is set to PSUNX, the Type is set to Web, and the Format is set to PDF. When ready, tap the OK button. The Cancel button aborts this step. The system will return to the Report Request Parameter(s) screen. Note the Process instance number under the Process Monitor / Run buttons. PeopleSoft HR-Payroll (Run Reports).xls On-Line(RunReport) (4 of 14)

5 Tap the Process Monitor link (to the left of the Run button). The Process List screen will indicate the status of the request. The Run Status and Distribution Status columns are the key. The objective is Success and Posted. Run Status can indicate Initiated, Queued, Processing, and Success. Distribution Status can indicate N/A, Posting, and Posted. Use the Refresh button to refresh the screen while waiting for Run Status / Distribution Status to display Success / Posted. Once Success and Posted display, click the Details button. PeopleSoft HR-Payroll (Run Reports).xls On-Line(RunReport) (5 of 14)

6 This takes you to the Process Detail screen. If lit, click the View Log / Trace link at the lower right. If not lit, return to the Process List via the OK button at the bottom of the screen. Make sure the process has gone to Success and Posted. NOTE: The Cancel button only needs to be used to abort changes to this screen. PeopleSoft HR-Payroll (Run Reports).xls On-Line(RunReport) (6 of 14)

7 At the View Log / Trace screen, left click on the PDF file link in the File List section of the screen. The file will open via PDF. Once open (via Adobe), the file can be printed and/or saved. PeopleSoft HR-Payroll (Run Reports).xls On-Line(RunReport) (7 of 14)

8 You can also save the file off the View Log / Trace screen using options on the right click menu. Place the mouse cursor over the PDF link and right click. Select the Save Target As option and follow the prompts in the standard Windows Save As panel. Use the Return and OK buttons to navigate back to the menu or just select another option on the Main Menu. PeopleSoft HR-Payroll (Run Reports).xls On-Line(RunReport) (8 of 14)

9 Sample report output Note the entries for Leave Without Pay (first EMP) and Extended Sick Leave (last EMP). PeopleSoft HR-Payroll (Run Reports).xls On-Line(RunReport) (9 of 14)

10 About the Job Earnings Acct Spread report.dat output file... The JOB EARNINGS ACCT SPREAD report (OUJOBEAR), outputs in both PDF and DAT formats. The DAT file is already comma separated and as such can be loaded into Excel. One way to load the data into Excel... Save the.dat file on a PC or server. Navigate to the file's location. Right click on the file and select Open With... Choose Excel, if listed (as shown), or use the Choose Program option to select Excel. When the data loads into Excel, it will have to be "parsed" into columns using Excel's DATA > TEXT TO COLUMNS feature (Delimited with Comma Separator). Another way to load the data into Excel is to... Open the.dat file. Right click anywhere in the data window. Left click Select All. Right click again. Then left click Copy. Open an Excel workbook. Right click on the desired target cell. Left click Paste Special. Choose Unicode Text or Text. Tap the OK button. Voila! The data will drop into columns. PeopleSoft HR-Payroll (Run Reports).xls On-Line(RunReport) (10 of 14)

11 About alternate output file formats... The popular Adobe PDF (Portable Document Format) has been chosen as the industry standard for the typical default data output. Adobe files can be easily opened and printed as well as archived for future access. However, when printing from PeopleSoft, it is possible to generate output into different file formats other than PDF. Pull down the Format list (see screenshot) on the panel. Note the output options available. Though each format has a specific use, the most widely-used non-pdf output format is CSV (Comma Separate Value). Comma Separated Value (CSV) file format is an industry standard that goes back many, many years in computing. The information in a CSV file is arrayed by rows (data strings) with columnar (tabular field data) separated by commas in each row. For this reason, the file format is easily-recognizable by Excel which explains why clicking on a CSV to open it usually opens it in Excel. However, the file may not look as neatly-dressed as a polished Excel worksheet. CSV file data usually needs additional processing to either (1) load correctly into Excel or (2) array correctly after it is loaded. Continue on for further discussion on saving the CSV output file. PeopleSoft HR-Payroll (Run Reports).xls On-Line(RunReport) (11 of 14)

12 Saving the CSV output file... There are at least three (3) ways to save a CSV file from the PeopleSoft View Log / Trace panel: (1) Right click on the file and select the Save Target As menu option. The window will open. The window opens with the File name field populated. Note the default XLS extension added to the file. Before saving the file using this approach, read (2) below first. After reading (2), proceed to Problems using (1) or (2) and then Saving using (1) or (2) below. About the Process Instance Number... The 6-digit number embeded in the filename is the PeopleSoft Process Instance Number. This is the way PeopleSoft keeps track of processes. Always include this number when reporting problems to the HelpDesk or Payroll. (2) Left click on the file to launch the window. From this window, select Save. As with (1) above, the window opens with the File name field populated (as shown above). Problems using (1) or (2)... With options (1) and (2), the defaulted XLS extension may save the file with embedded comma separators. Unfortunately, this will render the contents useless. Massive data manipulation using Excel TEXT functions and formulae are required to remove the commas. Saving using (1) or (2)... The simplest thing to do when using options (1) or (2) is to edit the file extension (and name if so desired) before saving it. Just replace the default XLS extension (as indicated in the snapshot above) with the CSV extension (as indicated below). In this manner, the newly-saved file will open as a CSV with the data dropped nicely into columns (no embedded commas). PeopleSoft HR-Payroll (Run Reports).xls On-Line(RunReport) (12 of 14)

13 (3) This may be the best approach to use overall. Left click on the file to launch the window. From this window, select Open. Then select File and Save As from the Excel menu options. The window will open. The File name field will come up blank. Here you can enter a file name with the CSV extension (as shown) and Save. Or, you can change the Save as type field to an XLS type and then enter a file name with the XLS extension (as shown). TIP: When options are changed on the Process Scheduler Request panel during printing, PeopleSoft may save the parameter changes in the Run Control ID you used. The next time you use that Run Control ID, the report will output to the Format last used (saved). For this reason, I set up special Run Control IDs for preferred output formats. For example, if your PDF Run Control ID is named CHART_REG, add a new run control and name it CHART_REG(CSV) for your CSV output. PeopleSoft HR-Payroll (Run Reports).xls On-Line(RunReport) (13 of 14)

14 Running (and Printing) Reports (concluded)... Scheduling a report to run in the future... Reports can be scheduled to run at some future date and time using the Run Date: and Run Time: fields in the Process Scheduler Request panel. The setting in the Last: field in the Process List (the panel before the Process Schedule Request panel) determines whether or not the scheduled process continues to show up on the list. Using the max setting of 99 Days produces the best results. for future-dated processes scheduled more than two weeks back from the current date. NOTE: The process list contains only the past two weeks (or less) of activity. However, processes scheduled with future launch dates will stay in the list (even if scheduled more than two weeks back) until the execution date/time occurs. PeopleSoft HR-Payroll (Run Reports).xls On-Line(RunReport) (14 of 14)