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The Financial Edge: FE Query Presented by the Controllers Office and TLI Bryn Mawr College

FE Query This class is intended for any user of FE who wants to know how to write/update a query. This class will cover creating/updating General Ledger and Accounts Payable queries as well as learning tools available for queries.

FE Query - Agenda Overview of FE Query General Ledger (GL) Query – Overview – Templates – New query Accounts Payable (AP) Query – Overview – Templates Learning tools on Blackbaud Training Central Available links on Controllers Office web page Questions??

FE Query - Overview A query is a detailed list of transactions available directly from the database. The detail shown is based on selections made when creating the query. When you create or edit a query you can choose which fields you want to include in the query output.

FE Query – GL Query - Overview Click on Query List of Queries in alphabetical order by Name in the General Category. Helpful Hint: To widen columns hover in between column then left click and drag (this is the same way you widen a column in Excel!) List of query categories To only show queries you created click box.

FE Query – GL Query - Overview Query Types (5) – Each query can include only 1 query type. – Account/Grant/Project – List of non-transaction type records. – Transaction – List of transaction type records. Query Formats (2) – Dynamic – Reflects the current database information. A dynamic query is automatically refreshed each time you run it so the output includes only records and data that currently meet the search criteria. – Static - A snapshot of your database when the query is first run. If you run the same query later, the program uses the list of records stored in the original query to produce the report.

FE Query – GL Query - Overview Query Tabs – Criteria - Select fields and operators that determine which records appear in the query results. – Output - Select fields you want to appear in the query results. – Sort - Select sort fields and the order by which to sort the query results (ex. ascending/descending). – Results - Displays the data generated by your query.

FE Query – GL Query - Templates Templates & Training Category – Active Accounts – List of active 11-digit accounts for 1 or more depts. – Dept Transactions – List of transactions for 1 or more depts. – Project Transactions - List of transactions for 1 or more projects. Helpful Hint: To make your own version of a template follow instructions under Description.

FE Query – GL Query – New Query Create a new query by clicking on New. Choose query type and format then click OK. -For this exercise, choose Transaction type and Dynamic format.

FE Query – GL Query – New Query The query window will appear. -Click File and choose Save as. In Save Query As window enter the following: -Required Field - Query name. -Optional Fields – Description, uncheck boxes, change category. Click Save. Helpful Hint: Include your initials in the query name.

FE Query – GL Query – New Query All field names in Criteria, Output and Sort tabs are the actual field name you see as a user (not a back- end programmer name). Build your query along with the instructor: – Choose criteria fields – Choose output fields – Choose how you want the data sorted – Save again! – Run query – In query results, double-click on any row to drill down to source record. – You can export query results by clicking Export to Excel. – Click to close the query window.

FE Query – AP Query - Overview Click on down arrow next to General Ledger & choose Accounts Payable. Once in Accounts Payable module, click on Query. List of Queries in alphabetical order by Name in the General Category. Helpful Hint: To widen columns hover in between column then left click and drag (this is the same way you widen a column in Excel!) List of query categories To only show queries you created click box.

FE Query – AP Query - Overview Query Types (11) – Each query can include only 1 query type. – Credit Memo/Invoice/Payment – List of transaction type records. – Vendor – List of non-transaction type records. Query Formats (2) – Dynamic – Reflects the current database information. A dynamic query is automatically refreshed each time you run it so the output includes only records and data that currently meet the search criteria. – Static - A snapshot of your database when the query is first run. If you run the same query later, the program uses the list of records stored in the original query to produce the report.

FE Query – AP Query - Overview Query Tabs – Criteria - Select fields and operators that determine which records appear in the query results. – Output - Select fields you want to appear in the query results. – Sort - Select sort fields and the order by which to sort the query results (ex. ascending/descending). – Results - Displays the data generated by your query.

FE Query – AP Query - Templates Click Templates & Training Category – AP invoices by dept or vendor – List of invoices with check # for 1 or more depts or vendors. – CC invoices by dept or vendor – List of credit card transactions with cardholder name and statement end date for 1 or more depts or vendors. – AP/CC credit memos by dept or vendor – List of credit memos for AP and CC transactions for 1 or more depts or vendors. – List of vendors – List of vendor id, name, status, primary address, default payment type and W9 filed info for 1 or more vendors. Helpful Hint: To make your own version of a template follow instructions under Description.

FE Query – AP Query – Templates All field names in Criteria, Output and Sort tabs are the actual field name you see as a user (not a back-end programmer name). Create your own version of a template query along with the instructor: – Open template class chooses – Click File, Save as, enter query name (exactly the same way you do in GL query) and change category to general. – Run query – In query results, double-click on any row to drill down to source record. – Change fields in criteria, output and sort tabs – Save again! – Run query – In query results, double-click on any row to drill down to source record. – You can export query results by clicking Export to Excel. – Click to close the query window.

FE Query – Learning Tools Blackbaud Training Central website – Self-paced online class Creating a Basic Query in The Financial Edge Modifying Queries in The Financial Edge – Knowledgebase Ask a question and view answers. Use How to use Blackbaud (Financial Edge) Training Central guide located on Controllers Office website at kbaudTrainingCentral912.pdf kbaudTrainingCentral912.pdf

FE Query – Controllers Office webpage links Query documents are located under For Budget Monitors/General Accounting section-Using Financial Edge.

FE Query – Controllers Office webpage links Recommended links – Query Guide: – FAQs – Financial Edge – Queries and Reports:

Questions ???