1. PeopleSoft Financials Basic Query Training
Financial Information Systems and Reporting
Finance Division /Controller’s Division

2. Agenda What is a Query? PeopleSoft Financials Modules Query Viewer
Query Manager
Questions

3. What is a Query?
A query is a request
for information from
a database.
A database is a
structured collection
of records or data
that is stored in a
computer system.
Two types of “Queries”
-Public (everyone)
-Private (only you)

4. Relationships Among PS Financials Modules
Projects (grants) - SPA
Requisition (ePro) - EP
ARB
OneUSG Connect HCM
Purchase Order – PO
(Purchasing)
Accounts Payable – AP
Receipts – PO
(Purchasing)
Banner - BNR
(Accounts Receivable)
Asset Management – AM
Journal Lines - GL / Commitment Control - KK

5. PS Financials Key Records Document
Available on Augusta University PeopleSoft Website > PeopleSoft Documentation > Query Documentation > Key Records in PeopleSoft Financials
Lists key records for each module
Lists key (indexed) fields for each record
Lists exceptions and rules when using the record to make a query

6. Example of Record / Field Structure
REQ_HDR (record)
Business_Unit
REQ_ID
REQ_DT
REQ_STATUS
Other data…
12000
09/20/2019 A
………………
REQ_LINE (record)
Business_Unit
REQ_ID
LINE_NBR
Description
Amount
Other data…
12000 1
White paper
25.00
……………… 2
Pens, black
8.99
REQ_LN_DISTRIB (record)
Business_Unit
REQ_ID
LINE_NBR
SCHED_NBR
FUND
CODE
DEPTID
Other data…
12000 1
10000
……….. 2

7. Query Viewer for Running Queries
Query Manager
for Running and Editing

8. Log into Training PS Financials Environment
Practice/Training Access
User ID: TRAINxx (01 to 25)
Password: WELC0ME1%
0 is a zero

9. Query Viewer Allows a user to: Run a Query to HTML or Excel
Schedule a Query
Add it to Query Favorites
The navigation is:
Reporting Tools > Query > Query Viewer

10. Query Viewer – Search for a Query
Search on a Query by:
Query Name
Uses Record Name
Uses Field Name
Public Query Naming Standards
120_AP – Accounts Payable Queries
120_AM – Asset Management Queries
120_GL – General Ledger/Journal Queries
120_PO – Purchasing PO Queries
120_REQ – Purchasing Requisition Queries
120_BPA – Budget, Planning and Analysis Queries
120_SPA – Sponsored Accounting Queries

11. Query Viewer – Add to Favorites
To add a query as a Favorite
Search on a Query
Click on the Favorite Hyperlink to the right of the Query name
Note: Once a query is a favorite, then it will come up when you open Query Viewer or Query Manager in a My Favorite Queries box

12. Query Viewer – To Run a Query
Search on a Query
Click either the HTML or Excel hyperlink beside the query that you want to run.
If there are prompts, you will be prompted to enter your criteria before the query runs.

13. Recommended Public Queries to Run
120_GL_JOURNAL_LIKE_CFC
This will list all expenses that have hit your CFC
120_GL_JOURNAL_LIKE_CFC_VW
This will list all expenses that have hit your CFC with older history tables available.
120_GL_JRNL_LIKE_CFC_REV_ONLY
This lists your revenue that was posted to your CFC, if it generates revenue.
120_GL_BNR_JGEN_DEP_DETAIL
This lists your detailed lumped deposits from Banner.

14. Recommended Public Queries to Run – Cont’d
120_SPA_ALL_YRS_ACCTDESC
This lists all activity for your sponsored Project ID.
120_MCG0005_OPEN_ENC
This run a query that used to be the Open Encumbrance Report. It shows all open encumbrances for your Department ID.
120_MCG0001_PG_STATUS_LIFE
This runs a query that used to be the Project Grant Status Life Basis report.

15. Query Viewer – Schedule a Query
1. Click on the Schedule hyperlink
2. Name the Run Control ID, and Add it
3. Write a description
4. Choose Run Date & Recurrence
5. Choose Type, Format, and Distribution
6. Click “OK”

16. Query Manager for Basic Query
Fields
Criteria
Prompts
Save as a
Private Query

17. Query Manager – Edit a Query
Search on a Query
Click the Edit hyperlink beside the query that you want to modify and save as private.

18. Edit a Query - Fields Tab
The Fields tab allows users to see the fields that will be output when the query is run.
At this tab, you can:
Change the order of the field output
Change the output column header
Show the XLAT translate values
Change to sort order

19. Button Reorder Fields
Button to Change Sort Order
Button to Edit Fields & Heading Text

20. Reorder / Sort This column is to setup the sort order
This column is used to reorder the output columns
To make the sort descending order

21. Edit a Query - Criteria Tab
The Criteria Tab allows users to:
Create Criteria statements using mathematical and logical conditions
Users can group criteria and reorder it
You must have criteria to pull your data; otherwise, you will be trying to run a query on the entire institution’s data

22. Button to Edit Criteria

23. Edit a Query - Save As A Private Query
To save a Query as a Private Query
Click on the Save As hyperlink at the bottom of the query tool
Rename the query to change the name slightly (can add your initials to beginning or end)
At the Owner drop-down box, select Private – this should be defaulted for most users

24. Good Business Practices for Running Queries – Cont’d
Start with a public query, and modify it to make a private query. Do not start from scratch.
DO NOT run query for an entire year or more of data on the entire institution’s data.
Use department specific criteria
Test running on one month’s worth of data, before many months.

25. QUESTIONS