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PSQUERYforBusinessOfficers
DepartmentsmustreconciletheirsalarycoststotheGeneralLedgerIncomeStatementamountsfor
EmployeeCosts.Thisisafinancialcontroltoprovideassurancethatpersonnelarebeingchargedtothe
properdepartment.ThisdocumentdemonstratesthedetailsofPaytoGLReconciliationQueriesto
ensurethatbusinessofficersunderstandtheelevenqueriesthatwillbeavailable,andareableto
recognizeandmanipulatethedatathateachqueryreturns.Alsodocumentedisthebasicprocessfor
howtomodifyanexistingquerytoaccommodatespecificrequirements,althoughquerydevelopment
willnotbestressedduringBusinessOfficerquerytraining.
I.
II.
III.
DataDictionary
o HR_ACCTG_LINE(Pg.2,3)
o PERSONAL_VW(Pg.3)
o GL_ACCOUNT_TBL(Pg.3)
PaytoGLReconciliationQueries
o PaytoGLReconcilebyDateandFund(Pg.4)
o PaytoGLReconcilebyDateandFundandDepartment(Pg.4)
o PaytoGLReconcilebyDateandFundandDepartmentandProgram(Pg.4)
o PaytoGLReconcilebyDateandFundandDepartmentandProgramandClass(Pg.4)
o PaytoGLReconcilebyFiscalYear/PeriodandFund(Pg.4)
o PaytoGLReconcilebyFiscalYear/PeriodandFundandDepartment(Pg.4)
o PaytoGLReconcilebyFiscalYear/PeriodandFundandDepartmentandProgram(Pg.4)
o PaytoGLReconcilebyFiscalYear/PeriodandFundandDepartmentandProgramand
Class(Pg.5)
o PaytoGLReconcilebyDateandEmployeeID(Pg.5)
o PaytoGLReconcilebyDateandAccount(Pg.5)
o PaytoGLReconcilebyJournalID(Pg.5)
QueryManager:NotesforAlteringaQuery
o FindandRunanExistingQuery(Pg.6,7)
o EditQuery(Pg.8)
o QueryTab(Pg.912)
o CriteriaTab(Pg.1215)
o FieldsTab(Pg.16,17)
o SavingaQuery(Pg.18)
o CopyingaPrivateQuerytoanotherUser(Pg.19)
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PaytoGLReconciliationDocument
I. DataDictionary:HR_ACCTG_LINE
Note:Fieldshighlightedinyellowarethosethatareapplicabletoreconciliation.
Field
DisplaysAs
Description&Usage
RUN_DT
RunDate
DateinformationwassentfromPSHRtoPSFinance.
SEQNUM
LINE_NBR
KK_AMOUNT_TYPE
SeqNum
AUDIT_ACTN
Action
Thereshouldalwaysbeonesequenceperpayrollin
theGL.
EachdatarowcreatedperRunDate&Sequenceis
givenauniquelinenumber.
1 Actuals
2SalaryCommitment
3Preencumbrance(notused)
Not applicable.DonotincludeinQueries.
IN_PROCESS_FLG
InProcess
Not applicable.DonotincludeinQueries.
BUDGET_LINE_STATUS
BudgetStatus
Not applicable.DonotincludeinQueries.
BUDGET_DT
BudgetDate
Notapplicable.DonotincludeinQueries.
BUSINESS_UNIT_GL
GLUnit
GLBusinessUnitofTransaction(AlwaysQUNIV)
JOURNAL_ID
Journal
JOURNAL_DATE
Date
ThejournaltheHR_ACCTG_LINErowpostedfor
Queens.Ifblank,salarycommitmentornotyet
posted.
Thedateofthejournaltherowispostedto.
JOURNAL_LINE
Line#
Thelineofthejournaltherowispostedto.
ACCOUNT
Acct
ChartfieldusedinFinance
DEPTID
DeptID
ChartfieldusedinFinance
PROJECT_ID
Proj/Grt
ChartfieldusedinFinance
PRODUCT
Prod
NotApplicable.DonotincludeinQueries.
FUND_CODE
Fund
ChartfieldusedinFinance
PROGRAM_CODE
Program
ChartfieldusedinFinance
CLASS_FLD
Class
ChartfieldusedinFinance
AFFILIATE
Affl
NotApplicable.DonotincludeinQueries.
OPERATING_UNIT
OperatingUnit
NotApplicable.DonotincludeinQueries.
ALT_ACCT
Alt.Account
NotApplicable.DonotincludeinQueries.
BUDGET_REF
BudgetRef
NotApplicable.DonotincludeinQueries.
CHARTFIELD1
Chartfield1
PayrollChequeNumber.
CHARTFIELD2
Chartfield2
NotApplicable.DonotincludeinQueries.
CHARTFIELD3
Chartfield3
NotApplicable.DonotincludeinQueries.
AFFILIATE_INTRA1
FundAffil
NotApplicable.DonotincludeinQueries.
AFFILIATE_INTRA2
OperUnitAffil
NotApplicable.DonotincludeinQueries.
STATISTICS_CODE
Stat
NotApplicable.DonotincludeinQueries.
MONETARY_AMOUNT
Amount
UsethisamountasGLPostedAmount.
Line
AmountType
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PaytoGLReconciliationDocument
FOREIGN_AMOUNT
Amount
NotApplicable.ForeignCurrencyAmount.
FOREIGN_CURRENCY
Currency
NotApplicable.ForeignCurrencyCode.
RT_TYPE
RateType
NotApplicable.ForeignCurrencyRate.
RATE_MULT
Multiplier
NotApplicable.ForeignCurrencyRate.
RATE_DIV
Divisor
NotApplicable.ForeignCurrencyRate.
STATISTIC_AMOUNT
StatAmt
NotApplicable.DonotincludeinQueries.
JRNL_LN_REF
Reference
OPEN_ITEM_STATUS
Status
ThisfieldhasbeenpopulatedwiththeEmployeeID
forQueens.
NotApplicable.DonotincludeinQueries.
LINE_DESCR
LineDescr
JRNL_LINE_STATUS
Status
JOURNAL_LINE_DATE
LineDate
Containsdescriptiveinformationaboutsourceof
transaction,typeoftransaction.Forcommitment
transactionsshowsthePayRunID.
DisplaysStatusofJournalLine. 0=noerrors,1=
uncorrectederrors.
DateofJournalLine.
BUSINESS_UNIT
Unit
BusinessUnit:AlwaysQUNIV
APPL_JRNL_ID
Template
ACCOUNTING_DT
AcctgDate
GL_DISTRIB_STATUS
Status
PAYROLL:FinancialAccountingTransactions.
SALENCUM:SalaryCommitmentTransaction
SALENCUMRV:SalaryCommitmentReversalRow.
AccountingDateofTransaction.UsedtoDetermine
AccountingPeriod&FiscalYearinFinance.
Applicable.DonotincludeinQueries.
PROCESS_INSTANCE
Instance
TheprocessinstanceinHRwhichprocessedtherow.
CURRENCY_CD
Currency
CurrencyCode,shouldreadCAD.Notapplicable.
ACCOUNTING_PERIOD
Period
FISCAL_YEAR
Year
AccountingPeriodTransactionispostedto.
Period1isMay,Period12isApril.
FiscalYearTransactionispostedto.
LEDGER
Ledger
LEDGER_GROUP
LedgerGrp
USE_DISTRIBUTION
UseDistrib
TheLedgertheamountisbeingpostedto.Theis
blankforaccountingpurposes.CommitmentLedgers
postavalueintothisfield,denotingthecommitment
ledger.
TheLedgerGrouptheamountisbeingpostedto.The
isblankforfinancialaccountingtransactionrows.
CommitmentLedgerspostavalueintothisfield,
denotingthecommitmentledgergroup.
Not applicable.DonotincludeinQueries.
DataDictionary:PERSONAL_VW&GL_ACCOUNT_TBL:
PERSONAL_VWPersonalDataNameView.Thistableprovidestheemployeenamesinthequery
output.
GL_ACCOUNT_TBLAccounts.Thistableprovidesaccountdescriptionsinthequeryoutput.
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PaytoGLReconciliationDocument
II. PaytoGLReconciliationQueries
Query Name
Query Description
Business Function
QU_PYGL_RCN_DTE_ACCT
PaytoGLReconcile
DateAcct
QU_PYGL_RCN_DTE_EMPL
PaytoGLReconcile
DateEmp
QU_PYGL_RCN_DTE_FND
PaytoGLRecon
DateFund
QU_PYGL_RCN_DTE_FND_DEP
PaytoGLRecon
DateFundDept
QU_PYGL_RCN_DTE_FND_DEP_P
PaytoGLRecon
DateFundDeptPr
QU_PYGL_RCN_DTE_FND_DEP_PC
PaytoGLRecon
DateFndDeptPrC
QU_PYGL_RCN_FPR_FND
PaytoGLReconcile
byFYPrdFund
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PaytoGLReconciliationDocument
QU_PYGL_RCN_FPR_FND_DEP
PaytoGLReconcile
FYPrdFndDep
QU_PYGL_RCN_FPR_FND_DEP_P
PaytoGLReconcile
FYPrdFndDepP
QU_PYGL_RCN_FPR_FND_DEP_PC
PaytoGLReconcile
FYPrdFdDepPC
QU_PYGL_RCN_JOURNAL
PaytoGLReconcile
Journal
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PaytoGLReconciliationDocument
III. QueryManager:NotesforAlteringaQuery
MenuNavigation:ReportingToolsQueryQueryManager
1. FindandRunanExistingQuery
AllDeliveredHRPaytoGLReconciliationQueriesbeginwiththenamingconvention
QU_PYGL_RCN
TypeQU_PYGL_RCNinthesearchbox
PressSearch
Resultswillbepresentedasfollows:
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PaytoGLReconciliationDocument
RunQuerytoExcel
SelecttheExcellinkonthequerythatyouwouldlikeoutputtoExcel.
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PaytoGLReconciliationDocument
2. EditQuery
TheEditlinkallowstheusertoviewandeditquerydesign.SelecttheEditlinkonthequerythatyou
wouldliketoalterandsaveasprivateunderadifferentname.
OncetheEditlinkischosen,youwillbetakenintothequery.
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PaytoGLReconciliationDocument
3. QueryTab
SelectingaRecord
TheQueryTabindicateswhichDatabaseRecords(tables)thequeryispullinginformationfrom.
Eachrecordcontainsfields,whichmaybeviewedbyexpandingthefoldertotheleftoftherecord.
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PaytoGLReconciliationDocument
SelectingaField
Expandingthefolderwillexpandtheavailablefieldsfortherecordwehaveselected.
Byplacingacheckboxbesideafield,itwillbereturnedasacolumnwhenyouexecutethequery.
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PaytoGLReconciliationDocument
SettingaCriteriaonaField
CriteriamaybeaddedtosatisfyqueryrequirementsbasedonConditionType,andallowtheusertoset
aconstantinthequeryifdesired.Beforeaddingadditionalcriteria,reviewexistingcriteriaonthe
Criteriatab.Todefinecriteriaforafield,selectthefiltericonforaselectedfield.
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PaytoGLReconciliationDocument
AvalueforcriteriamaynowbeenteredintotheConstantfield.Setconditiontypetoequalsto.
4. CriteriaTab
TheCriteriatabdefinesthecriteriausedtogeneratethequeryresult.
DoNotAlterJOINCriteria
Inthecasehighlightedbelow,2fieldsindifferentrecordsaresetequaltooneanothertojoinrecords.
Inalteringandeditingreconciliation,thesejoiningcriteriashouldonlybealteredbysomeonewithfull
querymanagertraining.Thisisindicatedbythefactthatafieldissettobeequivalenttoanotherkey
fieldinanotherrecord.
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PaytoGLReconciliationDocument
DoNotAlterJournalTemplateCriteria
JournalTemplateCriteriahasbeenaddedtothePaytoGLReconciliationQueriestospecifythatonly
FinancialAccountingTransactionswillberun.SalaryCommitmentamountsarealsofoundinthisrecord.
ThecriteriaoutlinedbelowarecriticaltoassuringonlyFinancialAccountingTransactionsareindicated.
ThisisachievedbyusinganotlikecriteriahighlightedbelowtoassureSALENCUM&SALENCUMRV
valuesareexcludedfromthequery.
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PaytoGLReconciliationDocument
EditCriteria
OthercriteriaaredefinedasPromptsasindicatedbelow(:5).Toalterthecriteriaofaprompttobe
hardcodedintothequeryusetheEDITbutton.
Constantvs.Prompt
Thebullethighlightedontheleftsidedefineswhetheryourcriteriaareaprompt(userdefinedcriteria
popupboxthatyouenteratthetimeyourunthequery),oraconstant(predefinedcriteria).
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PaytoGLReconciliationDocument
Altering_ConditionTypeInList
AlteringthecriteriatouseInListastheConditionTypeallowsustoselectmultiplevaluesatatimein
thequery.Thereareavarietyofconditionsthatcanbeappliedasneeded.
Adding&DeletingCriteria
NewcriteriacanbeaddedbypressingtheAddCriteriabutton,thenspecifyingthecriteria
Criteriacanbedeletedusingthedeletebutton
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PaytoGLReconciliationDocument
5. FieldsTab
Thefieldstabprovidestheabilitytoadjustthedisplayandformattingofthequery.Usethe
Reorder/Sortbuttontochangethedisplayorderofthecolumnsandsortingoftheoutput.
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PaytoGLReconciliationDocument
Reorder/SortButton
NewColumnAltersthevalueofthecolumndisplayofthequery.Thebelowimageshowsauser
changingthedepartmentfieldtobecomethe1stcolumninthequeryoutputfromitscurrentcolumnof
2.
NewOrderByAlterstheorderinwhichtheoutputrowsaresortedbasedonfield.Thebelowimage
indicatesachangetotheOrderByfieldfortheDepartmentChartfield.Thiswilldisplaythe
informationbydepartmentfirst,insteadofthecurrentsecond.Thelowestaccountnumberwilldisplay
first,thehighestlast.
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PaytoGLReconciliationDocument
SaveaQuery
PressSaveAs.
AltertheQueryNametoensureitisuniquefromthequeryyouarealtering.Remembertoalwayssave
thequeryasaprivatequery.
PressOKandlookforSavedintoprightcornerofscreen.
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PaytoGLReconciliationDocument
CopyingaPrivateQuerytoAnotherUser
Notethatqueriesaredefinedaseitherpublicorprivate.Apublicqueryisavailabletoanyuserwhohas
securityaccesstoviewtheunderlyingdatabaserecordsdefinedinthequery.Aprivatequeryisvisible
onlytotheuserwhocreatedthequery.Ausermayshareaprivatewithspecificusersbyselectingthe
query,choosingthecopytouseractionfromtheActiondropdownlist,andselectingotherusers.
Todoso,checktheboxoftheprivatequerythatyouwouldliketocopy.ChooseoftheActionofCopy
toUserfromthedropdownmenuandSelectGo.
EntertheUserIDofthepersonyouwouldliketocopythequerytoandselectOk.
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