PaytoGLReconciliationDocument

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

This query extracts HR_ACCTG_LINEinformation

byAccountCodeandAccountingDateRange.
ThisallowsthePaytoGLreconcilertoreview
Salaryinformationbasedonaspecificaccount
andtimespan.

QU_PYGL_RCN_DTE_EMPL

PaytoGLReconcile
DateEmp

This query extracts HR_ACCTG_LINEinformation

byEmployeeIDandAccountingDateRange.This
allowsthePaytoGLreconcilertoreviewSalary
informationforasingleemployeebasedontime
span.

QU_PYGL_RCN_DTE_FND

PaytoGLRecon
DateFund

This query extracts HR_ACCTG_LINEinformation

byFundandAccountingDateRange.Thisallows
thePaytoGLreconcilertoreviewSalary
informationbyfundbasedontimespan.

QU_PYGL_RCN_DTE_FND_DEP

PaytoGLRecon
DateFundDept

This query extracts HR_ACCTG_LINEinformation

byFund,DeptandAccountingDateRange.This
allowsthePaytoGLreconcilertoreviewSalary
informationbyfundanddeptbasedontime
span.

QU_PYGL_RCN_DTE_FND_DEP_P

PaytoGLRecon
DateFundDeptPr

This query extracts HR_ACCTG_LINEinformation

byFund,Dept,ProgramandAccountingDate
Range.ThisallowsthePaytoGLreconcilerto
reviewSalaryinformationbyfund,deptand
programbasedontimespan.

QU_PYGL_RCN_DTE_FND_DEP_PC

PaytoGLRecon
DateFndDeptPrC

This query extracts HR_ACCTG_LINEinformation

byFund,Dept,Program,ClassandAccounting
DateRange.ThisallowsthePaytoGLreconciler
toreviewSalaryinformationbyfund,dept,
programandclassbasedontimespan.

QU_PYGL_RCN_FPR_FND

PaytoGLReconcile
byFYPrdFund

This query extracts HR_ACCTG_LINEinformation

byFndforaFiscalYear&AccountingPeriod.It
alsosummarizescoststoanemployeelevelfor
easeofuse.ThepromptallowsthePaytoGL
reconcilertoinvestigatetransactionspertaining
toaspecificFund/FiscalYear&Period,which
theyarereconciling.

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PaytoGLReconciliationDocument

QU_PYGL_RCN_FPR_FND_DEP

PaytoGLReconcile
FYPrdFndDep

This query extracts HR_ACCTG_LINEinformation

byFund/DepartmentforaFiscalYear&
AccountingPeriod.Italsosummarizescoststo
anemployeelevelforeaseofuse.Theprompt
allowsthePaytoGLreconcilertoinvestigate
transactionspertainingtoaspecific
Fund/Department/FiscalYear&Period,which
theyarereconciling.

QU_PYGL_RCN_FPR_FND_DEP_P

PaytoGLReconcile
FYPrdFndDepP

This query extracts HR_ACCTG_LINEinformation

byFund/Department/ProgramforaFiscalYear&
AccountingPeriod.Italsosummarizescoststo
anemployeelevelforeaseofuse.Theprompt
allowsthePaytoGLreconcilertoinvestigate
transactionspertainingtoaspecific
Fund/Department/Program/FiscalYear&Period,
whichtheyarereconciling.

QU_PYGL_RCN_FPR_FND_DEP_PC

PaytoGLReconcile
FYPrdFdDepPC

This query extracts HR_ACCTG_LINEinformation

byFund/Department/Program/ClassforaFiscal
Year&AccountingPeriod.Italsosummarizes
coststoanemployeelevelforeaseofuse.The
promptallowsthePaytoGLreconcilerto
investigatetransactionspertainingtoaspecific
Fund/Department/Program/Class/FiscalYear&
Period,whichtheyarereconciling.

QU_PYGL_RCN_JOURNAL

PaytoGLReconcile
Journal

This query extracts HR_ACCTG_LINEinformation

byJournalID.ThisallowsthePaytoGL
reconcilertoinvestigatetransactionspertaining
toaspecificJournalID.

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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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