Mary K. Olson02.17.2009

Creating a PS Multiple Records Query

Query Specs•Determine field/data needs

•Determine field location

•Determine criteria & joins

Field Name Field Description FS_PS Table Joins & Criteria

FISCAL_YEAR Fiscal Year  PROJ_RESOURCE

ACCOUNTING_PERIOD Accounting Period PROJ_RESOURCE

DEPT_ID PS department ID PROJ_RESOURCE equal to 11403

DESCR PS dept ID name DEPT_TREE Join with PROJ_RESOURCE

PROJECT_ID Project Number PROJ_RESOURCE

EMPLID Emplid of PI GM_AWARD Join with PROJ_RESOURCE USING THE CONTRACT

DESCR254 Project title (long title) GM_AWARD

JOURNAL_ID Journal number PROJ_RESOURCE equal to ACC0022744

JOURNAL_DATE Date of Document was posted PROJ_RESOURCE

ACCOUNT Account number which was charged PROJ_RESOURCE

DESCR Account Description GL_ACCOUNT_TBL Join with PROJ_RESOURCE

DESCR Document line description PROJ_RESOURCE

RESOURCE_AMOUNT Amount PROJ_RESOURCE SUM

Find & Add First Record

Commonly Used Records“ http://www1.umn.edu/ohr/prod/groups/ohr/@pub/@ohr/@trainingservices/documents/asset/ohr_asset_098783.pdf

•Type in the record name or a portion of the name

•Press ‘Search’ button

•Click on ‘Add Record’

Find Second Record

•Navigate to ‘Record’ tab

•Type in name of record

•Press ‘Search’ button

•Click on ‘Join Record’

Select Join Type, Record & Criteria

• Select type of join

• Select join record

•Select join criteria

•Press ‘Add Criteria’ button

Select Fields for Records A, B, C, & D

• Navigate to ‘Query’ tab

• Click on folder

• Select field(s)

• Repeat steps

Add Criteria for Fields•Navigate to ‘Criteria’ tab

•Press ‘Add Criteria’ button

•Edit Criteria Properties •Expression one type & expression

•Expression two type & expression

Edit Field•Navigate to ‘Fields’ tab

•Press ‘Edit’ button•Select Aggregate Function

Select Field Order of Rows•Press ‘Reorder/Sort’ button •Type in numbers

Run Query•Navigate to ‘Run’ tab

•Review data

•Download to Excel

Save & Find Query•Navigate to ‘Query’ tab

•Press ‘Save’ button

•Enter in name & description of query

•Press ‘OK’ button

•Navigate to ‘Query Manager’

•Search for query by name

PS Financial and Grants Management