PS Query Business Officers

Pay to GL Reconciliation Document

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PS QUERY for Business Officers

Departments must reconcile their salary costs to the General Ledger Income Statement amounts for

Employee Costs. This is a financial control to provide assurance that personnel are being charged to the

proper department. This document demonstrates the details of Pay to GL Reconciliation Queries to

ensure that business officers understand the eleven queries that will be available, and are able to

recognize and manipulate the data that each query returns. Also documented is the basic process for

how to modify an existing query to accommodate specific requirements, although query development

will not be stressed during Business Officer query training.

I. Data Dictionary

o HR_ACCTG_L INE (Pg. 2, 3)

o PERSONAL_VW (Pg. 3)

o GL_ACCOUNT_TBL (Pg. 3)

II. Pay to GL Reconciliation Queries

o Pay to GL Reconcile by Date and Fund (Pg. 4)

o Pay to GL Reconcile by Date and Fund and Department (Pg. 4)

o Pay to GL Reconcile by Date and Fund and Department and Program (Pg. 4)

o Pay to GL Reconcile by Date and Fund and Department and Program and Class (Pg. 4)

o Pay to GL Reconcile by Fiscal Year/Period and Fund (Pg. 4)

o Pay to GL Reconcile by Fiscal Year/Period and Fund and Department (Pg. 4)

o Pay to GL Reconcile by Fiscal Year/Period and Fund and Department and Program (Pg. 4)

o Pay to GL Reconcile by Fiscal Year/Period and Fund and Department and Program and

Class (Pg. 5)

o Pay to GL Reconcile by Date and Employee ID (Pg. 5)

o Pay to GL Reconcile by Date and Account (Pg. 5)

o Pay to GL Reconcile by Journal ID (Pg. 5)

III. Query Manager: Notes for Altering a Query

o Find and Run an Existing Query (Pg. 6, 7)

o Edit Query (Pg. 8)

o Query Tab (Pg. 9‐12)

o Criteria Tab (Pg. 12‐15)

o Fields Tab (Pg. 16, 17)

o Saving a Query (Pg. 18)

o Copying a Private Query to another User (Pg. 19)


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I. Data Dictionary: HR_ACCTG_LINE

Note: Fields highlighted in yellow are those that are applicable to reconciliation.

Field Displays As Description & Usage

RUN_DT Run Date Date information was sent from PS HR to PS Finance.

SEQNUM

SeqNum There should always be one sequence per payroll in the GL.

LINE_NBR

Line Each data row created per Run Date & Sequence is given a unique line number.

KK_AMOUNT_TYPE Amount Type 1 – Actuals2 – Salary Commitment 3 – Pre‐encumbrance (not used)

AUDIT_ACTN Action Not applicable. Do not include in Queries.

IN_PROCESS_FLG In Process Not applicable. Do not include in Queries.

BUDGET_LINE_STATUS Budget Status Not applicable. Do not include in Queries.

BUDGET_DT Budget Date Not applicable. Do not include in Queries.

BUSINESS_UNIT_GL GL Unit GL Business Unit of Transaction (Always QUNIV)

JOURNAL_ID Journal The journal the HR_ACCTG_LINE row posted for Queen’s. If blank, salary commitment or not yet posted.

JOURNAL_DATE Date The date of the journal the row is posted to.

JOURNAL_LINE Line # The line of the journal the row is posted to.

ACCOUNT Acct Chartfield used in Finance

DEPTID DeptID Chartfield used in Finance

PROJECT_ID Proj/Grt Chartfield used in Finance

PRODUCT Prod Not Applicable. Do not include in Queries.

FUND_CODE Fund Chartfield used in Finance

PROGRAM_CODE Program Chartfield used in Finance

CLASS_FLD Class Chartfield used in Finance

AFFILIATE Affl Not Applicable. Do not include in Queries.

OPERATING_UNIT Operating Unit Not Applicable. Do not include in Queries.

ALT_ACCT Alt. Account Not Applicable. Do not include in Queries.

BUDGET_REF Budget Ref Not Applicable. Do not include in Queries.

CHARTFIELD1 Chartfield1 Payroll Cheque Number.

CHARTFIELD2 Chartfield2 Not Applicable. Do not include in Queries.

CHARTFIELD3 Chartfield3 Not Applicable. Do not include in Queries.

AFFILIATE_INTRA1 Fund Affil Not Applicable. Do not include in Queries.

AFFILIATE_INTRA2 Oper Unit Affil Not Applicable. Do not include in Queries.

STATISTICS_CODE Stat Not Applicable. Do not include in Queries.

MONETARY_AMOUNT Amount Use this amount as GL Posted Amount.


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FOREIGN_AMOUNT Amount Not Applicable. Foreign Currency Amount.

FOREIGN_CURRENCY Currency Not Applicable. Foreign Currency Code.

RT_TYPE Rate Type Not Applicable. Foreign Currency Rate.

RATE_MULT Multiplier Not Applicable. Foreign Currency Rate.

RATE_DIV Divisor Not Applicable. Foreign Currency Rate.

STATISTIC_AMOUNT Stat Amt Not Applicable. Do not include in Queries.

JRNL_LN_REF Reference This field has been populated with the Employee ID for Queen’s.

OPEN_ITEM_STATUS Status Not Applicable. Do not include in Queries.

LINE_DESCR Line Descr Contains descriptive information about source of transaction, type of transaction. For commitment transactions shows the Pay Run ID.

JRNL_LINE_STATUS Status Displays Status of Journal Line. 0 = no errors, 1 = uncorrected errors.

JOURNAL_LINE_DATE Line Date Date of Journal Line.

BUSINESS_UNIT Unit Business Unit: Always QUNIV

APPL_JRNL_ID Template PAYROLL: Financial Accounting Transactions. SALENCUM: Salary Commitment Transaction SALENCUMRV: Salary Commitment Reversal Row.

ACCOUNTING_DT Acctg Date Accounting Date of Transaction. Used to Determine Accounting Period & Fiscal Year in Finance.

GL_DISTRIB_STATUS Status Applicable. Do not include in Queries.

PROCESS_INSTANCE Instance The process instance in HR which processed the row.

CURRENCY_CD Currency Currency Code, should read CAD. Not applicable.

ACCOUNTING_PERIOD Period Accounting Period Transaction is posted to. Period 1 is May, Period 12 is April.

FISCAL_YEAR Year Fiscal Year Transaction is posted to.

LEDGER Ledger The Ledger the amount is being posted to. The is blank for accounting purposes. Commitment Ledgers post a value into this field, denoting the commitment ledger.

LEDGER_GROUP Ledger Grp The Ledger Group the amount is being posted to. The is blank for financial accounting transaction rows. Commitment Ledgers post a value into this field, denoting the commitment ledger group.

USE_DISTRIBUTION Use Distrib Not applicable. Do not include in Queries.

Data Dictionary: PERSONAL_VW & GL_ACCOUNT_TBL:

PERSONAL_VW – Personal Data Name View. This table provides the employee names in the query

output.

GL_ACCOUNT_TBL – Accounts. This table provides account descriptions in the query output.


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II. Pay to GL Reconciliation Queries

Query Name Query Description Business Function

QU_PYGL_RCN_DTE_ACCT Pay to GL Reconcile

Date Acct

This query extracts HR_ACCTG_LINE information

by Account Code and Accounting Date Range.

This allows the Pay to GL reconciler to review

Salary information based on a specific account

and time span.

QU_ PYGL_RCN_DTE_EMPL Pay to GL Reconcile

Date Emp


by Employee ID and Accounting Date Range. This

allows the Pay to GL reconciler to review Salary

information for a single employee based on time

span.

QU_ PYGL _RCN_DTE_FND Pay to GL Recon

Date Fund


by Fund and Accounting Date Range. This allows

the Pay to GL reconciler to review Salary

information by fund based on time span.

QU_ PYGL _RCN_DTE_FND_DEP Pay to GL Recon

Date Fund Dept


by Fund, Dept and Accounting Date Range. This

allows the Pay to GL reconciler to review Salary

information by fund and dept based on time

span.

QU_ PYGL _RCN_DTE_FND_DEP_P Pay to GL Recon

Date Fund Dept Pr


by Fund, Dept, Program and Accounting Date

Range. This allows the Pay to GL reconciler to

review Salary information by fund, dept and

program based on time span.

QU_ PYGL _RCN_DTE_FND_DEP_PC Pay to GL Recon

Date Fnd Dept PrC


by Fund, Dept, Program, Class and Accounting

Date Range. This allows the Pay to GL reconciler

to review Salary information by fund, dept,

program and class based on time span.

QU_PYGL_RCN_FPR_FND Pay to GL Reconcile

by FY Prd Fund


by Fnd for a Fiscal Year & Accounting Period. It

also summarizes costs to an employee level for

ease of use. The prompt allows the Pay to GL

reconciler to investigate transactions pertaining

to a specific Fund/Fiscal Year & Period, which

they are reconciling.


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QU_PYGL_RCN_FPR_FND_DEP Pay to GL Reconcile

FY Prd Fnd Dep


by Fund/Department for a Fiscal Year &

Accounting Period. It also summarizes costs to

an employee level for ease of use. The prompt

allows the Pay to GL reconciler to investigate

transactions pertaining to a specific

Fund/Department/Fiscal Year & Period, which

they are reconciling.

QU_PYGL_RCN_FPR_FND_DEP_P Pay to GL Reconcile

FY Prd Fnd Dep P


by Fund/Department/Program for a Fiscal Year &

Accounting Period. It also summarizes costs to

an employee level for ease of use. The prompt

allows the Pay to GL reconciler to investigate

transactions pertaining to a specific

Fund/Department/Program/Fiscal Year & Period,

which they are reconciling.

QU_PYGL_RCN_FPR_FND_DEP_PC Pay to GL Reconcile

FY Prd Fd Dep PC


by Fund/Department/Program/Class for a Fiscal

Year & Accounting Period. It also summarizes

costs to an employee level for ease of use. The

prompt allows the Pay to GL reconciler to

investigate transactions pertaining to a specific

Fund/Department/Program/Class/Fiscal Year &

Period, which they are reconciling.

QU_PYGL_RCN_JOURNAL Pay to GL Reconcile

Journal


by Journal ID. This allows the Pay to GL

reconciler to investigate transactions pertaining

to a specific Journal ID.


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III. Query Manager: Notes for Altering a Query

Menu Navigation: Reporting Tools Query Query Manager

1. Find and Run an Existing Query

‐ All Delivered HR Pay to GL Reconciliation Queries begin with the naming convention

QU_PYGL_RCN

‐ Type QU_PYGL_RCN in the search box

‐ Press Search

Results will be presented as follows:


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Run Query to Excel

‐ Select the ‘Excel’ link on the query that you would like output to Excel.


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2. Edit Query

The ‘Edit’ link allows the user to view and edit query design. Select the ‘Edit’ link on the query that you

would like to alter and save as private under a different name.

Once the ‘Edit’ link is chosen, you will be taken into the query.


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3. Query Tab

Selecting a Record

The Query Tab indicates which Database Records (tables) the query is pulling information from.

Each record contains fields, which may be viewed by expanding the folder to the left of the record.


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Selecting a Field

Expanding the folder will expand the available fields for the record we have selected.

By placing a check box beside a field, it will be returned as a column when you execute the query.


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Setting a Criteria on a Field

Criteria may be added to satisfy query requirements based on Condition Type, and allow the user to set a constant in the query if desired. Before adding additional criteria, review existing criteria on the ‘Criteria’ tab. To define criteria for a field, select the filter icon for a selected field.


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A value for criteria may now be entered into the ‘Constant’ field. Set condition type to ‘equals to’.

4. Criteria Tab

The Criteria tab defines the criteria used to generate the query result.

Do Not Alter JOIN Criteria

In the case highlighted below, 2 fields in different records are set equal to one another to join records.

In altering and editing reconciliation, these joining criteria should only be altered by someone with full

query manager training. This is indicated by the fact that a field is set to be equivalent to another key

field in another record.


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Do Not Alter Journal Template Criteria

Journal Template Criteria has been added to the Pay to GL Reconciliation Queries to specify that only

Financial Accounting Transactions will be run. Salary Commitment amounts are also found in this record.

The criteria outlined below are critical to assuring only Financial Accounting Transactions are indicated.

This is achieved by using a ‘not like’ criteria highlighted below to assure SALENCUM & SALENCUMRV

values are excluded from the query.


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Edit Criteria

Other criteria are defined as Prompts as indicated below (:5). To alter the criteria of a prompt to be

hard coded into the query use the EDIT button.

Constant vs. Prompt

The bullet highlighted on the left side defines whether your criteria are a prompt (user defined criteria

pop up box that you enter at the time you run the query), or a constant (pre defined criteria).


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Altering_Condition Type “In List”

Altering the criteria to use “In List” as the Condition Type allows us to select multiple values at a time in

the query. There are a variety of conditions that can be applied as needed.

Adding & Deleting Criteria

New criteria can be added by pressing the Add Criteria button, then specifying the criteria .

Criteria can be deleted using the delete button .


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5. Fields Tab

The fields tab provides the ability to adjust the display and formatting of the query. Use the

‘Reorder/Sort’ button to change the display order of the columns and sorting of the output.


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Reorder / Sort Button

New Column – Alters the value of the column display of the query. The below image shows a user

changing the department field to become the 1st column in the query output from its current column of

2.

New Order By – Alters the order in which the output rows are sorted based on field. The below image

indicates a change to the “Order By” field for the Department Chartfield. This will display the

information by department first, instead of the current second. The lowest account number will display

first, the highest last.


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Save a Query

Press Save As.

Alter the Query Name to ensure it is unique from the query you are altering. Remember to always save

the query as a private query.

Press ‘OK’ and look for “Saved” in top right corner of screen.


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Copying a Private Query to Another User

Note that queries are defined as either public or private. A public query is available to any user who has

security access to view the underlying database records defined in the query. A private query is visible

only to the user who created the query. A user may share a private with specific users by selecting the

query, choosing the ‘copy to user’ action from the Action drop‐down list, and selecting other users.

To do so, check the box of the private query that you would like to copy. Choose of the Action of ‘Copy

to User’ from the drop‐down menu and Select ‘Go’.

Enter the User ID of the person you would like to copy the query to and select ‘Ok’.

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PS Query Business Officers