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Running and Printing PeopleSoft Reports



Table of Contents Running and Printing PeopleSoft Reports ..................................................................... 3

How to Access and Run a Budget SQR Report.............................................................. 3

How to Access and Run a General Ledger SQR Report ................................................ 9

How to Access and Run an HCM SQR Report – The Filled Positions Report ............ 14

How to Access and Run an HCM SQR Report – The Allocation Status Report.......... 19

How to Access and Run a Crystal Report..................................................................... 23

How to Access and Run a Public Query....................................................................... 27

Running an HCM Public Query.................................................................................... 31

Commonly Used Navigation Paths............................................................................... 34


Running and Printing PeopleSoft Reports There are a number of delivered and customized reports provided by PeopleSoft that allow you to review and analyze budget, financial, and payroll information. Each report can be run against a set of selection criteria defined by the user. The selection criteria is maintained by Run Control ID and can be updated at any time. A Run Control ID is a product and user-specific ID that contains the user’s login information and parameters needed to execute the process. All reports may be run manually on an as-needed basis, and accessed from the application Report Manager. Within each application, reports are run from various menus. Queries are run from the Reporting Tools – Query – Query Viewer component. However, SQR reports are run from module-specific menus (i.e., Budget Transaction Detail report must be run from the Commitment Control menu).

How to Access and Run a Budget SQR Report There are a number of delivered and customized SQR reports that will be used regularly by the Budget and Finance users. The most common Budget report is the SDCS Budget Transaction Detail report. This report shows budget amounts at the CONTROL level and shows transaction details at the TRACKING level. Report users may specify accounting period, chartfield values, sorting, and subtotal criterion.

Step 1

Navigation: Commitment Control Review Budget Activities Budgets Reports SDCS Budget Transaction Detail Add a New Value (or Find an Existing Value)

Budget Transaction Details search dialog box

You can either add a new Run Control ID or click Search to get a list of existing Run Control IDs to select from.

There should be no spaces in the Run Control ID. Use underscore ( _ ) as separator!


Step 2 The Sd Run Gls8005 parameter page

Field Name Information to Enter Business Unit System defaults to SDUSD Fiscal Year Enter the fiscal year for the report Accounting Period From and To

Enter the range of periods for the report

Ledger Group Should always be CONTROL

Chartfield Options

Specify the Chartfield Value(s) to show on the report. For system performance purposes, do not use ranges and

enter chartfield values in the Value column on the left hand side only.

After you enter the desired criterion, click the Run button to open the Process Scheduler Request page.


Step 3 Process Scheduler Request page

Enter the following information:

Field Name Information to Enter Server Name Select PSNT Select Checkbox Select checkbox for the report SDGL8005 Process Type SQR Report Type System defaults to Web Format System defaults to PDF

Enter your information, then click OK to run the report. PeopleSoft runs the report and returns you to the Sd Run Gls8005 parameter page. Step 4 To view status of the process while the report is running, click the Process Monitor link from the Sd Run Gls8005 parameter page. Process Monitor Process List page

Click the Refresh button to update this page with the latest system activity. If there are multiple instances in the Process List, the most recent job is always the first one on the list.

When the Run Status is Success, the report is done. Click on the Details link of the report to open the Process Detail page.


Step 5 Process Detail page

Click the View Log/Trace link to open the View Log/Trace page.

View Log/Trace page

Click on the name_processinstance.pdf link, (i.e., SDGL8005_9807.PDF), to open the report in Adobe Acrobat format.


Step 6

The Budget Detail Transaction report opens in Adobe Acrobat. The Budget Detail Transaction report

To save the report, click on the save icon of Adobe Acrobat.

To print the report, click on the print icon of Adobe Acrobat.

You can also open, view, and print the report through Report Manager.


Step 7

To view the report in Report Manager, follow the navigation:

Reporting Tools Report Manager List page

Report Manager List page

All reports or processes you’ve ran will appear in the list page. However, these reports will only be available for up to seven days in your Report Manager.

To open any report, click on the Report Name link (i.e., SDGL8005) of the Process Instance (i.e., 9807) you want.


How to Access and Run a General Ledger SQR Report The most common General Ledger report that will be used regularly by the Finance users is the SDCS Trial Balance report. This report shows chartfield balances for a particular period. Report users may specify accounting period, chartfield values, and sorting criterion.

Step 1

Navigation: General Ledger General Reports SDCS Trial Balance Report Add a New Value (or Find an Existing Value)

Trial Balance search dialog box




Step 2 Trial Balance Report parameter page

Field Name Information to Enter Business Unit System defaults to SDUSD Fiscal Year Enter the fiscal year Accunting Period Enter the period for the report Chartfield Selection Specify the ChartField Value Ranges to show on the report

Enter the necessary criterion, then click the Run button to open the Process Scheduler Request page.




Field Name Information to Enter Server Name Select PSNT Select Checkbox Select checkbox for the report SDGL152 Process Type SQR Report Type System defaults to Web Format System defaults to PDF

Click the OK button to run the request. PeopleSoft runs the report and returns you to the Trial Balance Report parameter page.

Step 4

To view the process while the report is running, click the Process Monitor link from the Trial Balance Report parameter page to open the Process List page. The Process Monitor Process List page

Click the Refresh button to update this page with the latest system activity. When the Run Status is Success, the report is done. Click on the Details link of the report to open the Process Detail page.


Step 5 The Process Detail page

Click on the View Log/Trace link to open the View Log/Trace page.

View Log/Trace page

Click on the name_processinstance.pdf link (i.e., SDGL152_9813.PDF) to open the report in Adobe Acrobat format.


Step 6

The Trial Balance Report opens in Adobe Acrobat. Trial Balance Report



You can also open, view, and print the report through Report Manager. Follow the Navigation: Reporting Tools Report Manager List page


How to Access and Run an HCM SQR Report – The Filled Positions Report There are two HCM reports that are available to the Budget department, Human Resources, and individual sites. The first is the Filled Positions Report that can be run by department or job code and it details all employees and their position(s) in the department (or job code) that the report is run for. Information includes name, EmplID, position(s) held, FTE, job code, and HCM Account Code for the position.

Step 1

Navigation: Workforce Administration Workforce Reports Filled Positions Add a New Value (or Find an Existing Value)

Filled Position Report search dialog box




Step 2 Filled Position Report parameter page


Field Name Information to Enter SetID System defaults to SDUSD Department Enter desired Department code Type of Report Select For Site Use

Job Code

If you want to see positions for a specific Job Code, you may enter it here. You can enter either the Department code or Job Code only. The

system does not allows for both Department and Job Code in the same report.



Step 3 Process Scheduler Request Page


Field Name Information to Enter Server Name Select PSNT Select Checkbox Select checkbox for the report SDPM281 Process Type SQR Report Type System defaults to Web Format System defaults to PDF

Click the OK button to run the request. PeopleSoft runs the report and returns you to the Filled Position report parameter page.

Step 4

To view the process while the report is running, click the Process Monitor link from the Filled Position report parameter page to open the Process List page. The Process Monitor Process List page

Click the Refresh button to update this page with the latest system activity. When the Run Status is Success, the report is done. Click on the Details link of the report to open the Process Detail page.


Step 5 Process Detail Page

Click on the View Log/Trace link to open the View Log/Trace page. View Log/Trace page

Click on the name_processinstance.pdf link (i.e., SDPM281_442.PDF) to open the report in Adobe Acrobat format.


Step 6

The Filled Position By Department report opens in Adobe Acrobat. Filled Position By Department Report





How to Access and Run an HCM SQR Report – The Allocation Status Report The companion report to the Filled Positions Report is the Allocations Status Report. It is available to all sites, the Budget department, and HR. This report is run by department and shows all positions in that department, the positions’ attributes including HCM account code, and the FTE balances for each position.

Step 1 Navigation: Workforce Administration Workforce Reports Allocation Status Add a New Value (or Find an Existing Value)

Filled Position Report search dialog box


Step 2 Allocation Status Report parameter page

Field Name Information to Enter SetID System defaults to SDUSD Department Enter desired Department



Step 3 Process Scheduler Request Page


Field Name Information to Enter Server Name Select PSNT Select Checkbox Select checkbox for the report SDPM280 Process Type SQR Report Type System defaults to Web Format System defaults to PDF

Click the OK button to run the request. PeopleSoft runs the report and returns you to the Allocation Status Report parameter page.

Step 4

To view the process while the report is running, click the Process Monitor link from the Allocation Status Report parameter page to open the Process List page. The Process Monitor Process List page




Step 5 Process Detail Page

Click the View Log/Trace link to open the View Log/Trace page. View Log/Trace page

Click on the name_processinstance.pdf link (i.e., SDPM280_443.PDF) to open the report in Adobe Acrobat format.


Step 6

The Allocation Status report opens in Adobe Acrobat. Allocation Status Report





How to Access and Run a Crystal Report The most common Crystal reports that will be used regularly by the Finance users are the ChartField Reports. These reports give users listings of all available chartfield values and their statuses as of a certain date. Report users may specify the as of date when running these reports.

Step 1

Navigation: Set Up Financials/Supply Chain Common Definitions Design ChartFields Reports ChartField Reports Select the Chartfield you want to run the report for Add a New Value (or Find an Existing Value)

Account Report search dialog box


Step 2 Account report criteria page

System defaults the As of Date to the current date. Change the date as desired, then click the Run button to open the Process Scheduler Request page.




Field Name Information to Enter Server Name Select PSNT Select Checkbox Select checkbox for the report FIN0010 Process Type Crystal Report Type System defaults to Web Format System defaults to HTM

Click the OK button to run the request. PeopleSoft runs the report and returns you to the Account report criteria page.

Step 4

To view the process while the report is running, click the Process Monitor link from the Account report criteria page to open the Process List page. The Process Monitor Process List page




Step 5 The Process Detail page

Click on the View Log/Trace link to open the View Log/Trace page.

View Log/Trace page

Click on the name_processinstance.pdf link (i.e., FIN0010-_1913.HTM) to open the report.


Step 6

The Account Report opens in Crystal format. General Ledger Accounts Report

To print the report, click on the print icon .



How to Access and Run a Public Query All users have access to run public queries in PeopleSoft. These queries will be created by SDCS developers for use by SDCS personnel. When running a public query, there may be criterion that must be entered by the user in prompt boxes in order to generate query results. Also, you will not be able to edit or delete any public queries.

The following naming convention will be used for queries, which can have names containing up to 30 characters:

Prefix_MM_Description • Prefix is SD, for San Diego City Schools. • MM is the module initials (i.e., GL, AP, INV, PO, AR, HR, PA, INT (for interface),

CNV (for conversion)). There should be no spaces between words within the query name. Use an underscore as separator (i.e., SD_GL_JOURNAL_DETAILS).

• The name of the query should be in ALL CAPITAL LETTERS.

Running a Financial Public Query An example of a Financial public query is SD_GL_JOURNAL_DETAILS, which displays all Posted journals for a specific period.

Step 1

Navigation: Reporting Tools Query Query Viewer Query Viewer menu page

Field Name Information to Enter Search by Select Name or Description Operator Select “begins with” or “contains” Search Field Enter as much of the name or description of the Query as you know

Enter part of the query Name and click the Search button. Since all queries created for the district start with SD, you should always start with SD in your search.


Step 2

PeopleSoft Query displays a list of all public Queries that begin with “SD”. Query View Search page

To run a query, click the Run link of the selected query.

Step 3

A new window opens with a Prompt box. Query Prompt Box

The prompt in the example above is for an accounting period. Enter the period you want to run the query for and click the View Results button.

Since public queries are shared by all users District-wide, you will always be prompted for data that changes each time the query is run or for data that is unique to your business process need (i.e., DeptID). All prompt boxes must be filled in with a “valid value” in order for the query to run successfully.


Step 4

PeopleSoft downloads the query results on a web page in a grid format. Query results in grid format

In the query grid format shown above, the report shows the total number of rows retrieved but will not provide subtotals. All you can do at this point is view the query on line or print a copy of the report.

To print the query, right-click any where on the page and select Print. The report will print with the exact format you see on the screen.

Step 5

In order to manipulate the data (i.e., sort, subtotal, pivot table), you can send the query to an Excel spreadsheet by clicking on the Excel Spreadsheet link.

PeopleSoft loads the Query into a web page with Excel format. At this point, you can manipulate the data and format the file using Excel functions. If you want to keep a copy of this query for future use or to email to another user, you can save the query in Excel.


Query results in Excel format

To save the query, select File/Save As from the menu bar and Save As Type = Microsoft Excel Workbook.


Running an HCM Public Query An example of an HCM public query is the SD_H_BUDGET_SAL_DETAIL, which displays all salary positions and employees that are paid from the combination of the chartfields entered by the user.

Step 1

Navigation: Reporting Tools Query Query Viewer Query Viewer menu page

Field Name Information to Enter Search by Select Name or Description Operator Select “begins with” or “contains”

Search Field Enter as much of the name or description of the Query as you know

Enter part of the query Name and click the Search button. Since all queries created for the district start with SD, you should always start with SD in your search.


Step 2

PeopleSoft Query displays a list of all public Queries that begin with “SD”. Query View Search page

To run a query, click the Run link of the selected query.

Step 3

A new window opens with Prompt boxes. Query Prompt Boxes

The prompt boxes in the example above include Account, Department, and Resource codes. Enter the requested information (and/or wildcards) you want to run the query for and click the View Results button.

Since public queries are shared by all users District-wide, you will always be prompted for data that changes each time the query is run or for data that is unique to your business process need (i.e., DeptID). All prompt boxes must be filled in with a “valid value” in order for the query to run successfully.


Step 4

PeopleSoft downloads the query results on a web page in a grid format. Query results in grid format

In the query grid format shown above, the report shows the total number of rows retrieved but will not provide subtotals. All you can do at this point is view the query on line or print a copy of the report.

To print the query, right-click any where on the page and select Print. The report will print with the exact format you see on the screen.

Step 5

In order to manipulate the data (i.e., sort, subtotal, pivot table), you can send the query to an Excel spreadsheet by clicking on the Excel Spreadsheet link.

PeopleSoft loads the Query into a web page with Excel format. At this point, you can manipulate the data and format the file using Excel functions. If you want to keep a copy of this query for future use or to email to another user, you can save the query in Excel. Query results in Excel format

To save the query, select File/Save As from the menu bar and Save As Type = Microsoft Excel Workbook.


Commonly Used Navigation Paths

To Print a Budget Report Navigation: Commitment Control Review Budget Activitiess Budget Reports Select the Report You Want to Run Add a New Value (or Find an Existing Value)

To Print the SDCS Budget Transaction Detail Report Navigation: Commitment Control Review Budget Activitiess Budget Reports SDCS Budget Transaction Detail Add a New Value (or Find an Existing Value)

To Print the Budget Status Report Navigation: Commitment Control Review Budget Activitiess Budget Reports Budget Status Add a New Value (or Find an Existing Value)

To Print a General Ledger Report Navigation: General Ledger General Reports or Federal Reports Select the Report You Want to Run Add a New Value (or Find an Existing Value)

To Print the SDCS Trial Balance Report Navigation: General Ledger General Reports SDCS Trial Balance Report Add a New Value (or Find an Existing Value)

To Print the HCM Filled Positions Report Navigation: Workforce Administration Workforce Reports Filled Positions Report Add a New Value (or Find an Existing Value)

To Print the HCM Allocations Status Report Navigation: Workforce Administration Workforce Reports Allocations Status Report Add a New Value (or Find an Existing Value)

To Print a General Ledger Chartfield Report Navigation: Set Up Financials/Supply Chain Common Definitions Design ChartFields Reports ChartField Reports Select the Chartfield you want to run the report for (i.e., Account, Resource, etc.) Add a New Value (or Find an Existing Value)

To View and Print Previously Ran Reports from Report Manager Navigation: Reporting Tools Report Manager List page

To Print a Public Query Navigation: Reporting Tools Query Query Viewer


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