important people soft concepts

Important PeopleSoft ConceptsCreated on October 5, 2003

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Training GuideImportant PeopleSoft Concepts

Table of ContentsManage Data......................................................................................................................1

Understanding Transaction and Control Tables...........................................................................1Effective Dates.............................................................................................................................3Include/Correct/Updated/Display History....................................................................................5

Search Records.................................................................................................................13Search Dialog Page - Basic Search............................................................................................13Search Dialog Page - Advanced Search.....................................................................................16Wildcards....................................................................................................................................21

Miscellaneous Information.............................................................................................23Favorites.....................................................................................................................................23Getting Help...............................................................................................................................28Warnings and Errors...................................................................................................................31Access Keys................................................................................................................................36

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Manage Data

Understanding Transaction and Control Tables

Procedure

This topic explains how information used or entered in PeopleSoft is managed.

In this topic, you will learn:1. What is a transaction table2. What is a control table3. How you use transaction and control tables

Step Action

1. The PeopleSoft System resides in a relational database. A relational database consists of a series of tables that are related to at least one other table by key fields. The advantage of a relational database is that you only have to enter data into a table once and it will automatically populate related fields. This allows for greater data control and reporting accuracy.

Each table is comprised of rows and columns, just like a spreadsheet. Each row generally represents a record; while each column represents a field in a record.

2. To differentiate the many rows of data in a table, a key to the row (record) is required. A key can actually be one column (field) or more than one column (multiple fields).

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Step Action

EmplID is the record key for the Personal Data table. It is also one of two record keys for the Job Data table. The relationship between the Personal Data table and the Job Data table is EmplID. This relates the tables together.

3. The PeopleSoft System resides in a relational database. A relational database consists of a series of tables that are related to at least one other table by key fields. The PeopleSoft application store information in two types of tables – transaction tables and control tables.

You will need to understand how transaction and control tables work to effectively use the PeopleSoft application.In this topic, you will learn: 1. What is a transaction table 2. What is a control table 3. How you use transaction and control tables

4. Information in transaction tables is organized and stored by Business Unit. A Business Unit at the UNDP organization, is one of the various agencies or country offices such as UNDP1 UN Development Programme, EGY10 Egypt and IND10 India.

Transaction tables store data about day-to-day activities. Because of this, these tables are updated frequently and can be quite large. The type of transaction varies, such as invoices, paychecks, employee names and addresses, job history, benefits data.

Most field users will only be entering records into transaction tables. When you create an invoice, hire employee or update proposal information, you will be entering records into the respective Invoice, Employee and Proposal transaction tables.

5. Control tables defines the accounting structure and business rules that are used to process transactions in PeopleSoft. Control tables are generally static; they change only when you perform specific maintenance, appropriate to your business processes, organization structure or processing rules.

Control table information is organized and stored by a set identifier, commonly called a SetID. At UNDP, the default SetID is “SHARE”. Control tables include pay groups, pay calendars, departments and job codes. A TableSet is a subset of data within the control tales includes that defines the accounting structure and processing rules for a particular business unit or group of business units.

Most control tables are maintained at the UNDP Headquarters, such as Business Unit, Benefit Plans, Job Code etc. However, country offices and field users should still understand how a control table works since it defines the accounting structure and business rules that are used to process transactions in PeopleSoft.

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6. You will be using both transaction and control table information frequently. An example may be to update Bill information. You search for the bill using transaction information such as business unit, invoice number, bill status and customer name. Both business unit and invoice number are the keys in this Bill table. Business unit information however, is defined in a control table.

7. Congratulations! You have successfully completed Understanding Transaction and Control Tables. In this topic, you learned:

1. What is a transaction table2. What is a control table3. How you use transaction and control tablesEnd of Procedure.

Effective Dates

Procedure

The Effective Date is an important concept used in PeopleSoft to store time-dated information.

When multiple records have the same effective date, PeopleSoft uses Sequence Numbers to make each record unique. Entering two actions with the same effective date is particularly common when you need to track annual pay adjustments and career promotions that take effect on the same day.

The Effective Date:- Allows us to maintain history, current and future information.- Represents the date that the specific data change goes into effect.- Enables us to maintain a complete chronological history of all records.- Works as a cross-reference, as the system constantly compares the effective dates to information stored in other tables. This ensures that data you select from PeopleSoft is valid as of the desired effective date.

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Step Action

1. Effective Dates are used in many areas.

A Customer with multiple Bill To Options ...

2. ... A Vendor with a new Address ...

3. ... Or even an Employee with Work Location Changes ...

We will use the example of an Employee with Work Location Changes to explain how Effective Dates are used.

4. Assume today is July 1, 2003.

On January 1, 2003, the Employee was hired.


On May 1, 2003, the Employee received a Pay Rate Change.


On January 1, 2004, the Employee will receive a Promotion.


The Employee Hire on January 1, 2003 is History because the effective date is less than the effective date of the current row.

There can be more than one History row in the data table.


The Employee Pay Rate Change on May 1, 2003 is Current because there are no other records with a more recent effective date. To be Current, the date must also be less than or equal to the current date.

There can be only one Current row in the data table.


The Employee Promotion on January 1, 2004 is Future because it is after today's date.

There can be more than one Future row in the data table.

10. Congratulations! In this topic, you have learned:

- How PeopleSoft uses effective dates to store time-dated information.- How to identify history, current and future effective datesEnd of Procedure.

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Include/Correct/Updated/Display History

Procedure

Before you begin this topic, you should first review the Effective Dates topic with this lesson.

Using the Employee Job Data example, you will learn how information is processed through the use of effective dating.

Step Action

1.

2.

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Step Action

3.

4. In this example, we will search for an employee's Job Data record without using the Include History or Correct History features. You are actually choosing to display data or the Update/Display mode.

Step Action

5. Enter the desired information into the EmplID field. Enter "0000000003".

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Step Action

6. Click the Search (Alt+1) button.

7. You pulled up 4 records of this employee, including Future and Current dates.

Step Action

8. Click the Last link.

9. The last record of this employee displayed is "Current".

10. Now perform the same search of this employee using the Include History option.

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Step Action


12. Click the Include History option.


14. You pulled up 6 records of this employee, including Future, Current and History dates. But you will not be able to change Current and History history data.

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Step Action

15. Click the Last link.

16. The last record of this employee displayed is "History".

17. Enter the desired information into the *Effective Date field. Enter "31/12/1990".

18. Click the Save (Alt+1) button.

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Step Action

19. You are warned that you cannot change current or history records because you are not in Correction mode. Effective Date also changed back to previous valid value.

Click the OK button.

20. The history Effective Date field value cannot be changed because you are not in Correction mode.

21. Now perform the same search of this employee using the Correct History option.

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Step Action


23. Click the Correct History option.


25. You pulled up 6 records of this employee, including Future, Current and History dates.You will be able to change Future, Current and History history in Correct History mode.

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Step Action

26. Enter the desired information into the *Effective Date field. Enter "01/01/1988".


28. Since you were in Correct History mode, the history date change saved successfully.

29. You can return to the employee record without any Correction or History ability .Click the Update mode button.

30. Congratulations! In this topic, you learned how information is processed through the use of effective dating.End of Procedure.

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Search Records

Search Dialog Page - Basic Search

Procedure

PeopleSoft provides several different ways to search for specific records. In this topic, we explain the Basic Search.

Using PeopleSoft's Basic Search function works well when you have a specific ID number or other information item that can be used to retrieve the data needed.

If you do not have specifics, the Advanced Search function allows you to search the database using several values in combination. In most circumstances, this will allow you to narrow the range of data returned from the search enough to identify the desired records.

Step Action

1. The Search Dialog Page is often the first page you see when you perform a task in PeopleSoft.

It could help you find an existing Vendor ...

2. ... Or search for a Inquiry Name ...

3. ... Or locate Project information.

4. The pages work in a similar way, but differ in the search criteria fields available.

Only fields relevant to the desired search appear.

This is actually the Advanced Search page but you have the option to perform a basic search.

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Step Action

5. Click the Basic Search link.

6. This is the Basic Search Page for finding an existing Proposal. It has less search criteria options.

In this example, you will learn how to find a proposal using this page as an example.

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Step Action

7. In this example, you can choose to search for an existing Proposal from one of the valid field values.

Click the Search by list.

8. Select "Business Unit" from a list of search field options.

9. Enter the desired information into the = field. Enter "UNDP1".


11. A list of valid search results is returned. Select Proposal "00001162".

12. You have successfully searched for a Proposal using the Basic Search Dialog Page.

The strategy used here applies to any Basic Search within PeopleSoft.

13. Congratulations! In this topic, you learned to use the Basic Search Dialog Page.

PeopleSoft provides several different ways to search for specific records. In this topic, we explained the Basic Search function.

Remember, using PeopleSoft's Basic Search function works well when you have a specific ID number or other information item that can be used to retrieve the data

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Step Action

needed.

If you do not have specifics, the Advanced Search function allows you to search the database using several values in combination. In most circumstances, this will allow you to narrow the range of data returned from the search enough to identify the desired records.End of Procedure.

Search Dialog Page - Advanced Search

Procedure

PeopleSoft provides several different ways to search for specific records. In this topic, we explain the Advanced Search.

In the previous topic, we learned that using PeopleSoft's Basic Search function works well when you have a specific ID number or other information item that can be used to retrieve the data needed.

However, if you do not have specifics, the Advanced Search function allows you to search the database using several values in combination. In most circumstances, this will allow you to narrow the range of data returned from the search enough to identify the desired records.

Step Action

1. The Search Dialog Page is often the first page displayed when you perform a task in PeopleSoft.

Only fields relevant to the desired search appear.

The search pages are similar in functionality but may differ in the search criteria fields. Only fields relevant to that search are displayed.

For example, the Advanced Search Dialog Page for Journal Inquiry has only one search option - "Inquiry Name".

2. While the Advanced Search Dialog Page for finding a Proposal has 8 search options.

3. These options exists to help you narrow down the search. You are not required to use all available search options.

Search options that require a valid value will be marked with an asterisk.

4. Some fields have Query Operators in the Drop Down Arrow or List. Query operators are words like "And, Or, Begins With, Contains, Not Equal To," etc. Operators are used to help further narrow the search results.

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Step Action

For example, if you cannot remember the entire Employee ID, but remember it starts with a "9", you enter "9" in the EmplID field and choose the query operator "begins with".

5. As an example, we will explain how to use the advanced search page to find a proposal.

Step Action

6. Click the Business Unit list.Select "=".

7. Click the Look up Business Unit (Alt+5) button.

8. A list of UN Business Units is displayed.

In this example, select "UNDP1".

9. Click the Proposal Type list.

Select "=".

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Step Action

10. Click the Proposal Type list.You can choose from the list of valid values. Select "New".

11. You can also save the search criteria. This way, you can repeat the search easily in the future.

For example, you may need to review new UNDP proposals every week. If you save the search criteria, you will then be able to quickly conduct this type of search without having to enter the criteria again.

12. Decision: Please make a selection from the options listed below.

If you want to save the Search Name, click here.Go to step 13 on page 18

If you just want to run the query without saving the Search Name, click here.Go to step 22 on page 21

13. Click the Save Search Criteria button.

Step Action

14. Choose a descriptive name for this search. Enter "New UNDP1 Proposals".

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Step Action

15. Click the Save button.

Step Action

16. Your Search Name has been saved.

Click the Return to Advanced Search link.

17. The Search Criteria, which you saved, will be available in the Use Saved Search list.

18. Click the Use Saved Search drop down arrow.

When you select your saved search name, the criteria and search result will automatically display.

Select "New UNDP1 Proposals".

19. A list of search results meeting the search criteria is returned. Click the desired search result.

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Step Action

For this example, select "Proposal ID 00001161".

20. You have successfully searched for a Proposal using the Advanced Search Dialog Page.

21. Congratulations! In this topic, you learned how to use the Advanced Search Dialog Page.

PeopleSoft provides several different ways to search for specific records. In this topic, we explained the Advanced Search.

In the previous topic, we learned that using PeopleSoft's Basic Search function works well when you have a specific ID number or other information item that can be used to retrieve the data needed.

However, If you do not have specifics, the Advanced Search function allows you to search the database using several values in combination. In most circumstances, this will allow you to narrow the range of data returned from the search enough to identify the desired records.

End of Procedure. Remaining steps apply to other paths.

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Step Action


23. A list of search results meeting the search criteria is returned. Click the desired search result.

For this example, select - Proposal ID 00001161.

Go to step 20 on page 20

Wildcards

Procedure

PeopleSoft supports two wildcards. Wildcards can be used in place of letters or numbers in any PeopleSoft search.

In this lesson, you will learn how to use:% (Percent Sign) wildcard_ (Underscore Character) wildcard

Step Action

1. The % (Percentage Sign) wildcard can be used to substitute for any combination of letters or numbers. It can be used as the first character, the last character, or as a middle character in a search.

For example, H%ton could produce - Hamilton, Hilton, Haaston. %ilton could produce - Millton, Tilton, Hamilton. Hil% could produce - Hilton, Hilborn, Hilberg.

2. The _ (Underscore Character) can be used to substitute for any single letter or number at any point in the search.

For example, H_ton could produce - Hilton, Halton, Helton. _ilton could produce - Hilton, Tilton, Wilton.


Click here to learn how to use the % wildcard.Go to step 4 on page 22

Click here to learn how to use the _wildcard.Go to step 8 on page 22

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Step Action

4. Enter the desired information into the Vendor Name field. Enter "%A".


6. 42 search results meeting % wildcard criteria were found.

7. Congratulations! You have learned how to search using wildcards!End of Procedure. Remaining steps apply to other paths.

8. Enter the desired information into the Vendor Name field. Enter "_A".


10. 10 search results meeting _ wildcard criteria were found.

Go to step 7 on page 22

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Miscellaneous Information

Favorites

Procedure

PeopleSoft allows you to setup Favorites, which is the equivalent of Bookmarks in web browsers like Internet Explorer.

With Favorites, you can navigate easily to pages you use frequently.

Step Action

1. You may have to click through many menu items to get to a page and/or remember the menu path.

For example, to go to the Ledger Inquiry page, you step through 3 menu items.

Step Action

2. Click the General Ledger link.

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Step Action

3. Click the Review Journal/Ledger Data link.

4. Click the Ledger link.

5. You have just clicked through 3 menu items to get to the Ledger Inquiry search page.

If you have previously marked this page as a Favorite, you will not have to search through the menu list and can also arrive at the page in just 2 steps.

6. Click the My Favorites link.

7. Click the Ledger link.

8. You have been directed to the Ledger Inquiry page from My Favorites.

9. To add a Favorite page, click the Add to Favorites link.

Step Action

10. A default page name will automatically be populated in the Description field. You

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Step Action

can choose to keep it or rename the page.

Enter the desired information into the *Description field. Enter "Online Ledger Inquiry".

11. Click the Add to Favorites button.

12. You have just linked a page to My Favorites.


Click here to learn about editing Favorites.Go to step 14 on page 25

Click here to skip to the end of the topic.Go to step 23 on page 28

Step Action

14. Click the Edit Favorites link.

15. This is a list of all previously established Favorites. You can:

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Step Action

- Modify the description name- Change the sequence order in which the names are displayed- Delete a Favorite

Step Action

16. You can change the description name by typing the new name directly in the *Favorite field.

Enter the desired information into the *Favorite field. Enter "Ledger Inquiry".

17. To change the sequence in which the pages will display, enter the new display order in the sequence number field. The page links will display in order of smaller to larger.

Enter the desired information into the Sequence number field. Enter "3".

18. Changes will not take effect until you saved.Click the Save (Alt+1) button.

19. You can also delete a favorite page by clicking the Delete button for that page.Click the Delete row 1 (Alt+8) button.

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Step Action

20. A warning message will inform you that changes will not take effect until you saved.

Click the OK button.

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Step Action


22. Your changes have been saved in My Favorites.

23. In this topic, you learned how to create and edit a Favorite.End of Procedure.

Getting Help

Procedure

When you need help, you should proceed in this manner:

1. Refer to your training guide2. Refer to PeopleBook3. Consult your Super User

In this topic, you will learn how to refer to a PeopleBook.

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Step Action

1. To access PeopleBooks, click on the Help link.

You will be brought to the PeopleBook section related to this page.

2. All PeopleBooks will be made available to you.

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Step Action

3. You can go directly to the PeopleBook by clicking the link for that PeopleBook.

Click the Using PeopleBooks link.

4. You can search through the index of topics.Click the Index link.

5. Or use the Search function.Click the Search link.

6. Enter the desired information into the field. Enter "help".

7. Click the Search link.

8. Results matching your search criteria will return. You can then click on the appropriate link.

Click the Using the Document Pane link.

9. You can hide the reference pane.Click the Hide Reference Pane link.

10. And even print the pages from this PeopleBook. Click the Print button.

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Step Action

11. In this topic, you learned how to seek help for PeopleSoft issues. Specifically, you learned how to use a PeopleBook.End of Procedure.

Warnings and Errors

Procedure

When you are using PeopleSoft, sometimes Error Messages or Warnings will appear.

Error Messages tell you that some required information is missing and that you will not be able to proceed without completing the required information. Error Messages may appear in the form of a red-colored field, and/or an error message box.

Warnings serve to inform you of the consequences of the action you will make and you are prompted to confirm your desired action.

As you get more familiar with PeopleSoft and the processes you perform, the rate of user error will reduce. You will also better understand the result of your actions.

In this topic, you will learn:1. What is an Error Message2. What is a Warning3. What to do when you get an Error Message or Warning4. What to do when you do not understand an Error Message or Warning

Step Action

1. Error Messages tell you that some required information is missing and that you will not be able to proceed without completing the required information.

Required Fields, identified by the asterix ( * ) sign next to the field name, must be completed before you can save or update.

Sometimes, certain fields, though not required, must also have a valid value before you can proceed to save or update. You will receive an Error Message if you try to save or update before completing it with a valid value. These fields need not be on the same page, so you may have to review the other Tabs for other Required Fields.

2. In this example, to create an invoice, the User must complete the Customer field in the Header-Primary tab before saving.

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Step Action

3. Try clicking the Save button without completing the required fields.Click the Save (Alt+1) button.

4. In this example, there is both a red-colored field and an error message box.

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Step Action

5. Click the OK button.

6. The red-colored field will remain until PeopleSoft accepts a valid value.

Required fields must be populated with valid values. You must choose a value by typing the valid value directly in the field or by clicking the Look Up (Alt+5) button to search.

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Step Action

7. Enter the desired information into the *Customer field. Enter "1".

8. If you have met the minimum requirements by completing all the required fields, you will no longer receive the error message when you try to save.

Click the Save (Alt+1) button.

9. Notice you have successfully created an invoice. The Invoice Number is displayed.

10. Warnings serve to inform you of the consequences of the action you will make and you are prompted to confirm your desired action.

Make sure you do not dismiss a warning without first reading and understanding it. Certain actions, such as "Delete", maybe irreversible.

11. In this example, you will change the default currency of this invoice from "BAM" to "USD".

12. Click the Change Bill Currency button.

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Step Action

13. Enter the desired information into the New Currency Code field. Enter "USD".

14. Click the Ok (Enter) button.

15. A Warning appears to inform you of the consequences of the action you will make and you are prompted to confirm your desired action.

Make sure you read and understand the warning before dismissing it.

16. If you do not understand the Error Message or Warning, you should do the following:

1. Have the Message and Message Number ready. You can do a "screen shot" of the Message or take down the Message Number. The Message Number is the set of numbers in the parenthesis. In this example, the Message Number is "12500,205".

2. Then review your Training Manual.

3. If you cannot find the answer from your Training Manual, check with your assigned Super User. Be ready to provide this person with the Message or Message Number.

17. Congratulations! In this topic, you learned:

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Step Action

1. What is an Error Message2. What is a Warning3. What to do when you get an Error Message or Warning4. What to do when you do not understand an Error Message or WarningEnd of Procedure.

Access Keys

Procedure

An Access Key is an Alt key combination that replicates the cursor to a specified field on the current page.

In this lesson, you will learn:- how to use various Access Keys

Step Action

1. Access Keys can be very useful keyboard shortcuts for the user. There are 5 Access Keys available. We will review each shortcut and you can decide if you want to use them.


Alt 2 Enter - Return to SearchGo to step 3 on page 36

Alt 3 Enter - Next in ListGo to step 6 on page 37

Alt 4 Enter - Previous in ListGo to step 12 on page 39

3. [Alt+2+Enter] will bring you back to the Search Dialog page.

Click [Alt+2+Enter].

4. You have returned to the Search Dialog page.

5. End of Procedure. Remaining steps apply to other paths.

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Step Action

6. Point to the Vendor ID object.

7. Click the Search Results table.

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Step Action

8. Click in the Name 2 field.

9. Click in the Name 2 field.

10. Click in the *ShortName field.

11. End of Procedure. Remaining steps apply to other paths.

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Step Action

12. Point to the Vendor ID object.

13. Click the Search Results table.

14. End of Procedure.

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important people soft concepts

Documents

job data table

series of tables

data understanding transaction

personal data table

control tables procedure

control tables stepaction

greater data control

rows of data