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Important People Soft Concepts
Important People Soft Concepts
Important People Soft Concepts
Training Guide
Important PeopleSoft Concepts
Table of Contents
Manage Data......................................................................................................................1
Understanding Transaction and Control Tables..........................................................................1
Effective Dates...........................................................................................................................3
Include/Correct/Updated/Display History..................................................................................5
Search Records.................................................................................................................13
Search Dialog Page - Basic Search...........................................................................................13
Search Dialog Page - Advanced Search....................................................................................16
Wildcards.................................................................................................................................21
Miscellaneous Information.............................................................................................23
Favorites...................................................................................................................................23
Getting Help.............................................................................................................................28
Warnings and Errors.................................................................................................................31
Access Keys.............................................................................................................................36
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Training Guide
Important PeopleSoft Concepts
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 table
2. What is a control table
3. How you use transaction and control tables
Step
1.
Action
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.
4.
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.
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
1.
Action
Effective Dates are used in many areas.
A Customer with multiple Bill To Options ...
2.
3.
4.
5.
6.
7.
8.
9.
10.
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Important PeopleSoft Concepts
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.
Step
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.
Action
5.
Enter the desired information into the EmplID field. Enter "0000000003".
6.
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Step
7.
Step
Action
You pulled up 4 records of this employee, including Future and Current dates.
Action
8.
9.
10.
Now perform the same search of this employee using the Include History option.
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Step
Action
11.
Enter the desired information into the EmplID field. Enter "0000000003".
12.
13.
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.
16.
17.
Enter the desired information into the *Effective Date field. Enter "31/12/1990".
18.
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Step
19.
Action
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
22.
Enter the desired information into the EmplID field. Enter "0000000003".
23.
24.
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".
27.
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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Important PeopleSoft Concepts
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
1.
Action
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.
3.
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.
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
7.
Action
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.
9.
10.
11.
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
needed.
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Step
Action
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.
Action
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.
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
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Step
Action
with".
5.
Step
As an example, we will explain how to use the advanced search page to find a
proposal.
Action
6.
7.
8.
9.
10.
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Step
11.
Action
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.
13.
Step
If you just want to run the query without saving the Search Name, click here.
Go to step 22 on page 20
Action
14.
Choose a descriptive name for this search. Enter "New UNDP1 Proposals".
15.
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Step
16.
Action
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.
19.
A list of search results meeting the search criteria is returned. Click the desired search
result.
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
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Step
Action
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.
Step
Action
22.
23.
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.
Go to step 20 on page 19
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
1.
Action
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.
3.
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Step
Action
4.
Enter the desired information into the Vendor Name field. Enter "%A".
5.
6.
7.
8.
Enter the desired information into the Vendor Name field. Enter "_A".
9.
10.
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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
1.
Action
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
2.
Action
Click the General Ledger link.
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Step
Action
3.
4.
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.
7.
8.
You have been directed to the Ledger Inquiry page from My Favorites.
9.
Step
10.
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Action
A default page name will automatically be populated in the Description field. You can
choose to keep it or rename the page.
Training Guide
Important PeopleSoft Concepts
Step
Action
Enter the desired information into the *Description field. Enter "Online Ledger
Inquiry".
11.
12.
13.
Step
Action
14.
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Step
Action
- Delete a Favorite
Step
16.
Action
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.
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
20.
Action
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
21.
22.
23.
Getting Help
Procedure
When you need help, you should proceed in this manner:
1. Refer to your training guide
2. Refer to PeopleBook
3. Consult your Super User
In this topic, you will learn how to refer to a PeopleBook.
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Step
1.
Action
To access PeopleBooks, click on the Help link.
You will be brought to the PeopleBook section related to this page.
2.
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Step
3.
Action
You can go directly to the PeopleBook by clicking the link for that PeopleBook.
Click the Using PeopleBooks link.
4.
5.
6.
7.
8.
Results matching your search criteria will return. You can then click on the appropriate
link.
Click the Using the Document Pane link.
9.
10.
And even print the pages from this PeopleBook. Click the Print button.
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Step
11.
Action
In this topic, you learned how to seek help for PeopleSoft issues. Specifically, you
learned how to use a PeopleBook.
End of Procedure.
Action
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.
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.
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Step
Action
13.
Enter the desired information into the New Currency Code field. Enter "USD".
14.
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.
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Step
Action
4. What to do when you do not understand an Error Message or Warning
End 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.
2.
3.
4.
5.
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Step
Action
6.
7.
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Step
Action
8.
9.
10.
11.
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Step
Action
12.
13.
14.
End of Procedure.
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