Summary

The Query Manager window is used to generate a Query Manager report using a template that has already been created using the Reporting Tools palette (GL> Reporting Tools> Query Manager).

Step by Step

1     Open the Query Manager window (GL> Reports> Query Manager).

2     Configure the report.

• The Report Name drop-down menu is used to select the report template you would like to generate. Only Query Manager report templates that have been created using the Reporting Tools palette will display in the drop-down menu (GL> Reporting Tools> Query Manager).
  • If filters have been added to the query manager template (GL> Reporting Tools> Query Manager> Open a report template> Filters tab), the filters will populate in the window.
  • If you are using the Report Group and Report Sub Group functionality below, this field will be cleared and disabled.
• The Report Group and Report Sub Group fields are used to generate a set of Query Manager reports that are grouped into the selected Report Group or Report Sub Group. These are optional fields and should only be used if your organization utilizes Query Manager groups.
  • If you select a Report Group and a Report Sub Group, all of the Query Manager reports associated with that Report Sub Group will be printed.
  • If you select a Report Group but do not select a Report Sub Group, all of the Query Manager reports associated with all of the Report Sub Groups in the selected Report Group will be printed.
  • Query Manager Report Groups and Sub Groups are created and maintained on the Query Manager Group Maintenance window (GL> Maintenance> Query Manager Groups).
  • Query Manager reports are grouped into reporting groups and reporting sub groups on the Query Manger report template maintenance window (GL> Reporting Tools> Query Manager> General tab> Report Group and Report Sub Group fields).
  • As with any other Query Manager report, all the grouped reports generated using the Report Group and Report Sub Group functionality can still be configured using the fields below with one exception. When using Query Manager grouping functionality, the Section Types field below will be disabled and the section types selected on the Query Manger Maintenance window will be used.
• The Account From and Account To fields are used to select the GL accounts you would like to display on the report. Click the Account From or Account To field search icon   to select a GL account from a list.
  • Enter the same GL account number in the Account From and Account To fields if you would like to include a single GL account on the report.
• The Budget Group field is used to filter the accounts included in the report by those associated with the selected Budget Group.
• The Print To drop-down menu is used to select how the report will be generated.
  • Select PDF if you would like to generate a PDF of the report. When you click the Print icon  , the application server will generate the report and then it can be opened using the Jobs Viewer or View Reports window.
  • Select Excel if you would like to generate a Microsoft Excel spreadsheet of the report. The report will be processed on the application server just like a PDF report. Once the job has been completed, you can open the Microsoft Excel spreadsheet by clicking on the completed job on the Jobs Viewer window.
• The Date Type drop-down menu is used to select the type of date that will be used to filter the transactions included on the report.
  • Select Date if you would like to filter the transactions on the report by journal entry date.
    • The journal entry date of a journal entry is generally defined during the GL Distribution step of a batch process.
• The Date From and Date To fields are used to filter the transactions that display on the report by journal entry date.
  • The journal entry date of a transaction is generally defined during the GL Distribution step of a batch process.
• The Fiscal Period From and Fiscal Period To fields are used to filter the journal entries that display on the report by the fiscal period.
  • You can view the fiscal period attach to a journal entry using the display journal entries feature (GL> Display> Journal Entries> Filter the journal entries that display in the window> Fiscal Period column).
• The Fiscal Year From and Fiscal Year To fields are used to filter the journal entries that display in the report by the fiscal year.
• Select a report layout in the Orientation field.
• The Journal Entry Number field is used to filter the journal entries that display on the report by journal entry number. Journal entries are assigned a sequential number when they are created and the journal entry number sequence is reset at the beginning of each fiscal period. For example, if you enter 1 in this field and include more than one fiscal period on the report, the report will include the first journal entry of each fiscal period.
• The Use Period Budgeting toggle will not affect the report output as Period Budgeting has not yet been implemented in Version 7.
• The System field is used to filter the journal entries that display on the report by the module that was used to generate them. For example, check the PR toggle if only journal entries generated in the Payroll module should be included on the report.
  • Click the toggle next to the field title to include all modules.
• The ALFRE field is used to filter the general ledger accounts that display on the report by the ALFRE designation attached to the GL account.
  • GL accounts inherit an ALFRE designation from the account type (GL> Maintenance> Chart of Accounts> General tab> Account Type field).
• The Section Types field is used to select additional Fund, Department and Account filter options that were set up when the selected Query Manager Report was created (GL> Reporting Tools> Query Manager).

3     Print the report.

• Once the required report settings have been specified, click the Print button to print your report.
• Click the options arrow on the right side of the Print button to see other print options.
  • Select Send PDF to Job Viewer to print the report in the default Springbrook format.
  • Select Send Excel to Job Viewer to export the report data to an Excel spreadsheet as unformatted data.
  • Select Send Excel (Formatted) to Job Viewer to export the report data to an Excel spreadsheet that includes much of the Springbrook formatting found on the printed version of the report.
• Click the Schedule icon next to the Print button in order to schedule the report to generate at a later date and time.
  • Scheduled printing has not yet been enabled for reports generated from process batches. This functionality will be released in an upcoming service pack.
• Users can also regenerate a report with the same configuration as a prior report via the report history section. This can help improve efficiency when an identical report is frequently generated.
  • Once a report has been generated, the date and time it was generated will display in the report history accessed via the Expand Arrow button on the right side of the window.
  • Expand the report history and click on a previous report record to automatically populate the report criteria with the criteria specified on the previously generated report. This section will display the last three times the report was generated.