Search Using the CONTRACT_SEARCH Query

In this topic you will learn how to Search Using the CONTRACT_SEARCH Query.

Scenario

Your department has forwarded a request for an item to you. The item is on State contract. In order to build the Contract Requisition, you will need to Search for the item in PeopleSoft and retrieve the information below for the item:

Vendor ID, PS Contract Number, and PS Line Number

When working in Production you will need to make a notation of the Vendor ID, PS Contract Number and PS Line Number to refer to when building the contract requisition.

Queries are predefined. A portion of the query name must be entered in order to retrieve the information required. The Query Name field is not case sensitive. Lower, upper or mixed case letters may be entered.

Queries can be run to two formats: HTML and Excel. Users should run their queries first to HTML to ensure all search results are retrieved.

Click the CONTRACT_SEARCH HTML link.

Enter the SETID. All Business Units share the same database from which the query will retrieve results. The SetID will always be SHARE and must be entered in ALL CAPS.

The search fields are case sensitive and information must be entered in ALL CAPS. You can utilize the wild card, % sign, to focus your search results. Placing a % sign before and after the search criteria will allow the system to look for and return every contract line containing the specified criteria.

Fields cannot be left blank for the query to run. All fields must be populated. You can use the % sign to populate blank fields.

Click the View Results button.

NOTE: If no results are returned, run the query again. Make sure all fields contain a % sign and the specified criteria are spelled correctly.

Click the Excel SpreadSheet link. This will open a new window.

Click the Close button to return to the search results page.

Click the Close button to return to Query Viewer.

Run to Excel

The system also provides the option of running the query directly to Excel.

Click the View Results button.

NOTE: If no results are returned, run the query again. Make sure all fields contain a % sign and the specified criteria are spelled correctly.

Click the Close button to return to the search results page.

Click the Close button to return to Query Viewer.

Item Search

To search for an item on contract, you must know all or part of one of the following search criteria:

• Vendor (Vendor ID Number);

• Item ID (from the item master);

• Category (first five digits of Commodity Code);

• Manufacturer ID (manufacturer or brand name);

• Vendor Item ID (model number);

• Vendor’s Catalog No. (if different from model number);

• Master Contract No. (if contract is a prime vendor/distributor contract);

• Description (item description); and/or

• Vendor Contract ID (vendor contract number)

Query Results

The query results display on the bottom of the page with the first 100 lines available for view. In this example, 235 lines are returned. Use the scroll area above the Base Price to view additional information.

Query Output Results

You may download the query results using either of the following:

Excel Spreadsheet - The results will display to a web page in Internet Explorer. The Excel functionalities (Data, Sort and Filter, Format, etc.) are available in the web page.

CSV Text File - CSV is an abbreviation for Comma Separated Value File. This type of file is not often used by general query users, but is available to you. The results download into Microsoft Excel. The data can then be sorted or filtered as needed.

The data contained in the spreadsheet can be sorted or filtered as needed. You may hover your mouse over the lines between the column headings to resize the column widths. The file may be saved to your computer.

Make a notation of the following information to reference when building your Contract Requisition:

Vendor ID __________

Vendor Contract ID __________

Line Number __________

Run Search

Just as shown when running the query to HTML, you must know all or part of one of the following search criteria:

• Vendor (Vendor ID Number);

• Item ID (from the item master);

• Category (first five digits of Commodity Code);

• Manufacturer ID (manufacturer or brand name);

• Vendor Item ID (model number);

• Vendor’s Catalog No. (if different from model number);

• Master Contract No. (if contract is a prime vendor/distributor contract);

• Description (item description); and/or

• Vendor Contract ID (vendor contract number)

The data contained in the spreadsheet can be sorted or filtered as needed. You may hover your mouse over the lines between the column headings to resize the column widths. The spreadsheet may be saved to your computer.

Make a notation of the following to use when building your Contract Requisition:

Vendor ID __________

Vendor Contract ID __________

Line Number ___________

You may flag this query as a favorite by clicking the Favorites list to the far right of the query name. Doing so creates a "My Favorite Queries" list. When running the query in the future, you can select it from the My Favorite Query list without having to enter information in the Search field.

Search Using the CONTRACT_SEARCH Query

This completes Search Using the CONTRACT_SEARCH Query.

Enter the SETID. All Business Units share the same database from which the query will retrieve results. The SetID will always be SHARE and must be entered in ALL CAPS.

Run Search

Just as shown when running the query to HTML, you must know all or part of one of the following search criteria:

Click the Reporting Tools link.

Click the Query link.

Click the Query Viewer link.

Enter the desired information into the Query Name field. Enter

a valid value

e.g.

"CONT"

Click the Search button.

Click the HTML link.

Enter the desired information into the SetID field. Enter

a valid value

e.g.

"SHARE"

Enter the desired information into the Description field. Enter

a valid value

e.g.

"%TRACHEAL%"

Enter the desired information into the Vendor field. Enter

a valid value

e.g.

"%"

Enter the desired information into the Item ID field. Enter

a valid value

e.g.

"%"

Enter the desired information into the Category field. Enter

a valid value

e.g.

"%"

Enter the desired information into the Mfg ID field. Enter

a valid value

e.g.

"%"

Enter the desired information into the Vnd Itm ID field. Enter

a valid value

e.g.

"%"

Enter the desired information into the Vndr Catlg field. Enter

a valid value

e.g.

"%"

Enter the desired information into the Master Cont No field. Enter

a valid value

e.g.

"%"

Enter the desired information into the Vendor Contract ID field. Enter

a valid value

e.g.

"%"

Click the View Results button.

Click the Excel SpreadSheet link.

Click the Open button.

Click the Close button.

Click the Excel link.

Enter the desired information into the SetID field. Enter

a valid value

e.g.

"SHARE"

Enter the desired information into the Description field. Enter

a valid value

e.g.

"%TRACHEAL%"

Enter the desired information into the Vendor field. Enter

a valid value

e.g.

"%"

Enter the desired information into the Item ID field. Enter

a valid value

e.g.

"%"

Enter the desired information into the Category field. Enter

a valid value

e.g.

"%"

Enter the desired information into the Mfg ID field. Enter

a valid value

e.g.

"%"

Enter the desired information into the Vnd Itm ID field. Enter

a valid value

e.g.

"%"

Enter the desired information into the Vndr Catlg field. Enter

a valid value

e.g.

"%"

Enter the desired information into the Master Cont No field. Enter

a valid value

e.g.

"%"

Enter the desired information into the Vendor Contract ID field. Enter

a valid value

e.g.

"%"

Click the View Results button.

Click the Close button.

Click the Home link.

Click the Open button.