Define User Preferences in FSCM

In addition to security roles assigned to a User Profile, staff in finance will need additional security setup to properly manage financial transactions in the FSCM pillar.  Every employee is granted the ZZ PeopleSoft User role dynamically and will need basic 'Overall Preferences' defined, but those performing administrative tasks within FSCM will also require additional setup unique to the specific security roles they have been assigned.  Click the security role 'foldable' links below for specific details about the setup needed for each role.

Security role needed to grant access to Define User Preferences and User Preferences Report pages in the Finance pillar: ZZ Local Security Admin

Navigation:

  • NavBar> Navigator> Set Up Financials/Supply Chain> Common Definitions> User Preferences> Define User Preferences
  • NavBar> Navigator> Set Up Financials/Supply Chain> Common Definitions> User Preferences> User Preferences Report
ZZ PeopleSoft User [All Employees] - Overall Preferences (required)

Overall Preferences - All Employees

Every employee will be automatically granted the ZZ PeopleSoft User role and must have their Overall Preferences defined in FSCM in order for the Expenses functions to properly work.  All employees are assigned access to the Expenses tile for Travel Authorizations, Cash Advance Requests (if allowed by the college*) and Expense Reporting.  The entered values become the user's default values in business unit and SetID search fields.

NOTE: Before establishing Overall Preferences, the user must have a security User Profile established in the Finance pillar with the Primary and Row Level Permissions for their institution set on their security User Profile.

  1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
  2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order) and
  3. Click Search, if only one record matches the search criteria, the page will open for that user.
  4. If more than one search result is returned, click on the user in question to open the page for that user.

 

Define User Preferences - Search Criteria
  1. On the User Preferences page, under General Preference, click the link for Overall Preference.
Define User Preferences - Overall Preference
  1. The Overall Preferences tab will display, showing the User ID and Name of the user.
  2. Click the Look Up (spy glass) icon to select the appropriate Business Unit:
    • WA010 - Peninsula College
    • WA030 - Olympic College
    • WA110 - Pierce District
    • WA130 - Lower Columbia College
    • WA140 - Clark College
    • WA170 - Spokane District
    • WA220 - Tacoma Community College
  3. The SetID will automatically populate with the Business Unit, but must be changed to WACTC - SBCTC HQ.
  4. Click Save.
Overall Preferences - Business Unit and Set ID

As of Date: Displays the default as of date for the Combo Edit process.
Localization Country: Displays the default localization country for this user ID, for the ctcLink system the value would be USA.
Alternate Character Enabled: Checking this box activates alternate description buttons or links, which appear to the right of fields on many of the application pages. Click a button or link to enter or display alternate characters on the auxiliary page that appears. Not required for every employee, but recommended for administrative staff working in the finance pillar.
Display Debit/Credit Amounts in Subsystems: Checking this box displays debit and credit amounts of the default business unit on journal entry and inquiry pages. A subsystem is any PeopleSoft application, such as Payables or Receivables, that contributes entries to PeopleSoft General Ledger. Not required for every employee, but recommended for administrative staff working in the finance pillar.

* Colleges who have decided not to allow Cash Advances at their institution during initial configuration would not have a check box in their Advanced Options for "Allow Advance" on the Expenses Definition component, on the Business Unit 1 tab. Navigation: Set Up Financials/Supply Chain>Business Unit Related>Expenses>Expenses Definition.

 

ZZ Payment Creation - User Preferences: Paycycle

Finance administrative system users who have been assigned the ZZ Payment Creation role will also require Overall Preferences defined and the Paycycle Product Preference defined.

The User Preference definition for Paycycle is for defining a default output destination for the Pay Cycle Manager and the Express Payment Manager components (PYCYCL_MGR and EXP_PYCYCL_MGR, respectively). These default values are not required to perform any pay cycle process.

  1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
  2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
  3. Click Search, if only one record matches the search criteria, the page will open for that user.
  4. If more than one search result is returned, click on the user in question to open the page for that user.
User Preferences - Search Criteria
  1. On the User Preferences page, under Product Preference, click the link for Paycycle.
User Preferences - Product Preference - Pay Cycle
  1. The Paycyle tab will display, showing the User ID and Name of the user.
  2. In the Output Destination section enter:
    Server File Destination: Enter the default output destination for files for your institution. When specifying the server file destination, a meta string (e.g. %OutputDirectory%) is not permitted, rather the full directory path followed by a backslash is required.  The file path required for ctcLink is the output storage location for the Positive Pay file path. Enter a file path that aligns to the format shown below, where WAnnn is the institution code (e.g. WA010 =  Peninsula College or WA140 = Clark College).
    Format: /FSOUT/I-056_PositivePay/WAnnn/BofA/Data/
    Server Destination Printer: Leave Blank
    Server: PSUNX
    Email ID: Enter user's email address to receive payment error notifications.  Field limitation is 70 characters.
  3. Click Save.
Pay Cycle - Output Destination Values
ZZ Payment Processing - User Preferences: Process Group

This additional User Preference definition is relevant for those processing payments in either Accounts Payable or Expense Processing, specifically Processing an Ex Pay Cycle.  With the ZZ Payment Processing role, setting up the relevant Process Group definition is required to set to controls for the on-demand features on transaction pages accessible with this role. It is recommended to establish each user with the specific access associated with their job duties and is not recommended to simply copy one user's access to another user as this could lead to overallocation of access.  However, there are situations where a group of staff within a single department all require the same access to perform similar work.  In that case, the COPY function provides the ability to apply all Process Group definitions from one to use another without having to search and enter each Source Transaction and Process Group combination. Be judicious in its use to prevent audit concerns.

  1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
  2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order) and
  3. Click Search, if only one record matches the search criteria, the page will open for that user.
  4. If more than one search result is returned, click on the user in question to open the page for that user.
User Preferences - Search Criteria

 

  1. In the General Preference section, click Process Group.
  1. On the Process Group page, ensure the Allow Processing check box is check.
  2. In the Source Transaction section, click the Look Up (spy glass) icon and select: PYMNCNCL - Payment Cancellation
  3. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • PAYPOSTGL - Payment Post and Journal Generate
    • PAYVCHRJG - Payment, Voucher Post and Jrnl Gen
    • PAYVCHRPST - Payment Post and Voucher Post
    • PYCNCLPOST - Payment Post
    • PYMNTPOST - Payment Post

 

  1. When done entering process groups, click Save.
  2. Click Return to Search.
ZZ Procurement Contract Entry - User Preferences: Procurement - Contract Process

Finance administrative system users who have been assigned the ZZ Procurement Contract Entry role will also require Overall Preferences defined and the Procurement Product Preference, Contract Process section defined.

Prior to setting up this user preference for the user in question, you will need to get approval from their manager for what this user will be allowed to do with contracts, specifically, can they:

Approve a contract?
Create new contract versions?
Put a contract on hold?
Cancel a contract?
Release Purchase Order contracts?
Release Accounts Payable contract?  

Once you have this information you can begin to set up the user preference definition for this role.

Note: While a user can have the ability to Create and Approve a contract, at no time should a user be creating and approving the contract they created.

  1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
  2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
  3. Click Search, if only one record matches the search criteria, the page will open for that user.
  4. If more than one search result is returned, click on the user in question to open the page for that user.
Desktop
  1. On the User Preferences page, under Product Preference, click the link for Procurement.
Product Preference - Procurement
  1. On the Procurement page, first complete the production default information:

LOCATION: Use the Look Up (spy glass) icon to search for the Accounts Payable Invoice location.

WA010 = PE000000AP - AP Invoice Location
WA030 = AP INVOICE - Accounts Payable Invoice
WA110 = ACCT.PAYBL - AP Business Address
WA130 = LCFINAP001 - ACCOUNTS PAYABLE
WA300 = AP00000001 - AP Invoicing Address

ORIGIN: Use the Look Up (spy glass) icon to search for the origin of ONL (Online).

DEPARTMENT: Select a default department or leave blank. If left blank, the Department value will need to be manually entered any time a voucher is created.

SHIP TO LOCATION:  Enter a default shipping location.  If a college has more than one shipping location, select the most common location where the individual user, when they create a voucher will have the majority of shipping received. Can be updated by the user to choose an alternate location when the voucher created.

REQUESTER: Enter a default requester.  Typically this would be the User ID, unless this user is an administrative assistant who creates requisitions on behalf of their manager, then the manager's User ID would be entered. Used to populate the Requester field on a requisition, can be edited.

BUYER: Enter a default Buyer.  Typically a college will only have a few specified buyers.  Enter the primary buyer to be associated with this user.

  1. Click Save.
  1. Next, click the Contract Process link to continue configuring.
  2. In the top section of the Contract Process page, in the Contract Process section, click the Contract Status drop-down menu and select Open.
  3. Ensure the check boxes align to the information below:

APPROVE CONTRACTS: If Checked, allows this user to approve procurement contracts.
ENTER CONTRACTS/NEW VERSION: If selected allows this user create contracts and new contract versions.
HOLD CONTRACTS: If selected allows this user to place procurement contracts on hold.
CLOSE CONTRACTS: Do NOT select. We do not close procurement contracts in ctcLink.
CANCEL CONTRACT: If selected allows this user to cancel procurement contracts.
ALLOW PO CONTRACT RELEASE: If selected allows this user to release accounts payable contracts.

Contract Process Pop-Up Window
  1. In the top section of the Contract Process page, in the Default Display section, click the Process Option Look Up (spy glass) icon to select a value for this required field.  Select a default Process Option for this user, by picking one of the two authorized options:
    • AP (Recurring Voucher)
    • PO (Purchase Order)

The following options are not used in the ctcLink system:

  • BPO (Release to Single PO Only) [Not Used]
  • DST (Distributor) [Not Used]
  • GN (General Contract) [Not Used]
  • GRPM (Group Multi Supplier) [Not Used]
  • GRPS (Group Single Supplier) [Not Used]
  • MFG (Manufacturer) [Not Used]
  • PADV (Prepaid Voucher with Advance PO) [Not Used]
  • PPAY (Prepaid Voucher) [Not Used]
  • RPOV (Recurring PO Voucher) [Not Used]
  • SPP (Special Purpose) [Not Used]
  1. Selecting the Process Option field will automatically populate the Contract Style field value of AP or PO.
  1. In the Default Display section, select a group box option that you want to apply for this user. The value you select controls how the group box initially appears on the Contract page. Valid values for the group boxes are:
    • Collapsed: Select to collapse (hide) the group box when the user initially accesses the Contract page.
    • Open: Select to expand (open) the group box when he user initially accesses the Contract page.
  2. Click OK.
  3. Click Save.
ZZ Purchase Order Entry - User Preferences: Procurement - Purchase Order Authorizations

Finance administrative system users who have been assigned the ZZ Purchase Order Entry role will also require Overall Preferences defined and the Procurement Product Preference, Purchase Order Authorizations section defined.

  1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
  2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
  3. Click Search, if only one record matches the search criteria, the page will open for that user.
  4. If more than one search result is returned, click on the user in question to open the page for that user.

 

User Preferences - Search Criteria
  1. On the User Preferences page, under Product Preference, click the link for Procurement.
Product Preference - Procurement
  1. On the Procurement page, first complete the production default information:

LOCATION: Use the Look Up (spy glass) icon to search for the Accounts Payable Invoice location.

WA010 = PE000000AP - AP Invoice Location
WA030 = AP INVOICE - Accounts Payable Invoice
WA110 = ACCT.PAYBL - AP Business Address
WA130 = LCFINAP001 - ACCOUNTS PAYABLE
WA300 = AP00000001 - AP Invoicing Address

ORIGIN: Use the Look Up (spy glass) icon to search for the origin of ONL (Online).

DEPARTMENT: Select a default department or leave blank. If left blank, the Department value will need to be manually entered any time a voucher is created.

SHIP TO LOCATION:  Enter a default shipping location.  If a college has more than one shipping location, select the most common location where the individual user, when they create a voucher will have the majority of shipping received. Can be updated by the user to choose an alternate location when the voucher created.

REQUESTER: Enter a default requester.  Typically this would be the User ID, unless this user is an administrative assistant who creates requisitions on behalf of their manager, then the manager's User ID would be entered. Used to populate the Requester field on a requisition, can be edited.

BUYER: Enter a default Buyer.  Typically a college will only have a few specified buyers.  Enter the primary buyer to be associated with this user.

  1. Click the Purchase Order Authorizations link.
  1. On the Purchase Order Authorizations page, check the appropriate boxes under the Allowed Purchase Order Actions section:

APPROVAL: Check the box to make the user a Purchase Order Approver.
CANCEL: Check the box to allow the user to cancel a Purchase Order.
DELETE: Check the box to allow the user to access to delete a Purchase Order.
CLOSE: This functionality is not supported in ctcLink.  Leave box unchecked to prevent closure of a Purchase Order.
REOPEN: Check the box to allow the user to reopen Purchase Order.

Can Work Approved POs: Check the box to allow the user to change a purchase order that has already been approved or dispatched.
Can Dispatch Un-Approved POs: Check the box to allow the user to dispatch purchase orders with a status of pending approval. (Optional)
Full Authority for All Buyers
: Not recommended to check the box to allow the user to add, update, cancel, and close purchase orders for all buyers as the 'Close' option is not supported in ctcLink.  
    Note: If this option is selected, no additional entries need to be configure on the rest of the page.
    Override Non-Qualified POs for Close: Check the box to allow the user to close unqualified purchase orders. (Optional)
Rebate ID Security Control:
 Select “View Only

  1. If the user is allowed to buy on behalf of another user, In the Buyers User Authorization section, enter the User ID of the Buyers for whom this user can enter Purchase Orders. For EACH Buyer, check the box for what the user is authorized to do with Purchase Orders on their behalf:
    • Add
    • Update
    • Cancel
    • Delete
    • Close [Not a Valid Option]
    • Reopen
  2. Click OK.
  3. Click Save.
ZZ Purchase Order Processing - User Preferences: Procurement - Purchase Order Authorizations

Finance administrative system users who have been assigned the ZZ Purchase Order Processing role will also require Overall Preferences defined and the Procurement Product Preference, Purchase Order Authorizations section defined.

  1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
  2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
  3. Click Search, if only one record matches the search criteria, the page will open for that user.
  4. If more than one search result is returned, click on the user in question to open the page for that user.

 

User Preferences - Search Criteria
  1. On the User Preferences page, under Product Preference, click the link for Procurement.
Product Preference - Procurement
  1. On the Procurement page, first complete the production default information:

LOCATION: Use the Look Up (spy glass) icon to search for the Accounts Payable Invoice location.

WA010 = PE000000AP - AP Invoice Location
WA030 = AP INVOICE - Accounts Payable Invoice
WA110 = ACCT.PAYBL - AP Business Address
WA130 = LCFINAP001 - ACCOUNTS PAYABLE
WA300 = AP00000001 - AP Invoicing Address

ORIGIN: Use the Look Up (spy glass) icon to search for the origin of ONL (Online).

DEPARTMENT: Select a default department or leave blank. If left blank, the Department value will need to be manually entered any time a voucher is created.

SHIP TO LOCATION:  Enter a default shipping location.  If a college has more than one shipping location, select the most common location where the individual user, when they create a voucher will have the majority of shipping received. Can be updated by the user to choose an alternate location when the voucher created.

REQUESTER: Enter a default requester.  Typically this would be the User ID, unless this user is an administrative assistant who creates requisitions on behalf of their manager, then the manager's User ID would be entered. Used to populate the Requester field on a requisition, can be edited.

BUYER: Enter a default Buyer.  Typically a college will only have a few specified buyers.  Enter the primary buyer to be associated with this user.

  1. Click the Purchase Order Authorizations link.
  1. On the Purchase Order Authorizations page, check the appropriate boxes under the Allowed Purchase Order Actions section:

APPROVAL: Check the box to make the user a Purchase Order Approver.
CANCEL: Check the box to allow the user to cancel a Purchase Order.
DELETE: Check the box to allow the user to access to delete a Purchase Order.
CLOSE: This functionality is not supported in ctcLink.  Leave box unchecked to prevent closure of a Purchase Order.
REOPEN: Check the box to allow the user to reopen Purchase Order.

Can Work Approved POs: Check the box to allow the user to change a purchase order that has already been approved or dispatched.
Can Dispatch Un-Approved POs: Check the box to allow the user to dispatch purchase orders with a status of pending approval. (Optional)
Full Authority for All Buyers
: Not recommended to check the box to allow the user to add, update, cancel, and close purchase orders for all buyers as the 'Close' option is not supported in ctcLink.  
    Note: If this option is selected, no additional entries need to be configure on the rest of the page.
    Override Non-Qualified POs for Close: Check the box to allow the user to close unqualified purchase orders. (Optional)
Rebate ID Security Control:
 Select “View Only

  1. If the user is allowed to buy on behalf of another user, In the Buyers User Authorization section, enter the User ID of the Buyers for whom this user can enter Purchase Orders. For EACH Buyer, check the box for what the user is authorized to do with Purchase Orders on their behalf:
    • Add
    • Update
    • Cancel
    • Delete
    • Close [Not a Valid Option]
    • Reopen
  2. Click OK.
  3. Click Save.
ZZ Quick Invoice Entry - User Preferences: Procurement - Payables Online Vouchering and Process Group

Finance administrative system users who have been assigned the ZZ Quick Invoice Entry role will also require Overall Preferences defined and the Procurement Product Preference, Purchase Order Authorizations section defined in addition to completing the Quick Invoice Configuration section.

  1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
  2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
  3. Click Search, if only one record matches the search criteria, the page will open for that user.
  4. If more than one search result is returned, click on the user in question to open the page for that user.

 

User Preferences - Search Criteria
  1. On the User Preferences page, under Product Preference, click the link for Procurement.
Product Preference - Procurement
  1. On the Procurement page, first complete the production default information:

LOCATION: Use the Look Up (spy glass) icon to search for the Accounts Payable Invoice location.

WA010 = PE000000AP - AP Invoice Location
WA030 = AP INVOICE - Accounts Payable Invoice
WA110 = ACCT.PAYBL - AP Business Address
WA130 = LCFINAP001 - ACCOUNTS PAYABLE
WA300 = AP00000001 - AP Invoicing Address

ORIGIN: Use the Look Up (spy glass) icon to search for the origin of ONL (Online).

DEPARTMENT: Select a default department or leave blank. If left blank, the Department value will need to be manually entered any time a voucher is created.

SHIP TO LOCATION:  Enter a default shipping location.  If a college has more than one shipping location, select the most common location where the individual user, when they create a voucher will have the majority of shipping received. Can be updated by the user to choose an alternate location when the voucher created.

REQUESTER: Enter a default requester.  Typically this would be the User ID, unless this user is an administrative assistant who creates requisitions on behalf of their manager, then the manager's User ID would be entered. Used to populate the Requester field on a requisition, can be edited.

BUYER: Enter a default Buyer.  Typically a college will only have a few specified buyers.  Enter the primary buyer to be associated with this user.

  1. Click the Purchase Order Authorizations link.
  1. On the Payables Online Vouchering page, in the Default Values section.
  2. ORIGIN: Use the Look Up (spy glass) icon and select ONL.
  3. In the Operator Voucher Authorities section, ensure the following check boxes are set as recommended:
    • Pay Unmatched Vouchers: Leave the box unchecked.
    • Copy Matched and Closed PO: Leave the box unchecked.
    • Override Accounting Date Edit: Leave the box unchecked.
    • Pay Unmatch Amt: Leave blank.
  4. In the Online Voucher Processing section, ensure the following check boxes are set as recommended:
  5. Click the link to Security for Voucher Styles.
  1. On the Voucher Styles page, ensure the following check boxes are set as recommended:
    • Allow Regular Voucher: Check the box to allow regular vouchers.
    • Allow Register Voucher: (Leave Blank)
    • Allow Prepay Voucher: (Leave Blank)
    • Allow Journal Voucher: Check the box to allow journal vouchers.
    • Allow Adjustment Voucher: Check the box to allow voucher adjustments.
    • Allow Third Party Voucher: Check the box to allow third party vouchers.
    • Allow Template Voucher: Check the box to allow template vouchers.
    • Allow Reversal Voucher: Check the box to allow reversal vouchers.
    • Allow Single Payment Voucher: Check the box to allow single payment vouchers.
    • Allow Claim Voucher: (Leave Blank).
    • Allow Amortization Voucher: (Leave Blank).
  2. Click Ok to close the Voucher Styles page and return to complete the Payables Online Vouchering page.
Voucher Styles Pop-Up Window
  1. After returning to the Payables Online Voucher page, in the Online Voucher Processing section, ensure the following boxes are set as recommended:
    • Do Not Check Voucher Amount: Check the box to not check voucher amounts to prevent the system form performing an edit during online voucher entry against the voucher gross amount.
    • Check Voucher Amount: Leave blank to prevent the system form performing an edit during online voucher entry against the voucher gross amount.
    • Entry Limit: Leave blank, as this field is only used when checking voucher amounts.
    • Prepay Limit: Leave blank, as this field is only used when checking voucher amounts.
    • Currency: Leave blank, as this field is only used when checking voucher amounts and specifying an Entry Limit.
    • Rate Type: Leave blank, as this field is only used when checking voucher amounts and specifying an Entry Limit.
    • Enter Vouchers Only in Groups: Leave blank, as selecting would only allow the user to enter only vouchers that are attached to a control group ID as defined on the Control Group Information page and is not a recommended limitation in ctcLink.
    • Post Vouchers: For "processors" to post approved vouchers check the box, for "entry only" do not check the box to post approved vouchers.
    • Manually Scheduled Payments: Check the box to allow the ability to manually schedule payments.
    • Authority to Override Match: Leave the box unchecked.
    • Record Payments: Check the box to allow the ability to record payments.
    • Override Withhold Calculation: (Leave Blank)
  1. On the Payables Online Voucher page, in the Quick Invoice Configuration section, ensure the following boxes are set as recommended:
    • Req. Valid Chart Field Combo's: Check the box for the system to automatically validate ChartField combinations on Quick Invoice vouchers. If the ChartField combination is invalid, the system prevents the user from saving the voucher.
    • Require Balanced Invoice: Check the box for the system to automatically perform balancing algorithms on Quick Invoice vouchers. If the vouchers are out of balance, the system prevents the user from saving the voucher.
  2. Click Ok.
  1. On the Procurement page, click Save.
  2. Click on the User Preference tab.
  3. In the General Preference section, click on the Process Group link.
General Preference - Process Group

With the ZZ Quick Invoice Entry role, setting up the relevant Process Group definition is required to set to controls for the on-demand features on transaction pages accessible with this role. It is recommended to establish each user with the specific access associated with their job duties and is not recommended to simply copy one user's access to another user as this could lead to overallocation of access.  However, there are situations where a group of staff within a single department all require the same access to perform similar work.  In that case, the COPY function provides the ability to apply all Process Group definitions from one to use another without having to search and enter each Source Transaction and Process Group combination. Be judicious in its use to prevent audit concerns.

  1. On the Process Group page, ensure the following boxes are checked:
    • Allow Processing: Check the box to allow the ability to allow processing.
    • Use Event Notification: Check the box to allow the ability to use Event Notification.
  2. In the Source Transaction section, click the Look Up (spy glass) icon and select: VOUCHER - Voucher Entry.
  3. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • BUDGET_CHK - Budget Checking
    • MATCHING - Matching
    • PST_VCHR - All processes through Voucher Post
    • PST_VCHRGL - All processes through Journal Generate
  4. Click the Plus (+) symbol by the Source Transaction field (see blue arrow) to open a new Source Transaction block.
  1. In the Source Transaction section, click the Look Up (spy glass) icon and select: VCHRCLOSE - Voucher Close.
  2. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • VCHRPOST - Voucher Post
    • VCHRPOSTGL - Voucher Post and GL
  3. Click the Plus (+) symbol by the Source Transaction field to open a new Source Transaction block.
  4. In the Source Transaction section, click the Look Up (spy glass) icon and select: VCHR_MAINT - Voucher Maintenance.
  5. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • AP_VCHRBLD - Voucher Build
  6. Click the Plus (+) symbol by the Source Transaction field to open a new Source Transaction block.
  1. In the Source Transaction section, click the Look Up (spy glass) icon and select: VCHR_STM - Voucher On-Demand Processes.
  2. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • POSTAPAM - All processes thru Voucher Post, Load AM
    • POSTAPGLAM - All processes thru Journal Gen,  Load AM
    • PST_VCHR - All processes through Voucher Post
    • PST_VCHRGL - All processes through Journal Generate
  1. When done entering process groups, click Save.
  2. Click Return to Search.
ZZ Receipt Entry - User Preferences: Processing - Receiver/RTV Setup

Details for this role are under development:

Navigate to User Preferences > Procurement > Receiver/RTV Setup

  • Checkbox Interface Receipt
  • Enter Receiving BU
  • Enter Days
ZZ Receipt Processing - User Preferences: Procurement - Receiver/RTV Setup

Details for this role are under development:

Navigate to User Preferences > Procurement > Receiver/RTV Setup

  • Checkbox:
    • Override Non-Qualified Receipts for Close, Change Non PO Receipt Price, Interface Receipt, Run Close Short
  • Enter Receiving BU
  • Enter Days
ZZ Requisition Entry - User Preferences: Procurement

Details for this role are under development:

Navigate to User Preferences > Procurement

  • Enter Location, Origin, Ship To Location, Requestor and Buyer

Navigate to User Preferences > Procurement >Requisition Authorizations

  • For Admins:
    • Checkbox: Approval, Cancel, Delete, Close, Reopen, Can work Approved Req’s, Full Authority to All Requesters, Override Preferred Supplier, Override RFQ Required Flag, Override Non-Qualified Req for close
  • For General User:
    • Checkbox: Full Authority to all Requesters or list specific requesters under Requesters User Authorized For
ZZ Requisition Processing - User Preferences: Procurement

Details for this role are under development:

Navigate to User Preferences > Procurement

  • Enter Location, Origin, Ship To Location, Requestor and Buyer

Navigate to User Preferences > Procurement >Requisition Authorizations

  • For Admins:
    • Checkbox: Approval, Cancel, Delete, Close, Reopen, Can work Approved Req’s, Full Authority to All Requesters, Override Preferred Supplier, Override RFQ Required Flag, Override Non-Qualified Req for close
  • For General User:
    • Checkbox: Full Authority to all Requesters or list specific requesters under Requesters User Authorized For
ZZ RTV Entry - User Preferences: Procurement - Receiver/RTV Setup

Details for this role are under development:

Navigate to User Preferences > Procurement > Receiver/RTV Setup

  • Checkbox Interface Receipt
  • Enter Receiving BU
  • Enter Days
  • RTV Dispatch Option: Default
ZZ RTV Processing - User Preferences: Procurement - Receiver/RTV Setup

Details for this role are under development:

Navigate to User Preferences > Procurement > Receiver/RTV Setup

  • Checkbox Interface Receipt
  • Enter Receiving BU
  • Enter Days
  • RTV Dispatch Option: Default
ZZ Supplier Entry - User Preferences: Procurement - Supplier Processing Authority

Finance administrative system users who have been assigned the ZZ Supplier Entry role will also require Overall Preferences defined and the Procurement Product Preference section defined, in addition to Supplier Processing Authority preferences.

  1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
  2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
  3. Click Search, if only one record matches the search criteria, the page will open for that user.
  4. If more than one search result is returned, click on the user in question to open the page for that user.
User Preferences - Search Criteria

 

  1. In the General Preference section, click Process Group.
  1. On the Procurement page, first complete the production default information. The location value is accessible only after the Overall User Preference definition has been set for the Business Unit:

LOCATION: Use the Look Up (spy glass) icon to search for the Accounts Payable Invoice location.

  • WA010 = PE000000AP - AP Invoice Location
  • WA030 = AP INVOICE - Accounts Payable Invoice
  • WA110 = ACCT.PAYBL - AP Business Address
  • WA130 = LCFINAP001 - ACCOUNTS PAYABLE
  • WA300 = AP00000001 - AP Invoicing Address

ORIGIN: Use the Look Up (spy glass) icon to search for the origin of ONL (Online).

DEPARTMENT: Select a default department or leave blank. If left blank, the Department value will need to be manually entered any time a voucher is created.

SHIP TO LOCATION:  Enter a default shipping location. If a college has more than one shipping location, select the most common location where the individual user, when they create a voucher will have the majority of shipping received. Can be updated by the user to choose an alternate location when the voucher created.

REQUESTER: Enter a default requester. Typically this would be the User ID, unless this user is an administrative assistant who creates requisitions on behalf of their manager, then the manager's User ID would be entered. Used to populate the Requester field on a requisition, can be edited.

BUYER: Enter a default Buyer. Typically a college will only have a few specified buyers. Enter the primary buyer to be associated with this user.

  1. Click the Supplier Processing Authority link to open the pop up window.
  1. On the Supplier Processing Authority pop up window check the appropriate boxes:

AUTHORITY TO ENTER: Check the box to grant the ability for the user to enter a new supplier. New supplier requests are approved centrally by the ERP Support team at SBCTC.

AUTHORITY TO APPROVE: Leave the box unchecked.  Supplier data is managed globally and the supplier approval is centrally managed by the ERP Support team at SBCTC.

AUTHORITY TO INACTIVATE: Leave the box unchecked.  Supplier data is managed globally and the supplier inactivation is centrally managed by the ERP Support team at SBCTC.

SUPPLIER AUDIT: The Supplier Audit check box is selected by default.

  1. Click OK to close the Supplier Processing Authority pop up window.
  2. Click Save.
ZZ Voucher Entry - User Preferences: Procurement - Payables Online Vouchering

Finance administrative system users who have been assigned the ZZ Voucher Entry role will also require Overall Preferences defined and the Procurement Product Preference, Purchase Order Authorizations section defined.

  1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
  2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
  3. Click Search, if only one record matches the search criteria, the page will open for that user.
  4. If more than one search result is returned, click on the user in question to open the page for that user.

 

User Preferences - Search Criteria
  1. On the User Preferences page, under Product Preference, click the link for Procurement.
Product Preference - Procurement
  1. On the Procurement page, first complete the production default information:

LOCATION: Use the Look Up (spy glass) icon to search for the Accounts Payable Invoice location.

WA010 = PE000000AP - AP Invoice Location
WA030 = AP INVOICE - Accounts Payable Invoice
WA110 = ACCT.PAYBL - AP Business Address
WA130 = LCFINAP001 - ACCOUNTS PAYABLE
WA300 = AP00000001 - AP Invoicing Address

ORIGIN: Use the Look Up (spy glass) icon to search for the origin of ONL (Online).

DEPARTMENT: Select a default department or leave blank. If left blank, the Department value will need to be manually entered any time a voucher is created.

SHIP TO LOCATION:  Enter a default shipping location.  If a college has more than one shipping location, select the most common location where the individual user, when they create a voucher will have the majority of shipping received. Can be updated by the user to choose an alternate location when the voucher created.

REQUESTER: Enter a default requester.  Typically this would be the User ID, unless this user is an administrative assistant who creates requisitions on behalf of their manager, then the manager's User ID would be entered. Used to populate the Requester field on a requisition, can be edited.

BUYER: Enter a default Buyer.  Typically a college will only have a few specified buyers.  Enter the primary buyer to be associated with this user.

  1. Click the Purchase Order Authorizations link.
  1. On the Payables Online Vouchering page, in the Default Values section.
  2. ORIGIN: Use the Look Up (spy glass) icon and select ONL.
  3. In the Operator Voucher Authorities section, ensure the following check boxes are set as recommended:
    • Pay Unmatched Vouchers: Leave the box unchecked.
    • Copy Matched and Closed PO: Leave the box unchecked.
    • Override Accounting Date Edit: Leave the box unchecked.
    • Pay Unmatch Amt: Leave blank.
  4. In the Online Voucher Processing section, ensure the following check boxes are set as recommended:
  5. Click the link to Security for Voucher Styles.
  1. On the Voucher Styles page, ensure the following check boxes are set as recommended:
    • Allow Regular Voucher: Check the box to allow regular vouchers.
    • Allow Register Voucher: (Leave Blank)
    • Allow Prepay Voucher: (Leave Blank)
    • Allow Journal Voucher: Check the box to allow journal vouchers.
    • Allow Adjustment Voucher: Check the box to allow voucher adjustments.
    • Allow Third Party Voucher: Check the box to allow third party vouchers.
    • Allow Template Voucher: Check the box to allow template vouchers.
    • Allow Reversal Voucher: Check the box to allow reversal vouchers.
    • Allow Single Payment Voucher: Check the box to allow single payment vouchers.
    • Allow Claim Voucher: (Leave Blank).
    • Allow Amortization Voucher: (Leave Blank).
  2. Click Ok to close the Voucher Styles page and return to complete the Payables Online Vouchering page.
Voucher Styles Pop-Up Window
  1. After returning to the Payables Online Voucher page, in the Online Voucher Processing section, ensure the following boxes are set as recommended:
    • Do Not Check Voucher Amount: Check the box to not check voucher amounts to prevent the system form performing an edit during online voucher entry against the voucher gross amount.
    • Check Voucher Amount: Leave blank to prevent the system form performing an edit during online voucher entry against the voucher gross amount.
    • Entry Limit: Leave blank, as this field is only used when checking voucher amounts.
    • Prepay Limit: Leave blank, as this field is only used when checking voucher amounts.
    • Currency: Leave blank, as this field is only used when checking voucher amounts and specifying an Entry Limit.
    • Rate Type: Leave blank, as this field is only used when checking voucher amounts and specifying an Entry Limit.
    • Enter Vouchers Only in Groups: Leave blank, as selecting would only allow the user to enter only vouchers that are attached to a control group ID as defined on the Control Group Information page and is not a recommended limitation in ctcLink.
    • Post Vouchers: For "processors" to post approved vouchers check the box, for "entry only" do not check the box to post approved vouchers.
    • Manually Scheduled Payments: Check the box to allow the ability to manually schedule payments.
    • Authority to Override Match: Leave the box unchecked.
    • Record Payments: Check the box to allow the ability to record payments.
    • Override Withhold Calculation: (Leave Blank)
  2. When finished entering, click Ok.
  1. On the Procurement page, click Save.
  2. Click on the User Preference tab.
  3. In the General Preference section, click on the Process Group link.
General Preference - Process Group

With the ZZ Voucher Entry role, setting up the relevant Process Group definition is required to set to controls for the on-demand features on transaction pages accessible with this role. It is recommended to establish each user with the specific access associated with their job duties and is not recommended to simply copy one user's access to another user as this could lead to overallocation of access.  However, there are situations where a group of staff within a single department all require the same access to perform similar work.  In that case, the COPY function provides the ability to apply all Process Group definitions from one to use another without having to search and enter each Source Transaction and Process Group combination. Be judicious in its use to prevent audit concerns.

  1. On the Process Group page, ensure the following boxes are checked:
    • Allow Processing: Check the box to allow the ability to allow processing.
    • Use Event Notification: Check the box to allow the ability to use Event Notification.
  2. In the Source Transaction section, click the Look Up (spy glass) icon and select: VOUCHER - Voucher Entry.
  3. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • BUDGET_CHK - Budget Checking
    • MATCHING - Matching
    • PST_VCHR - All processes through Voucher Post
    • PST_VCHRGL - All processes through Journal Generate
  4. Click the Plus (+) symbol by the Source Transaction field (see blue arrow) to open a new Source Transaction block.
ZZ Voucher Processing - User Preferences: Procurement - Payables Online Vouchering

Finance administrative system users who have been assigned the ZZ Voucher Processing role will also require Overall Preferences defined and the Procurement Product Preference, Purchase Order Authorizations section defined.

  1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
  2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
  3. Click Search, if only one record matches the search criteria, the page will open for that user.
  4. If more than one search result is returned, click on the user in question to open the page for that user.

 

User Preferences - Search Criteria
  1. On the User Preferences page, under Product Preference, click the link for Procurement.
Product Preference - Procurement
  1. On the Procurement page, first complete the production default information:

LOCATION: Use the Look Up (spy glass) icon to search for the Accounts Payable Invoice location.

WA010 = PE000000AP - AP Invoice Location
WA030 = AP INVOICE - Accounts Payable Invoice
WA110 = ACCT.PAYBL - AP Business Address
WA130 = LCFINAP001 - ACCOUNTS PAYABLE
WA300 = AP00000001 - AP Invoicing Address

ORIGIN: Use the Look Up (spy glass) icon to search for the origin of ONL (Online).

DEPARTMENT: Select a default department or leave blank. If left blank, the Department value will need to be manually entered any time a voucher is created.

SHIP TO LOCATION:  Enter a default shipping location.  If a college has more than one shipping location, select the most common location where the individual user, when they create a voucher will have the majority of shipping received. Can be updated by the user to choose an alternate location when the voucher created.

REQUESTER: Enter a default requester.  Typically this would be the User ID, unless this user is an administrative assistant who creates requisitions on behalf of their manager, then the manager's User ID would be entered. Used to populate the Requester field on a requisition, can be edited.

BUYER: Enter a default Buyer.  Typically a college will only have a few specified buyers.  Enter the primary buyer to be associated with this user.

  1. Click the Purchase Order Authorizations link.
  1. On the Payables Online Vouchering page, in the Default Values section.
  2. ORIGIN: Use the Look Up (spy glass) icon and select ONL.
  3. In the Operator Voucher Authorities section, ensure the following check boxes are set as recommended:
    • Pay Unmatched Vouchers: Leave the box unchecked.
    • Copy Matched and Closed PO: Leave the box unchecked.
    • Override Accounting Date Edit: Leave the box unchecked.
    • Pay Unmatch Amt: Leave blank.
  4. In the Online Voucher Processing section, ensure the following check boxes are set as recommended:
  5. Click the link to Security for Voucher Styles.
  1. On the Voucher Styles page, ensure the following check boxes are set as recommended:
    • Allow Regular Voucher: Check the box to allow regular vouchers.
    • Allow Register Voucher: (Leave Blank)
    • Allow Prepay Voucher: (Leave Blank)
    • Allow Journal Voucher: Check the box to allow journal vouchers.
    • Allow Adjustment Voucher: Check the box to allow voucher adjustments.
    • Allow Third Party Voucher: Check the box to allow third party vouchers.
    • Allow Template Voucher: Check the box to allow template vouchers.
    • Allow Reversal Voucher: Check the box to allow reversal vouchers.
    • Allow Single Payment Voucher: Check the box to allow single payment vouchers.
    • Allow Claim Voucher: (Leave Blank).
    • Allow Amortization Voucher: (Leave Blank).
  2. Click Ok to close the Voucher Styles page and return to complete the Payables Online Vouchering page.
Voucher Styles Pop-Up Window
  1. After returning to the Payables Online Voucher page, in the Online Voucher Processing section, ensure the following boxes are set as recommended:
    • Do Not Check Voucher Amount: Check the box to not check voucher amounts to prevent the system form performing an edit during online voucher entry against the voucher gross amount.
    • Check Voucher Amount: Leave blank to prevent the system form performing an edit during online voucher entry against the voucher gross amount.
    • Entry Limit: Leave blank, as this field is only used when checking voucher amounts.
    • Prepay Limit: Leave blank, as this field is only used when checking voucher amounts.
    • Currency: Leave blank, as this field is only used when checking voucher amounts and specifying an Entry Limit.
    • Rate Type: Leave blank, as this field is only used when checking voucher amounts and specifying an Entry Limit.
    • Enter Vouchers Only in Groups: Leave blank, as selecting would only allow the user to enter only vouchers that are attached to a control group ID as defined on the Control Group Information page and is not a recommended limitation in ctcLink.
    • Post Vouchers: For "processors" to post approved vouchers check the box, for "entry only" do not check the box to post approved vouchers.
    • Manually Scheduled Payments: Check the box to allow the ability to manually schedule payments.
    • Authority to Override Match: Leave the box unchecked.
    • Record Payments: Check the box to allow the ability to record payments.
    • Override Withhold Calculation: (Leave Blank)
  2. When finished entering, click Ok.
  1. On the Procurement page, click Save.
  2. Click on the User Preference tab.
  3. In the General Preference section, click on the Process Group link.
General Preference - Process Group

With the ZZ Voucher Processing role, setting up the relevant Process Group definition is required to set to controls for the on-demand features on transaction pages accessible with this role. It is recommended to establish each user with the specific access associated with their job duties and is not recommended to simply copy one user's access to another user as this could lead to overallocation of access.  However, there are situations where a group of staff within a single department all require the same access to perform similar work.  In that case, the COPY function provides the ability to apply all Process Group definitions from one to use another without having to search and enter each Source Transaction and Process Group combination. Be judicious in its use to prevent audit concerns.

  1. On the Process Group page, ensure the following boxes are checked:
    • Allow Processing: Check the box to allow the ability to allow processing.
    • Use Event Notification: Check the box to allow the ability to use Event Notification.
  2. In the Source Transaction section, click the Look Up (spy glass) icon and select: VCHRCLOSE - Voucher Close.
  3. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • VCHRPOST - Voucher Post
    • VCHRPOSTGL - Voucher Post and GL
  4. Click the Plus (+) symbol by the Source Transaction field to open a new Source Transaction block.
  5. In the Source Transaction section, click the Look Up (spy glass) icon and select: VCHR_MAINT - Voucher Maintenance.
  6. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • AP_VCHRBLD - Voucher Build
  7. Click the Plus (+) symbol by the Source Transaction field to open a new Source Transaction block.
  1. In the Source Transaction section, click the Look Up (spy glass) icon and select: VCHR_STM - Voucher On-Demand Processes.
  2. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • POSTAPAM - All processes thru Voucher Post, Load AM
    • POSTAPGLAM - All processes thru Journal Gen,  Load AM
    • PST_VCHR - All processes through Voucher Post
    • PST_VCHRGL - All processes through Journal Generate
  1. When done entering process groups, click Save.
  2. Click Return to Search.

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