Running a Pay Cycle - 10h

Purpose: Use this document as a reference for running a pay cycle using the Pay Cycle Manager in ctcLink.

Audience: Accounts Payable staff

There are several payment creation methods available in ctcLink.  This guide describes running the standard pay cycle ad hoc using Pay Cycle Manager.

Process Payments via Pay Cycle Manager

Navigation: Accounts Payable > Payments > Pay Cycle Processing > Pay Cycle Manager

  1. Select the standard Pay Cycle provided by SBCTC.
Find an Existing Value tab
  1. Click Search to enter the Pay Cycle Manager page.
  2. Click the Selection Criteria link to enter the Payment Selection Criteria component.
Pay Cycle Manager Selection Criteria link
  1. On the Dates page, in the Pay Cycle Selection Dates section, either:
    1. Update all of the dates manually OR
    2. Select increment values and click the Increment button to update all dates simultaneously.
Pay Cycle Selection Dates
  1. Click the Save button.
  2. Click the Pay Cycle Manager link at the top of the page to return.
  3. Click the Refresh button and verify the Pay Cycle dates.
Pay Cycle Status Refresh button
  1. The Details section displays different process steps that can be run. Initially the Payment Selection process can be run separately, or in combination with Payment Creation. On the Payment Selection row, select a Server and click the Process button.
Details Process button
  1. In the Pay Cycle Status section, click Refresh until the Status changes from Running to Selected.
  2. Click the Summary link to view the number of payments selected and their total amount.
Pay Cycle Summary page
  1. Click the Pay Cycle Details link and click the Search to review vouchers selected for payment.
  1. Click the Pay Cycle Manager link to return.
  2. Next, run the Payment Creation process. In the Details section on the Payment Creation row, select a Server and click the Process button.
Details Process button
  1. In the Pay Cycle Status section click Refresh until the Status changes to Approved.
Pay Cycle Status Refresh button

To (optionally) review the Trial Register:

  1. Click the Trial Register link (near the top of the page).
  2. Create or select a run control.
  3. Select the standard Pay Cycle provided by SBCTC.
  4. Click the Run button.
Report Request Parameters
  1. Select the Trial Register process and click OK.
  2. Click the link to Report Manager.
  3. Click the Administration tab.
  4. Click the PDF job output representing the AP Trial Payment Register (it will open a new window and display the report).
Report List
  1. Click Go back to the Trial Register link to return.
  2. Click Pay Cycle Manager to return.
  3. After payments have been selected and created, available output processes are displayed one at a time in the Pay Cycle Results grid. 
    1. There are several available output processes, resulting in varying process buttons. The first available will be the Print Checks process. Make sure there is a selected Server and that the Output Type is Web.
  1. Click the Process button.
  2. In the Pay Cycle Status section click Refresh until the Status changes to Confirmed.
  3. A second process, Format Positive Payment is now available. Make sure a Server is selected and click Process.
  1. In the Pay Cycle Status section click Refresh until the Status changes to Formatted.
  2. A third process, Produce Positive PaymentFile is now available. Make sure a Server is selected and click Process.
  1. In the Pay Cycle Status section click Refresh until the Status changes to Completed.
  2. Navigate to Accounts Payable Review Accounts Payable Info Payments Payment.
  3. Search for your payments. For example, enter the Bank SetID and Pay Cycle and click Search. Note the payments associated with the recent run of the pay cycle.
  1. From the Payment Details tab In the Payment Inquiry Result grid, click a Reference ID to review payment reference information.

Note: Payments must next be posted. Refer to the Posting Payments QRG for instructions.

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