Creating a New Combo Code 03

Purpose:  Use this document to create a new combo code in ctcLink.

Audience:  Finance

Combination Code Table

Navigation:  Main Menu > Set Up HCM > Common Definitions > Chartfield Configuration > Combination Code Table

  1. Select the Add a New Value tab.
  2. Select the Add button.
Add a New Value tab
  1. Enter the Set ID.
  2. Select the Add button.
Add a New Value tab
  1. Fill in (at a minimum) the following fields:
    • Effective Date (starting at 01/01/1901)
    • Status (active)
    • Description (according to your business decisions)
    • Short Desc (according to your business decisions)
    • Operating Unit
    • Account
    • Fund Code
    • Department
    • Class Field
    • State Purpose

NOTE:  If this is a project Combo Code, the Business Unit PC, Project/Grant and Activity ID must be entered.

  1. Select the Save button.
ChartField Detail section
Load Combination Code Table

Navigation:  Main Menu > Set Up HCM > Common Definitions > Chartfield Configuration > Load Combination Code Table

  1. Click on Find an Existing Value OR Add a New Value.
  2. Enter search criteria.
  3. Click Search.
Find an Existing Value tab
  1. Enter As of Date - 01011901.  (This date must remain or proper data will not run).
  2. Click Save.
  3. Click Run and wait for run control number to appear.

NOTE:  Do NOT check mark the "Inactivate Accounts Not Downloaded".

Account Code Load Parameters section

Check the Process Monitor to review the progress of the Process Run.  Once it says "Success" in the Run Status column and "Posted" in the Status column, it will be available for use.

Process List tab

There are two ways to find the new Combo Code assigned  to this Chartfield string, either a query or the HCM PAY760 report (see below).

Instructions for Running a PAY760 Report

Navigation:  Main Menu > Set Up HCM > Common Definition > Chartfield Configuration > Combination Code Report

  1. Select the Find an Existing Value tab OR Add a New Value tab.
  2. Enter search criteria.
  3. Select the Search button.
Find an Existing Value tab
  1. Run Control by entering Search or Add.
  2. Select the Run button.
Process Scheduler Request page

The Combination Code Report should be check marked.

  1. Select the OK button.
Process Scheduler Request page

The Run number should appear below the Process Monitor title.

  1. Select the Process Monitor link to review the progress of the Run Control.  Once it says "Success" in the Run Status Column and "Posted" in the Distribution Status, the PAY760 report can be reviewed.
Process List section
  1. Select the the "Go back to Combination Code Report" link located at the bottom of the Process Monitor page.
Process Monitor page
  1. Select the Report Manager Link.
  2. Select the Administration tab.
  3. Select the link Report Description.
Administration tab

The report that is accessed is a PDF file which can be searched for the new input Chartfield string.  By searching this report you can find the new Combo Code given to this Chartfield string.

Press Ctrl+F to find the new chartfield string.  The Combo Code is the third field on the first line of an entry.

When pressing Ctrl+F, enter the chartfield in this order with a space between each chartfield; Business Unit, Account, Fund, Department, and Class.

Report example
Find report section

A common error with creating combo codes is the Department date not being 01/01/1901.  Any new Department must have this date or this process will not "read" it.  

For any old department in which there is a change, such as manager, a person can effective date it to the appropriate date as long as the original entry is 01/01/1901 it will process fine.