9.2 Processing a Pay Cycle

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

Audience: Accounts Payable staff

Process Payments via Pay Cycle Manager

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

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

  1. The Pay Cycle Manager search page displays.
  2. Select the standard Pay Cycle provided by SBCTC.
  3. Select Search.
Pay Cycle Manager search page
  1. The Pay Cycle Manager page displays..
  2. Select Selection Criteria to enter the Payment Selection Criteria component.
  1. The Dates page displays.  In the Pay Cycle Selection Dates section, either:
    1. Update all of the dates manually OR
    2. Select increment values and select the Increment button to update all dates simultaneously.
  2. Select Save.
  3. Select Pay Cycle Manager.

A few tips on pay dates:

  • Pay Through Date = the last scheduled payment date that a voucher can have to be included in the pay cycle.
  • Payment Date = the date printed on the physical checks.
  1. The Pay Cycle Manager page displays.
  2. Select Refresh and verify the Pay Cycle dates.
  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, then select Process.
  1. In the Pay Cycle Status section, select Refresh until the Status changes from 'Running' to 'Selected'.
  2. Select Summary to view the number of payments selected and their total amount.
  1. The Pay Cycle Summary page displays.  Review it.
  2. Select Pay Cycle Details.
  1. The Pay Cycle Details page displays.
  2. Select Search to review vouchers selected for payment.
  3. Select Pay Cycle Manager.
  1. The Pay Cycle Manager page displays.
  2. Next, run the Payment Creation process. In the Details section on the Payment Creation row, select a Server then select Process.
  1. In the Pay Cycle Status section select Refresh until the Status changes to 'Approved'.
  1. Optionally, to review the Trial Register, select Trial Register.
  1. The Trial Register run control ID search page displays.  It defaults to Find an Existing Value.  In this example, we'll create a new run control ID.
  2. Select Add a New Value.
  3. Enter Run Control ID.
  4. Select Add.
Trial Register Add a New Value page
  1. The Register page displays.
  2. Select the standard Pay Cycle provided by SBCTC.
  3. Select Run.
  1. The Process Scheduler Request page displays.
  2. Select the Trial Register checkbox.
  3. Select OK.
  1. The Process Scheduler Request page disappears.  The updated Register page displays.  Note the Process Instance number.
  2. Select Report Manager.
  1. The Report Manager page displays.
  2. Select Administration.
  3. In the Report List section, look for the Prcs Instance that matches the Process Instance number from Step 12 above.  Select the corresponding link in the Description column.  The AP Trial Payment Register report will open in a new window.  Review the report, then close its window.
AP Trial Payment Register report
  1. Select Go back to Trial Register.
  1. The Register page displays.
  2. Select Pay Cycle Manager.
  1. The Pay Cycle Manager page displays.
  2. 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.
    2. Select Process.
    3. Select Refresh until the Status is 'Confirmed'.
  1. A second process, Format Positive Payment is now available. Make sure a Server is selected then select  Process.
  1. In the Pay Cycle Status section select Refresh until the Status changes to 'Formatted'.
  2. A third process, Produce Positive Payment File, is now available.  Output Destination should be filled in as /fs/psrepo/fsprd/Interface/Out/FS/I-056_PositivePay/WA000/USBank/Data/- the information highlighted in “red” will be specific to your institution and everything else will be the same. In some instances, the file path has already been filled in from your User Preference setting. Make sure a Server is selected then select Process.
  1. In the Pay Cycle Status section select Refresh until the Status changes to 'Completed'.
  1. Navigate to NavBar > Navigator > Accounts Payable > Review Accounts Payable Info > Payments > Payment.
  2. Search for your payments. For example, enter the Bank SetID and Pay Cycle then select Search. Note the payments associated with the recent run of the pay cycle.
Payment Inquiry page
  1. From the Payment Details tab In the Payment Inquiry Result grid, select a Payment Reference ID to review payment reference information.

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

  1. Process complete.

2 Comments

Danielle Worley

I suggest including more detailed instructions for step #6 regarding Pay Cycle Selection Dates. At the very least, emphasize that Pay Through Date equals the last scheduled payment date that a voucher can have to be included in the pay cycle. Also include that Payment Date equals the date printed on physical checks.

Karen Ebert

Hi Danielle,
Appreciate your feedback and your suggestions has been added to the QRG.
Thanks again,
Karen Ebert

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