9.2 Creating a New Combo Code

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

Audience:  Finance.

You must have at least one of these local college managed security roles:

  • ZC HR Combo Code
  • ZD HR Central Config VW
  • ZZ Payroll Local Config
  • ZZ HR Combo Code

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Creating a New Combo Code

Combination Code Table

Navigation:  NavBar > Navigator > Set Up HCM > Common Definitions > Chartfield Configuration > Combination Code Table

  1. The Combination Code Table search page displays.
  2. Select the Add a New Value tab.
  3. Enter the Set ID (Leave the GL Combination Code field at default-make no entries).
  4. Select the Add button.  
Combo Code Table search page
  1. The Combination Code Table displays.
  2. In the Combination Code Detail section, complete 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)
  3. In the ChartField Detail section, complete (at a minimum) the following fields:
    • Operating Unit 
    • Account 
    • Fund Code
    • Appropriation Index (optional)
    • Department 
    • Class Field
    • Department
    • PC Business Unit 
    • Project
    • Activity
    • 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.
Combination Code Table page

The Load Combination Code is a scheduled process that runs daily and and is part of the procedure to create a new combo code.

If a college needs the process to be run right away, a Service Desk Ticket would need to be submitted by the college to HCM Support.

Instructions for Running a PAY760 Report

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).

You must have at least one of these local college managed security roles:

  • ZD HR Central Config VW
  • ZZ Payroll Local Config

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation: NavBar > Navigator > Set Up HCM > Common Definition > Chartfield Configuration > Combination Code Report

  1. The Combination Code Report search page displays.
  2. Select the Find an Existing Value tab OR Add a New Value tab.
  3. Enter search criteria.
  4. Select the Search button.
Combination Code Report search page
  1. The Combination Code Report page displays.
  2. Select Run.
Combination Code Report Run page
  1. The Process Scheduler Request page displays.
  2. The Combination Code Report box should be check marked.
  3. Select the OK button.
Process Scheduler Request page
  1. The Combination Code Report page displays.
  2. Make note of the Process Instance number.
  3. Select the Process Monitor link to review the progress of the Run Control.  
Process Monitor link
  1. The Process Monitor page displays.
  2. On the Process List page, select Refresh until the Run Status equals "Posted" and the Distribution Status equals "Posted".  
  3. The PAY760 report can be reviewed.
  4. Select the the "Go back to Combination Code Report" link located at the bottom of the page.
Process List tab
  1. The Combination Code Report page displays.
  2. Select the Report Manager Link.
Combo Code Report Report Manager page
  1. The Report Manager page displays.
  2. Select the Administration tab.
  3. The Administration page displays.
  4. Select the link Report Description.
Administration tab

The report that is accessed as 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.

  1. The report displays.
  2. Press Ctrl+F to find the new ChartField string. The Combo Code is the third field on the first line of an entry.
Report example
  1. When pressing Ctrl+F, enter the ChartField in this order with a space between each:
    1. ChartField
    2. Business Unit,
    3. Account,
    4. Fund,
    5. Department,
    6. and Class.
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.

The process for creating a new combo code is now complete.

End of procedure.

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