9.2 Creating a New Combo Code

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

Audience:  Finance

Combination Code Table

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

  1. On the Combination Code Table search page, select the Add a New Value tab.
  2. Enter the Set ID.  (Leave the GL Combination Code field at default-make no entries)
  3. Select the Add button.  The Combination Code Table will display.
Combo Code Table search page
  1. 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)
  2. In the ChartField Detail section, complete (at a minimum) the following fields:
    • Operating Unit 
    • Account 
    • Fund Code 
    • 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
Load Combination Code Table

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

  1. On the Load Combination Code Table search page, enter the Run Control ID or Add a New Value.
  2. Enter search criteria.
  3. Select the Search button. The Load Combination Code Table will display.
Load Combination Code Table search page
  1. On the Load Combination Code Table, enter the As of Date - 01011901.  (This date must remain or proper data will not run).
  2. Select Save.
  3. Select Run and wait for run control number to appear.
Load Combination Code Table run page

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

Account Code Load Parameters section
  1. Select the Refresh button until the Run Status = Success and the Distribution Status = Posted.  
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: NavBar > Navigator > Set Up HCM > Common Definition > Chartfield Configuration > Combination Code Report

  1. On the Combination Code Report search page, select the Find an Existing Value tab OR Add a New Value tab.
  2. Enter search criteria.
  3. Select the Search button. The Combination Code Report page will display.
Combination Code Report search page
  1. On the Combination Code Report page, select Run.
  2. The Process Scheduler Request window will open.
Combination Code Report Run page
  1. The Combination Code Report box should be check marked.
  2. Select the OK button.
Process Scheduler Request page
  1. Make note of the Process Instance number.
  2. Select the Process Monitor link to review the progress of the Run Control.  The Process List page will display.
Process Monitor link
  1. On the Process List page, select Refresh until the Run Status equals "Posted" and the Distribution Status equals "Posted".  The PAY760 report can be reviewed.
  2. Select the the "Go back to Combination Code Report" link located at the bottom of the page.
Process List tab
  1. Select the Report Manager Link.
Combo Code Report Report Manager page
  1. Select the Administration tab.
  2. 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. Press Ctrl+F to find the new ChartField string. The Combo Code is the third field on the first line of an entry.
  2. 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.

  1. The process for creating a new combo code is now complete.
  2. End of procedure.

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