Overall Preferences - All Employees

Every employee will be automatically granted the ZZ PeopleSoft User role and must have their Overall Preferences defined in FSCM in order for the Expenses functions to properly work.  All employees are assigned access to the Expenses tile for Travel Authorizations, Cash Advance Requests (if allowed by the college*) and Expense Reporting.  The entered values become the user's default values in business unit and SetID search fields.

NOTE: Before establishing Overall Preferences, the user must have a security User Profile established in the Finance pillar with the Primary and Row Level Permissions for their institution set on their security User Profile.

1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order) and
3. Click Search, if only one record matches the search criteria, the page will open for that user.
4. If more than one search result is returned, click on the user in question to open the page for that user.

4. On the User Preferences page, under General Preference, click the link for Overall Preference.

5. The Overall Preferences tab will display, showing the User ID and Name of the user.
6. Click the Look Up (spy glass) icon to select the appropriate Business Unit:
   • WA010 - Peninsula College
   • WA020 - Grays Harbor College
   • WA030 - Olympic College
   • WA040 - Skagit Valley College
   • WA050 - Everett Community College
   • WA060 - Seattle District
   • WA070 - Shoreline Community College
   • WA080 - Bellevue College
   • WA090 - Highline College
   • WA100 - Green River College
   • WA110 - Pierce District
   • WA120 - Centralia College
   • WA130 - Lower Columbia College
   • WA140 - Clark College
   • WA150 - Wenatchee Valley College
   • WA160 - Yakima Valley College
   • WA170 - Spokane District
   • WA180 - Big Bend Community College
   • WA190 - Columbia Basin College
   • WA200 - Walla Walla Community College
   • WA210 - Whatcom Community College
   • WA220 - Tacoma Community College
   • WA230 - Edmonds College
   • WA240 - South Puget Sound Community College
   • WA250 - Bellingham Technical College
   • WA260 - Lake Washington Institute of Technology
   • WA270 - Renton Technical College
   • WA280 - Bates Technical College
   • WA290 - Clover Park Technical College
   • WA300 - Cascadia College
7. The SetID will automatically populate with the Business Unit, but must be changed to WACTC - SBCTC HQ.
   • NOTE: The WACTC option will not appear unless the General tab on the User Profile is pointing to a Business Unit.
8. Click Save.

As of Date: Displays the default as of date for the Combo Edit process.

Localization Country: Displays the default localization country for this user ID, for the ctcLink system the value would be USA.

Alternate Character Enabled: Checking this box activates alternate description buttons or links, which appear to the right of fields on many of the application pages. Click a button or link to enter or display alternate characters on the auxiliary page that appears.
Ok to leave unchecked for ctcLink users.

Display Debit/Credit Amounts in Subsystems: Checking this box displays debit and credit amounts of the default business unit on journal entry and inquiry pages. A subsystem is any PeopleSoft application, such as Payables or Receivables, that contributes entries to PeopleSoft General Ledger. Not required for every employee, but recommended for administrative staff working in the finance pillar.

^{* Colleges who have decided not to allow Cash Advances at their institution during initial configuration would not have a check box in their Advanced Options for "Allow Advance" on the Expenses Definition component, on the Business Unit 1 tab. Navigation: Set Up Financials/Supply Chain>Business Unit Related>Expenses>Expenses Definition.}

Finance administrative system users who have been assigned the one of the ZZ GL Journal Entry, ZZ General Ledger Processing or ZZ GL Journal Generation roles will also require Overall Preferences defined and the General Ledger Product Preference defined.

The User Preference definition for General Ledger is for defining both default values when opening General Ledger pages and which business function options the user is enabled to execute.

1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
3. Click Search, if only one record matches the search criteria, the page will open for that user.
4. If more than one search result is returned, click on the user in question to open the page for that user.

The screenshot below provides an example of the optimal settings for General Ledger User Preferences.  Each section is color coded with boxes around each page section to help Local Security Administrators better understand the recommendations and impacts of entries on this page.

5. On the top section of the General Ledger page (gold box), first complete the default information:

LEDGER: Use the Look Up (spy glass) icon and select the LOCAL ledger to set the the Local USD Currency Ledger as the default ledger for Ledger Inquiry and Journal Inquiry pages.

LEDGER GROUP: Use the Look Up (spy glass) icon and select the ACTUALS ledger to set the the Actual Recording Ledger Group as the default ledger for Ledger Inquiry and Journal Inquiry pages.

COMMITMENT CONTROL LEDGER GROUP: Leave the value BLANK to avoid setting a specific KK ledger group by default.

SOURCE: Use the Look Up (spy glass) icon and select the ONL value for Online Journal Entry.

6. In the Journal Entry Options section (green box) follow the recommendations for which options to check and which to leave blank:

CHANGE DATE ON CORRECTIONS JOURNALS: DO NOT CHECK this box. In ctcLink, users are now allowed to change the journal date in the corrections journal (Journal Suspense Correction page).

USE NEXT JOURNAL ID: CHECK this box to limit the user to only using the next automatically assigned Journal ID. With this option select, the Journal ID field becomes unavailable to the user and the user cannot manually enter a Journal ID, which we don't want to occur in ctcLink.

CHANGE JOURNALS FROM JOURNAL GENERATOR: DO NOT CHECK this box (except in situations outlined below). In ctcLink, users are not allowed to update the ChartField or amounts on the Journal Entry page for a journal that was created by the Journal Generator process. If users were granted this access and used that access to change the ChartField values or reedit the journal, it would create inconsistencies between the subsystem data and the general ledger data. In addition, those journals that are generated for a subsystem that supports commitment control, the system does not go back and budget check again even though the ChartField values or the amounts are changed and thus would leave a college at risk of exceeding budget limitations in place. By leaving this box unchecked, it prevents the introduction of data inconsistencies and possible undisclosed budget overruns.

TEMPORARY ADJUSTMENT TO THE ABOVE VALUE:
In the Finance pillar, it is mission critical to fix journal errors AT THE SOURCE (the module from which the transaction originated) to prevent problems at month and year end close.  The one exception to this rule is Payroll data that has been Journal Generated [Source = PAY].  To open the ability to edit a PAY journal, the Change Journals from Journal Generator must be checked.  To prevent adjusting journals that should not be touched, it is recommended to adjust this setting temporarily, when a Payroll journal must be fixed, and remove the check box once the update has occurred. This business practice will prevent users from habituating the practice of adjusting journals from other sources, which can lead creating problems for future close procedures.

ENTER ADJUSTMENT TYPE JOURNAL: DO NOT CHECK this box, except for the Accounting Manager. In ctcLink users are not allowed to enter a Book Code adjustment type journal, (not the same as Adjusting Entry feature). Only CHECK this for the Accounting Manager, who would manage Period 13 adjusting type journals.

SAVE JOURNAL INCOMPLETE STATUS: UNCHECK this box, which appears as checked by default when opening this page for the first time for a new user. In ctcLink, users are not allowed to save journal entry transactions with an incomplete status. By clearing out the check in this box, the system will not prevent the user from seeing the option on the header, but the user cannot set the default journal header status to incomplete. Essentially, this would require the user to knowingly specify the desire to save an incomplete journal, thus hopefully removing the risk of a user saving a journal that is incomplete and the system allowing them to save the incomplete journal, without realizing it is in fact incomplete.

ALLOW COPY JOURNAL WITH CONTROL ACCOUNTS: CHECK this box. By checking this box, a users is allowed copy journals that contain Control Accounts. This applies to online or batch journal copy. Pertains to data coming from Journal Generator.

ALLOW DELETE JOURNAL WITH CONTROL ACCOUNTS: CHECK this box. By checking this box, a users is allowed to delete journals that contain Control Accounts. This applies to online or batch journal copy. Pertains to data coming from Journal Generator.

ALLOW UNPOST JOURNAL WITH CONTROL ACCOUNTS: CHECK this box. By checking this box, a users is allowed unpost journals that contain Control Accounts. This applies to online or batch journal copy. Pertains to data coming from Journal Generator.

ENTER DATE CODE ADJUSTMENTS: DO NOT CHECK this box. In ctcLink, users with this box unchecked will not see the Date Code displayed on journal lines. The Date Code is used to capture and report on multiple dates for single transactions, such as trade date and settlement date,  in compliance with accounting standards.

ENABLE ONLINE JOURNAL POST: CHECK this box. In ctcLink, we DO want users to use Online Journal Posting. Without this option checked, the user would not see the check box to perform an online journal post on the Journal Line.

UPDATE AMORTIZATION JOURNAL CHARTFIELD VALUES: DO NOT CHECK this box. This form of Amortization is related to amortizing expenses.  In ctcLink, users make annual payments that are to be amortized in regular installments over a period of time. Advance payments are initiated by Accounts Payable users into PeopleSoft by providing essential amortization information. In General Ledger, users will create journals from the amortization voucher and will review and approve the amortization schedule. Since this functionality works closely with Accounts Payable. The user preference control is left UNCHECKED to force the users to fix the issue at the source in Accounts Payable, instead of granting them access to make any direct GL ChartField updates, which would risk putting the sub-system out of sync with the GL.

7. In the Online Journal Edit Defaults section (light blue box) follow the recommendations for which options to check and which to leave blank:

RE-EDIT PREVIOUSLY EDITED: DO NOT CHECK this box. When this option is NOT checked, valid journals are not edited again when running Journal Edit from the Journal Entry page when clicking the Edit button. The user, if needing to re-edit can select to do so at the appropriate time on the page.

MARK JOURNAL(S) TO POST: DO NOT CHECK this box as it would cause the system to bypasses Journal Approval Workflow. [This option would only ever be check if a college decides to not use a Journal Approval Workflow].

RECALC CURRENCY EXCHANGE RATES: DO NOT CHECK this box. In ctcLink we use only USD, so we do not want the provide a user the option to recalculate for another currency.

8. In the Journal Post Defaults section (dark blue box) follow the recommendations for why to check each option:

SKIP OPEN ITEM RECONCILIATION: CHECK this box to bypass open item reconciliation processing when the specified user posts an online journal entry. The user can reconcile the open items at a later time by using the Open Item Maintenance page.

SKIP SUMMARY LEDGER UPDATE: CHECK this box. Users can intentionally chose to do summary ledger updates, rather that it being the default.

SKIP ESSBASE INCREMENTAL LOAD: CHECK this box, as we do not do Essbase incremental loads.

9. In the Budget Post Defaults section (purple box) follow the recommendations for each option:

SKIP ENTRY EVENT PROCESSING: CHECK this box. In ctcLink Commitment Control module, entry event codes exist on the budget journal line to generate entry event accounting entries. Checking this box will mean this event processing triggered by entry codes will not automatically occur. The system will automatically generate entry event processing based on the parent budget.

*PARENT BUDGET GENERATION: Set the option to 'Always Generate" to ensure that the Parent Budget Options section of the Budget Head tab on the Enter Budget Journal page is always checked.  This prevents a user from creating a child budget without also ensuring the creation of a parent budget.  

10. After checking all the appropriate boxes, click the Save button to save the entries for the user.

Finance administrative system users who have been assigned the ZZ Payment Creation role will also require Overall Preferences defined and the Paycycle Product Preference defined.

The User Preference definition for Paycycle is for defining a default output destination for the Pay Cycle Manager and the Express Payment Manager components (PYCYCL_MGR and EXP_PYCYCL_MGR, respectively). These default values are not required to perform any pay cycle process.

1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
3. Click Search, if only one record matches the search criteria, the page will open for that user.
4. If more than one search result is returned, click on the user in question to open the page for that user.

5. On the User Preferences page, under Product Preference, click the link for Paycycle.

6. The Paycyle tab will display, showing the User ID and Name of the user.
7. In the Output Destination section enter:
   Server File Destination: Enter the default output destination for files for your institution. When specifying the server file destination, a meta string (e.g. %OutputDirectory%) is not permitted, rather the full directory path followed by a backslash is required.  The file path required for ctcLink is the output storage location for the Positive Pay file path. Enter a file path that aligns to the format shown below, where WAnnn is the institution code (e.g. WA010 =  Peninsula College or WA140 = Clark College).
   Format: /FSOUT/I-056_PositivePay/WAnnn/BofA/Data/
   Server Destination Printer: Leave Blank
   Server: PSUNX
   Email ID: Enter user's email address to receive payment error notifications.  Field limitation is 70 characters.
8. Click Save.

This additional User Preference definition is relevant for those processing payments in either Accounts Payable or Expense Processing, specifically Processing an Ex Pay Cycle.  With the ZZ Payment Processing role, setting up the relevant Process Group definition is required to set to controls for the on-demand features on transaction pages accessible with this role. It is recommended to establish each user with the specific access associated with their job duties and is not recommended to simply copy one user's access to another user as this could lead to overallocation of access.  However, there are situations where a group of staff within a single department all require the same access to perform similar work.  In that case, the COPY function provides the ability to apply all Process Group definitions from one to use another without having to search and enter each Source Transaction and Process Group combination. Be judicious in its use to prevent audit concerns.

1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order) and
3. Click Search, if only one record matches the search criteria, the page will open for that user.
4. If more than one search result is returned, click on the user in question to open the page for that user.

5. In the General Preference section, click Process Group.

6. On the Process Group page, ensure the Allow Processing check box is check.
7. In the Source Transaction section, click the Look Up (spy glass) icon and select: PYMNCNCL - Payment Cancellation
8. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
   • PAYPOSTGL - Payment Post and Journal Generate
   • PAYVCHRJG - Payment, Voucher Post and Jrnl Gen
   • PAYVCHRPST - Payment Post and Voucher Post
   • PYCNCLPOST - Payment Post
   • PYMNTPOST - Payment Post

9. When done entering process groups, click Save.
10. Click Return to Search.

Finance administrative system users who have been assigned the ZZ Procurement Contract Entry role will also require Overall Preferences defined and the Procurement Product Preference, Contract Process section defined.

Prior to setting up this user preference for the user in question, you will need to get approval from their manager for what this user will be allowed to do with contracts, specifically, can they:

Approve a contract?
Create new contract versions?
Put a contract on hold?
Cancel a contract?
Release Purchase Order contracts?
Release Accounts Payable contract?  

Once you have this information you can begin to set up the user preference definition for this role.

Note: While a user can have the ability to Create and Approve a contract, at no time should a user be creating and approving the contract they created.

1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
3. Click Search, if only one record matches the search criteria, the page will open for that user.
4. If more than one search result is returned, click on the user in question to open the page for that user.

5. On the User Preferences page, under Product Preference, click the link for Procurement.

6. On the Procurement page, first complete the production default information:

LOCATION: Use the Look Up (spy glass) icon to search for the Accounts Payable Invoice location.

WA010 = PE000000AP - AP Invoice Location
WA030 = AP INVOICE - Accounts Payable Invoice
WA110 = ACCT.PAYBL - AP Business Address
WA130 = LCFINAP001 - ACCOUNTS PAYABLE
WA300 = AP00000001 - AP Invoicing Address

ORIGIN: Use the Look Up (spy glass) icon to search for the origin of ONL (Online).

DEPARTMENT: Select a default department or leave blank. If left blank, the Department value will need to be manually entered any time a voucher is created.

SHIP TO LOCATION:  Enter a default shipping location.  If a college has more than one shipping location, select the most common location where the individual user, when they create a voucher will have the majority of shipping received. Can be updated by the user to choose an alternate location when the voucher created.

REQUESTER: Enter a default requester.  Typically this would be the User ID, unless this user is an administrative assistant who creates requisitions on behalf of their manager, then the manager's User ID would be entered. Used to populate the Requester field on a requisition, can be edited.

BUYER: Enter a default Buyer.  Typically a college will only have a few specified buyers.  Enter the primary buyer to be associated with this user.

7. Click Save.

8. Next, click the Contract Process link to continue configuring.
9. In the top section of the Contract Process page, in the Contract Process section, click the Contract Status drop-down menu and select Open.
10. Ensure the check boxes align to the information below:

APPROVE CONTRACTS: If Checked, allows this user to approve procurement contracts.
ENTER CONTRACTS/NEW VERSION: If selected allows this user create contracts and new contract versions.
HOLD CONTRACTS: If selected allows this user to place procurement contracts on hold.
CLOSE CONTRACTS: Do NOT select. We do not close procurement contracts in ctcLink.
CANCEL CONTRACT: If selected allows this user to cancel procurement contracts.
ALLOW PO CONTRACT RELEASE: If selected allows this user to release accounts payable contracts.

1. In the top section of the Contract Process page, in the Default Display section, click the Process Option Look Up (spy glass) icon to select a value for this required field.  Select a default Process Option for this user, by picking one of the two authorized options:
   • AP (Recurring Voucher)
   • PO (Purchase Order)

The following options are not used in the ctcLink system:

• ^{BPO (Release to Single PO Only) [Not Used]}
• ^{DST (Distributor) [Not Used]}
• ^{GN (General Contract) [Not Used]}
• ^{GRPM (Group Multi Supplier) [Not Used]}
• ^{GRPS (Group Single Supplier) [Not Used]}
• ^{MFG (Manufacturer) [Not Used]}
• ^{PADV (Prepaid Voucher with Advance PO) [Not Used]}
• ^{PPAY (Prepaid Voucher) [Not Used]}
• ^{RPOV (Recurring PO Voucher) [Not Used]}
• ^{SPP (Special Purpose) [Not Used]}

12. Selecting the Process Option field will automatically populate the Contract Style field value of AP or PO.

13. In the Default Display section, select a group box option that you want to apply for this user. The value you select controls how the group box initially appears on the Contract page. Valid values for the group boxes are:
    • Collapsed: Select to collapse (hide) the group box when the user initially accesses the Contract page.
    • Open: Select to expand (open) the group box when he user initially accesses the Contract page.
14. Click OK.
15. Click Save.

Finance administrative system users who have been assigned the ZZ Purchase Order Entry role will also require Overall Preferences defined and the Procurement Product Preference, Purchase Order Authorizations section defined.

1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
3. Click Search, if only one record matches the search criteria, the page will open for that user.
4. If more than one search result is returned, click on the user in question to open the page for that user.

5. On the User Preferences page, under Product Preference, click the link for Procurement.

6. On the Procurement page, first complete the production default information:

LOCATION: Use the Look Up (spy glass) icon to search for the Accounts Payable Invoice location.

WA010 = PE000000AP - AP Invoice Location
WA030 = AP INVOICE - Accounts Payable Invoice
WA110 = ACCT.PAYBL - AP Business Address
WA130 = LCFINAP001 - ACCOUNTS PAYABLE
WA300 = AP00000001 - AP Invoicing Address

ORIGIN: Use the Look Up (spy glass) icon to search for the origin of ONL (Online).

DEPARTMENT: Select a default department or leave blank. If left blank, the Department value will need to be manually entered any time a voucher is created.

SHIP TO LOCATION:  Enter a default shipping location.  If a college has more than one shipping location, select the most common location where the individual user, when they create a voucher will have the majority of shipping received. Can be updated by the user to choose an alternate location when the voucher created.

REQUESTER: Enter a default requester.  Typically this would be the User ID, unless this user is an administrative assistant who creates requisitions on behalf of their manager, then the manager's User ID would be entered. Used to populate the Requester field on a requisition, can be edited.

BUYER: Enter a default Buyer.  Typically a college will only have a few specified buyers.  Enter the primary buyer to be associated with this user.

7. Click the Purchase Order Authorizations link.

8. On the Purchase Order Authorizations page, check the appropriate boxes under the Allowed Purchase Order Actions section:

APPROVAL: Check the box to make the user a Purchase Order Approver.
CANCEL: Check the box to allow the user to cancel a Purchase Order.
DELETE: Check the box to allow the user to access to delete a Purchase Order.
CLOSE: This functionality is not supported in ctcLink.  Leave box unchecked to prevent closure of a Purchase Order.
REOPEN: Check the box to allow the user to reopen Purchase Order.

Can Work Approved POs: Check the box to allow the user to change a purchase order that has already been approved or dispatched.
Can Dispatch Un-Approved POs: Check the box to allow the user to dispatch purchase orders with a status of pending approval. (Optional)
Full Authority for All Buyers: Not recommended to check the box to allow the user to add, update, cancel, and close purchase orders for all buyers as the 'Close' option is not supported in ctcLink.  
    Note: If this option is selected, no additional entries need to be configure on the rest of the page.
    Override Non-Qualified POs for Close: Check the box to allow the user to close unqualified purchase orders. (Optional)
Rebate ID Security Control:  Select “View Only”

9. If the user is allowed to buy on behalf of another user, In the Buyers User Authorization section, enter the User ID of the Buyers for whom this user can enter Purchase Orders. For EACH Buyer, check the box for what the user is authorized to do with Purchase Orders on their behalf:
   • Add
   • Update
   • Cancel
   • Delete
   • Close [Not a Valid Option]
   • Reopen
10. Click OK.
11. Click Save.

Finance administrative system users who have been assigned the ZZ Purchase Order Processing role will also require Overall Preferences defined and the Procurement Product Preference, Purchase Order Authorizations section defined.

1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
3. Click Search, if only one record matches the search criteria, the page will open for that user.
4. If more than one search result is returned, click on the user in question to open the page for that user.

5. On the User Preferences page, under Product Preference, click the link for Procurement.

6. On the Procurement page, first complete the production default information:

LOCATION: Use the Look Up (spy glass) icon to search for the Accounts Payable Invoice location.

WA010 = PE000000AP - AP Invoice Location
WA030 = AP INVOICE - Accounts Payable Invoice
WA110 = ACCT.PAYBL - AP Business Address
WA130 = LCFINAP001 - ACCOUNTS PAYABLE
WA300 = AP00000001 - AP Invoicing Address

ORIGIN: Use the Look Up (spy glass) icon to search for the origin of ONL (Online).

DEPARTMENT: Select a default department or leave blank. If left blank, the Department value will need to be manually entered any time a voucher is created.

SHIP TO LOCATION:  Enter a default shipping location.  If a college has more than one shipping location, select the most common location where the individual user, when they create a voucher will have the majority of shipping received. Can be updated by the user to choose an alternate location when the voucher created.

REQUESTER: Enter a default requester.  Typically this would be the User ID, unless this user is an administrative assistant who creates requisitions on behalf of their manager, then the manager's User ID would be entered. Used to populate the Requester field on a requisition, can be edited.

BUYER: Enter a default Buyer.  Typically a college will only have a few specified buyers.  Enter the primary buyer to be associated with this user.

7. Click the Purchase Order Authorizations link.

8. On the Purchase Order Authorizations page, check the appropriate boxes under the Allowed Purchase Order Actions section:

APPROVAL: Check the box to make the user a Purchase Order Approver.
CANCEL: Check the box to allow the user to cancel a Purchase Order.
DELETE: Check the box to allow the user to access to delete a Purchase Order.
CLOSE: This functionality is not supported in ctcLink.  Leave box unchecked to prevent closure of a Purchase Order.
REOPEN: Check the box to allow the user to reopen Purchase Order.

Can Work Approved POs: Check the box to allow the user to change a purchase order that has already been approved or dispatched.
Can Dispatch Un-Approved POs: Check the box to allow the user to dispatch purchase orders with a status of pending approval. (Optional)
Full Authority for All Buyers: Not recommended to check the box to allow the user to add, update, cancel, and close purchase orders for all buyers as the 'Close' option is not supported in ctcLink.  
    Note: If this option is selected, no additional entries need to be configure on the rest of the page.
    Override Non-Qualified POs for Close: Check the box to allow the user to close unqualified purchase orders. (Optional)
Rebate ID Security Control:  Select “View Only”

9. If the user is allowed to buy on behalf of another user, In the Buyers User Authorization section, enter the User ID of the Buyers for whom this user can enter Purchase Orders. For EACH Buyer, check the box for what the user is authorized to do with Purchase Orders on their behalf:
   • Add
   • Update
   • Cancel
   • Delete
   • Close [Not a Valid Option]
   • Reopen
10. Click OK.
11. Click Save.

Finance administrative system users who have been assigned the ZZ Quick Invoice Entry role will also require Overall Preferences defined and the Procurement Product Preference, Purchase Order Authorizations section defined in addition to completing the Quick Invoice Configuration section.

1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
3. Click Search, if only one record matches the search criteria, the page will open for that user.
4. If more than one search result is returned, click on the user in question to open the page for that user.

5. On the User Preferences page, under Product Preference, click the link for Procurement.

6. On the Procurement page, first complete the production default information:

LOCATION: Use the Look Up (spy glass) icon to search for the Accounts Payable Invoice location.

WA010 = PE000000AP - AP Invoice Location
WA030 = AP INVOICE - Accounts Payable Invoice
WA110 = ACCT.PAYBL - AP Business Address
WA130 = LCFINAP001 - ACCOUNTS PAYABLE
WA300 = AP00000001 - AP Invoicing Address

ORIGIN: Use the Look Up (spy glass) icon to search for the origin of ONL (Online).

DEPARTMENT: Select a default department or leave blank. If left blank, the Department value will need to be manually entered any time a voucher is created.

SHIP TO LOCATION:  Enter a default shipping location.  If a college has more than one shipping location, select the most common location where the individual user, when they create a voucher will have the majority of shipping received. Can be updated by the user to choose an alternate location when the voucher created.

REQUESTER: Enter a default requester.  Typically this would be the User ID, unless this user is an administrative assistant who creates requisitions on behalf of their manager, then the manager's User ID would be entered. Used to populate the Requester field on a requisition, can be edited.

BUYER: Enter a default Buyer.  Typically a college will only have a few specified buyers.  Enter the primary buyer to be associated with this user.

7. Click the Purchase Order Authorizations link.

1. On the Payables Online Vouchering page, in the Default Values section.
2. ORIGIN: Use the Look Up (spy glass) icon and select ONL.
3. In the Operator Voucher Authorities section, ensure the following check boxes are set as recommended:
   • Pay Unmatched Vouchers: Leave the box unchecked.
   • Copy Matched and Closed PO: Leave the box unchecked.
   • Override Accounting Date Edit: Leave the box unchecked.
   • Pay Unmatch Amt: Leave blank.
4. In the Online Voucher Processing section, ensure the following check boxes are set as recommended:
5. Click the link to Security for Voucher Styles.

6. On the Voucher Styles page, ensure the following check boxes are set as recommended:
   • Allow Regular Voucher: Check the box to allow regular vouchers.
   • Allow Register Voucher: (Leave Blank)
   • Allow Prepay Voucher: (Leave Blank)
   • Allow Journal Voucher: Check the box to allow journal vouchers.
   • Allow Adjustment Voucher: Check the box to allow voucher adjustments.
   • Allow Third Party Voucher: Check the box to allow third party vouchers.
   • Allow Template Voucher: Check the box to allow template vouchers.
   • Allow Reversal Voucher: Check the box to allow reversal vouchers.
   • Allow Single Payment Voucher: Check the box to allow single payment vouchers.
   • Allow Claim Voucher: (Leave Blank).
   • Allow Amortization Voucher: (Leave Blank).
7. Click Ok to close the Voucher Styles page and return to complete the Payables Online Vouchering page.

6. After returning to the Payables Online Voucher page, in the Online Voucher Processing section, ensure the following boxes are set as recommended:
   • Do Not Check Voucher Amount: Check the box to not check voucher amounts to prevent the system form performing an edit during online voucher entry against the voucher gross amount.
   • Check Voucher Amount: Leave blank to prevent the system form performing an edit during online voucher entry against the voucher gross amount.
   • Entry Limit: Leave blank, as this field is only used when checking voucher amounts.
   • Prepay Limit: Leave blank, as this field is only used when checking voucher amounts.
   • Currency: Leave blank, as this field is only used when checking voucher amounts and specifying an Entry Limit.
   • Rate Type: Leave blank, as this field is only used when checking voucher amounts and specifying an Entry Limit.
   • Enter Vouchers Only in Groups: Leave blank, as selecting would only allow the user to enter only vouchers that are attached to a control group ID as defined on the Control Group Information page and is not a recommended limitation in ctcLink.
   • Post Vouchers: For "processors" to post approved vouchers check the box, for "entry only" do not check the box to post approved vouchers.
   • Manually Scheduled Payments: Check the box to allow the ability to manually schedule payments.
   • Authority to Override Match: Leave the box unchecked.
   • Record Payments: Check the box to allow the ability to record payments.
   • Override Withhold Calculation: (Leave Blank)

7. On the Payables Online Voucher page, in the Quick Invoice Configuration section, ensure the following boxes are set as recommended:
   • Req. Valid Chart Field Combo's: Check the box for the system to automatically validate ChartField combinations on Quick Invoice vouchers. If the ChartField combination is invalid, the system prevents the user from saving the voucher.
   • Require Balanced Invoice: Check the box for the system to automatically perform balancing algorithms on Quick Invoice vouchers. If the vouchers are out of balance, the system prevents the user from saving the voucher.
8. Click Ok.

9. On the Procurement page, click Save.
10. Click on the User Preference tab.
11. In the General Preference section, click on the Process Group link.

With the ZZ Quick Invoice Entry role, setting up the relevant Process Group definition is required to set to controls for the on-demand features on transaction pages accessible with this role. It is recommended to establish each user with the specific access associated with their job duties and is not recommended to simply copy one user's access to another user as this could lead to overallocation of access.  However, there are situations where a group of staff within a single department all require the same access to perform similar work.  In that case, the COPY function provides the ability to apply all Process Group definitions from one to use another without having to search and enter each Source Transaction and Process Group combination. Be judicious in its use to prevent audit concerns.

12. On the Process Group page, ensure the following boxes are checked:
    • Allow Processing: Check the box to allow the ability to allow processing.
    • Use Event Notification: Check the box to allow the ability to use Event Notification.
13. In the Source Transaction section, click the Look Up (spy glass) icon and select: VOUCHER - Voucher Entry.
14. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • BUDGET_CHK - Budget Checking
    • MATCHING - Matching
    • PST_VCHR - All processes through Voucher Post
    • PST_VCHRGL - All processes through Journal Generate
15. Click the Plus (+) symbol by the Source Transaction field (see blue arrow) to open a new Source Transaction block.

16. In the Source Transaction section, click the Look Up (spy glass) icon and select: VCHRCLOSE - Voucher Close.
17. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • VCHRPOST - Voucher Post
    • VCHRPOSTGL - Voucher Post and GL
18. Click the Plus (+) symbol by the Source Transaction field to open a new Source Transaction block.
19. In the Source Transaction section, click the Look Up (spy glass) icon and select: VCHR_MAINT - Voucher Maintenance.
20. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • AP_VCHRBLD - Voucher Build
21. Click the Plus (+) symbol by the Source Transaction field to open a new Source Transaction block.

22. In the Source Transaction section, click the Look Up (spy glass) icon and select: VCHR_STM - Voucher On-Demand Processes.
23. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • POSTAPAM - All processes thru Voucher Post, Load AM
    • POSTAPGLAM - All processes thru Journal Gen,  Load AM
    • PST_VCHR - All processes through Voucher Post
    • PST_VCHRGL - All processes through Journal Generate

24. When done entering process groups, click Save.
25. Click Return to Search.

Finance administrative system users who have been assigned the ZZ Receipt Entry role will also require Overall Preferences defined and the Procurement Product Preference, Receiver/RTV Setup section defined.

1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
3. Click Search, if only one record matches the search criteria, the page will open for that user.
4. If more than one search result is returned, click on the user in question to open the page for that user.
5. In the Product Preference section, click Procurement.
6. On the Procurement page, click the Receiver/RTV Setup link and the Receiver Setup pop up window will appear.
7. In the Receiver Setup pop up window, in the Unit section check the box for Interface Receipt.
8. OVERRIDE NON-QUALIFIED RECEIPT FOR CLOSE: (Leave unchecked) This feature enables the user to close a receipt, even when the receipt is not ready for closure.
9. CHANGE NON PO RECEIPT PRICE: (Leave unchecked) This feature enables the user to change the receipt price for an item on a non-purchase order (PO) receipt.
10. INTERFACE RECEIPT: (Check this box) This automates the passing of inventory and asset information through the Receiver Interface Push process (PO_RECVPUSH).
11. RUN CLOSE SHORT: (Leave unchecked) If checked, the system would call the Close Short Process (PO_CLSSHORT) automatically during the Receiver Interface Push processing (PO_RECVPUSH).
12. SUBCONTRACT STREAMLINE: (Leave unchecked) Selecting this checkbox would set the Subcontract Streamline check box by default for a subcontracted purchase order receipt, and then the system would determine whether to perform the subcontract streamlining (PO receipt and Production Completion for the Production ID in a single step) from the receipt. By leaving the check box unchecked, the user would be assumed to NOT be using streamlining and would not allow the user to check it on the receipt, as it assumes subcontract streamlining is not enabled for this user.
13. BLIND RECEIVING ONLY: (Leave unchecked) If checked it would prevent the receiver from seeing the order quantity or the remaining quantity from the purchase order. The receiver needs to count the items before entering the quantity received. When you select this check box, the No Order Qty,  Ordered Qty, and PO Remaining Qty check boxes are cleared.
    One of the Following Radial Buttons MUST be Checked:
    • NO ORDER QTY: (Leave unchecked) If checked it would prevent the receiver from seeing the purchase order quantity. The receiver must specify the actual quantity that is received by doing a live count of the items.
    • ORDERED QTY: (Check) If checked it would use the purchase order quantity as the default quantity received.
    • PO REMAINING QTY: (Leave unchecked) If checked it would  use the remaining quantity (original order quantity minus previously received quantities) on the purchase order as the default quantity received.
14. RECEIVING BUSINESS UNIT: Enter the BU for your college, for example WA140 for Clark College. This business unit can be overridden during the receiving process so that you can receive goods into any valid Purchasing business unit that the user had access to.
15. DAYS +/- TODAY: Enter the number of days plus or minus the current system date to be used as default search criteria on receiving pages when you are selecting purchase order schedules against which to receive..  The default is 30 days, but colleges have chosen 30, 60, 90 days depending on how long a period of transactions they want displayed by default.
16. RTV DISPATCH OPTION: Select the dispatch method as this user's preference for the return to vendor functionality. This functionality provides a default value for dispatching the RTV to the Supplier.
    • Default to Business Unit: (RECOMMENDED) Select to use the dispatch option that is defined at the business-unit level. You define the business unit RTV dispatch option value using the Business Unit Options tab on the Purchasing Definition page. When processing RTV options, the system initially checks the user preference and then the business unit when you select the Default to Business Unit option.
    • Manual: Select to indicate that the Dispatch processing for the RTV must be performed manually. Often collaboration must take place between procurement personnel and another group before a RTV line can be dispatched. For example, you might have to verify the disposition of goods with warehouse personnel before dispatching the RTV.
17. RTV INVENTORY SHIP OPTION: (return to vendor inventory ship option) Select the return to vendor ship option that you want to use as this user's default value for the Inventory Process field on the RTV line. This option will only be used by the RTV function when the disposition on the RTV line has a value of Ship. The system determines the ship option default value by first checking the user preference ship option value.  If the user preference value is Manual, Express, or Fulfillment then the system uses the value as the default value. If the user preference value is Default to Business Unit, the system uses the ship option value defined at the business-unit level.
    • Default to Business Unit: (RECOMMENDED) Select to use the inventory ship option that is defined at the business-unit level.
    • Express: Select to use the RTV express option to process Purchasing and Inventory data collection transactions at the same time. This means that the user can perform Inventory issue (automatic issue) action from within the Purchasing RTV component. If the RTV line disposition is Ship, the system creates a material stock request with a status of Shipped to update inventory.  The value of Express will not be defaulted onto the RTV line if the RTV line is associated with an Inventory business unit which is defined as a Warehouse Management System (WMS) type. You define the warehouse setting using the Use External Warehouse Control check box on the Business Unit Options page for Inventory.
    • Fulfillment: Select to set the user's preference to perform Inventory fulfillment processing for RTV transactions. This enables the user to create an Inventory material stock request transaction and to process it through Inventory fulfillment processing. The Fulfillment value is only valid for RTV processing when RTV line disposition is Ship.
    • Manual: Select to indicate that the RTV ship transaction must be completed manually. This option requires that the inventory Express Issue function be used to ship the items to the supplier. When you use the Manual Inventory Ship option, the system does not perform RTV express functions. The user must use the Inventory Express Issue component to issue inventory returns that are being shipped to the vendor.
18. RTV INVENTORY DESTROY OPTION: (return to vendor inventory destroy option) Select the return to vendor destroy option that you want to use as this user's default value for the Inventory Process field on the RTV line. This option is only used by the RTV function when the disposition on the RTV line has a value of Destroy. The system determines the destroy option default value first by checking the user preference destroy option. If the user preference value is Manual or Express then the system uses that default value. If the user preference value is Default to Business Unit, the system uses destroy option defined at the business-unit level.
    • Default to Business Unit: (RECOMMENDED) Select to use the inventory destroy option setting at the business-unit level.
    • Express: Select to use the RTV express option to process Purchasing and Inventory data collection transactions at the same time. This means that the user can perform Inventory adjustment (automatic adjustment) actions from within the Purchasing RTV component.
    • Manual: Select to indicate that the RTV destroy transaction must be completed manually. This option requires that the Inventory Adjustment function be used to update inventory for the items being returned to the vendor.

Finance administrative system users who have been assigned the ZZ Receipt Entry role will also require Overall Preferences defined and the Procurement Product Preference, Receiver/RTV Setup section defined.

1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
3. Click Search, if only one record matches the search criteria, the page will open for that user.
4. If more than one search result is returned, click on the user in question to open the page for that user.
5. In the Product Preference section, click Procurement.
6. On the Procurement page, click the Receiver/RTV Setup link and the Receiver Setup pop up window will appear.
7. In the Receiver Setup pop up window, in the Unit section check the box for Interface Receipt.
   
8. OVERRIDE NON-QUALIFIED RECEIPT FOR CLOSE: (Can Be Checked) This feature enables the user to close a receipt, even when the receipt is not ready for closure.
9. CHANGE NON PO RECEIPT PRICE:  (Check this box) This feature enables the user to change the receipt price for an item on a non-purchase order (PO) receipt.
10. INTERFACE RECEIPT: (Check this box) This automates the passing of inventory and asset information through the Receiver Interface Push process (PO_RECVPUSH).
11. RUN CLOSE SHORT: (Check this box) If checked, the system would call the Close Short Process (PO_CLSSHORT) automatically during the Receiver Interface Push processing (PO_RECVPUSH).
12. SUBCONTRACT STREAMLINE: (Leave unchecked) Selecting this checkbox would set the Subcontract Streamline check box by default for a subcontracted purchase order receipt, and then the system would determine whether to perform the subcontract streamlining (PO receipt and Production Completion for the Production ID in a single step) from the receipt. By leaving the check box unchecked, the user would be assumed to NOT be using streamlining and would not allow the user to check it on the receipt, as it assumes subcontract streamlining is not enabled for this user.
13. BLIND RECEIVING ONLY: (Leave unchecked) If checked it would prevent the receiver from seeing the order quantity or the remaining quantity from the purchase order. The receiver needs to count the items before entering the quantity received. When you select this check box, the No Order Qty,  Ordered Qty, and PO Remaining Qty check boxes are cleared.
    One of the Following Radial Buttons below MUST be Checked:
    • NO ORDER QTY: (Leave unchecked) If checked it would prevent the receiver from seeing the purchase order quantity. The receiver must specify the actual quantity that is received by doing a live count of the items.
    • ORDERED QTY: (Check) If checked it would use the purchase order quantity as the default quantity received.
    • PO REMAINING QTY: (Leave unchecked) If checked it would  use the remaining quantity (original order quantity minus previously received quantities) on the purchase order as the default quantity received.
14. RECEIVING BUSINESS UNIT: Enter the BU for your college, for example WA140 for Clark College. This business unit can be overridden during the receiving process so that you can receive goods into any valid Purchasing business unit that the user had access to.
15. DAYS +/- TODAY: Enter the number of days plus or minus the current system date to be used as default search criteria on receiving pages when you are selecting purchase order schedules against which to receive..  The default is 30 days, but colleges have chosen 30, 60, 90 days depending on how long a period of transactions they want displayed by default.
16. RTV DISPATCH OPTION: Select the dispatch method as this user's preference for the return to vendor functionality. This functionality provides a default value for dispatching the RTV to the Supplier.
    • Default to Business Unit: (RECOMMENDED) Select to use the dispatch option that is defined at the business-unit level. You define the business unit RTV dispatch option value using the Business Unit Options tab on the Purchasing Definition page. When processing RTV options, the system initially checks the user preference and then the business unit when you select the Default to Business Unit option.
    • Manual: Select to indicate that the Dispatch processing for the RTV must be performed manually. Often collaboration must take place between procurement personnel and another group before a RTV line can be dispatched. For example, you might have to verify the disposition of goods with warehouse personnel before dispatching the RTV.
17. RTV INVENTORY SHIP OPTION: (return to vendor inventory ship option) Select the return to vendor ship option that you want to use as this user's default value for the Inventory Process field on the RTV line. This option will only be used by the RTV function when the disposition on the RTV line has a value of Ship. The system determines the ship option default value by first checking the user preference ship option value.  If the user preference value is Manual, Express, or Fulfillment then the system uses the value as the default value. If the user preference value is Default to Business Unit, the system uses the ship option value defined at the business-unit level.
    • Default to Business Unit: (RECOMMENDED) Select to use the inventory ship option that is defined at the business-unit level.
    • Express: Select to use the RTV express option to process Purchasing and Inventory data collection transactions at the same time. This means that the user can perform Inventory issue (automatic issue) action from within the Purchasing RTV component. If the RTV line disposition is Ship, the system creates a material stock request with a status of Shipped to update inventory.  The value of Express will not be defaulted onto the RTV line if the RTV line is associated with an Inventory business unit which is defined as a Warehouse Management System (WMS) type. You define the warehouse setting using the Use External Warehouse Control check box on the Business Unit Options page for Inventory.
    • Fulfillment: Select to set the user's preference to perform Inventory fulfillment processing for RTV transactions. This enables the user to create an Inventory material stock request transaction and to process it through Inventory fulfillment processing. The Fulfillment value is only valid for RTV processing when RTV line disposition is Ship.
    • Manual: Select to indicate that the RTV ship transaction must be completed manually. This option requires that the inventory Express Issue function be used to ship the items to the supplier. When you use the Manual Inventory Ship option, the system does not perform RTV express functions. The user must use the Inventory Express Issue component to issue inventory returns that are being shipped to the vendor.
18. RTV INVENTORY DESTROY OPTION: (return to vendor inventory destroy option) Select the return to vendor destroy option that you want to use as this user's default value for the Inventory Process field on the RTV line. This option is only used by the RTV function when the disposition on the RTV line has a value of Destroy. The system determines the destroy option default value first by checking the user preference destroy option. If the user preference value is Manual or Express then the system uses that default value. If the user preference value is Default to Business Unit, the system uses destroy option defined at the business-unit level.
    • Default to Business Unit: (RECOMMENDED) Select to use the inventory destroy option setting at the business-unit level.
    • Express: Select to use the RTV express option to process Purchasing and Inventory data collection transactions at the same time. This means that the user can perform Inventory adjustment (automatic adjustment) actions from within the Purchasing RTV component.
    • Manual: Select to indicate that the RTV destroy transaction must be completed manually. This option requires that the Inventory Adjustment function be used to update inventory for the items being returned to the vendor.

Details for this role are under development:

Navigate to User Preferences > Procurement

• Enter Location, Origin, Ship To Location, Requestor and Buyer

Navigate to User Preferences > Procurement >Requisition Authorizations

• For Admins:
  • Checkbox: Approval, Cancel, Delete, Close, Reopen, Can work Approved Req’s, Check box for Full Authority to All Requesters IF user is to be granted ability to manage ALL requisitions, Override Preferred Supplier, Override RFQ Required Flag, Override Non-Qualified Req for close
• For General User:
  • Checkbox:  Leave Blank the checkbox for "Full Authority to all Requesters" and instead list specific requesters under "Requesters User Authorized For"

Details for this role are under development:

Navigate to User Preferences > Procurement

• Enter Location, Origin, Ship To Location, Requestor and Buyer

Navigate to User Preferences > Procurement >Requisition Authorizations

• For Admins:
  • Checkbox: Approval, Cancel, Delete, Close, Reopen, Can work Approved Req’s, Check box for Full Authority to All Requesters IF user is to be granted ability to manage ALL requisitions, Override Preferred Supplier, Override RFQ Required Flag, Override Non-Qualified Req for close
• For General User:
  • Checkbox: Leave Blank the checkbox for "Full Authority to all Requesters" and instead list specific requesters under "Requesters User Authorized For"

Finance administrative system users who have been assigned the ZZ Supplier Entry role will also require Overall Preferences defined and the Procurement Product Preference section defined, in addition to Supplier Processing Authority preferences.

1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
3. Click Search, if only one record matches the search criteria, the page will open for that user.
4. If more than one search result is returned, click on the user in question to open the page for that user.

5. In the Product Preference section, click Procurement.

6. On the Procurement page, first complete the production default information. The location value is accessible only after the Overall User Preference definition has been set for the Business Unit:

LOCATION: Use the Look Up (spy glass) icon to search for the Accounts Payable Invoice location.

• WA010 = PE000000AP - AP Invoice Location
• WA030 = AP INVOICE - Accounts Payable Invoice
• WA110 = ACCT.PAYBL - AP Business Address
• WA130 = LCFINAP001 - ACCOUNTS PAYABLE
• WA300 = AP00000001 - AP Invoicing Address

ORIGIN: Use the Look Up (spy glass) icon to search for the origin of ONL (Online).

DEPARTMENT: Select a default department or leave blank. If left blank, the Department value will need to be manually entered any time a voucher is created.

SHIP TO LOCATION:  Enter a default shipping location. If a college has more than one shipping location, select the most common location where the individual user, when they create a voucher will have the majority of shipping received. Can be updated by the user to choose an alternate location when the voucher created.

REQUESTER: Enter a default requester. Typically this would be the User ID, unless this user is an administrative assistant who creates requisitions on behalf of their manager, then the manager's User ID would be entered. Used to populate the Requester field on a requisition, can be edited.

BUYER: Enter a default Buyer. Typically a college will only have a few specified buyers. Enter the primary buyer to be associated with this user.

7. Click the Supplier Processing Authority link to open the pop up window.

8. On the Supplier Processing Authority pop up window check the appropriate boxes:

AUTHORITY TO ENTER: Check the box to grant the ability for the user to enter a new supplier. New supplier requests are approved centrally by the ERP Support team at SBCTC.

AUTHORITY TO APPROVE: Leave the box unchecked.  Supplier data is managed globally and the supplier approval is centrally managed by the ERP Support team at SBCTC.

AUTHORITY TO INACTIVATE: Leave the box unchecked.  Supplier data is managed globally and the supplier inactivation is centrally managed by the ERP Support team at SBCTC.

SUPPLIER AUDIT: The Supplier Audit check box is selected by default.

9. Click OK to close the Supplier Processing Authority pop up window.
10. Click Save.

Finance administrative system users who have been assigned the ZZ Voucher Entry role will also require Overall Preferences defined and the Procurement Product Preference, Payables Online Vouchering section defined.

1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
3. Click Search, if only one record matches the search criteria, the page will open for that user.
4. If more than one search result is returned, click on the user in question to open the page for that user.

5. On the User Preferences page, under Product Preference, click the link for Procurement.

6. On the Procurement page, first complete the production default information:

LOCATION: Use the Look Up (spy glass) icon to search for the Accounts Payable Invoice location.

WA010 = PE000000AP - AP Invoice Location
WA030 = AP INVOICE - Accounts Payable Invoice
WA110 = ACCT.PAYBL - AP Business Address
WA130 = LCFINAP001 - ACCOUNTS PAYABLE
WA300 = AP00000001 - AP Invoicing Address

ORIGIN: Use the Look Up (spy glass) icon to search for the origin of ONL (Online).

DEPARTMENT: Select a default department or leave blank. If left blank, the Department value will need to be manually entered any time a voucher is created.

SHIP TO LOCATION:  Enter a default shipping location.  If a college has more than one shipping location, select the most common location where the individual user, when they create a voucher will have the majority of shipping received. Can be updated by the user to choose an alternate location when the voucher created.

REQUESTER: Enter a default requester.  Typically this would be the User ID, unless this user is an administrative assistant who creates requisitions on behalf of their manager, then the manager's User ID would be entered. Used to populate the Requester field on a requisition, can be edited.

BUYER: Enter a default Buyer.  Typically a college will only have a few specified buyers.  Enter the primary buyer to be associated with this user.

7. Click the Payables Online Vouchering link.

8. On the Payables Online Vouchering page, in the Default Values section.
9. ORIGIN: Use the Look Up (spy glass) icon and select ONL.
10. In the Operator Voucher Authorities section, ensure the following check boxes are set as recommended:
    • Pay Unmatched Vouchers: Leave the box unchecked.
    • Copy Matched and Closed PO: Leave the box unchecked.
    • Override Accounting Date Edit: Leave the box unchecked.
    • Pay Unmatch Amt: Leave blank.
11. In the Online Voucher Processing section, ensure the following check boxes are set as recommended:
12. Click the link to Security for Voucher Styles.

13. On the Voucher Styles page, ensure the following check boxes are set as recommended:
    • Allow Regular Voucher: Check the box to allow regular vouchers.
    • Allow Register Voucher: (Leave Blank)
    • Allow Prepay Voucher: (Leave Blank)
    • Allow Journal Voucher: Check the box to allow journal vouchers.
    • Allow Adjustment Voucher: Check the box to allow voucher adjustments.
    • Allow Third Party Voucher: Check the box to allow third party vouchers.
    • Allow Template Voucher: Check the box to allow template vouchers.
    • Allow Reversal Voucher: Check the box to allow reversal vouchers.
    • Allow Single Payment Voucher: Check the box to allow single payment vouchers.
    • Allow Claim Voucher: (Leave Blank).
    • Allow Amortization Voucher: (Leave Blank).
14. Click Ok to close the Voucher Styles page and return to complete the Payables Online Vouchering page.

15. After returning to the Payables Online Voucher page, in the Online Voucher Processing section, ensure the following boxes are set as recommended:
    • Do Not Check Voucher Amount: Check the box to not check voucher amounts to prevent the system form performing an edit during online voucher entry against the voucher gross amount.
    • Check Voucher Amount: Leave blank to prevent the system form performing an edit during online voucher entry against the voucher gross amount.
    • Entry Limit: Leave blank, as this field is only used when checking voucher amounts.
    • Prepay Limit: Leave blank, as this field is only used when checking voucher amounts.
    • Currency: Leave blank, as this field is only used when checking voucher amounts and specifying an Entry Limit.
    • Rate Type: Leave blank, as this field is only used when checking voucher amounts and specifying an Entry Limit.
    • Enter Vouchers Only in Groups: Leave blank, as selecting would only allow the user to enter only vouchers that are attached to a control group ID as defined on the Control Group Information page and is not a recommended limitation in ctcLink.
    • Post Vouchers: For "processors" to post approved vouchers check the box, for "entry only" do not check the box to post approved vouchers.
    • Manually Scheduled Payments: Check the box to allow the ability to manually schedule payments.
    • Authority to Override Match: Leave the box unchecked.
    • Record Payments: Check the box to allow the ability to record payments.
    • Override Withhold Calculation: (Leave Blank)
16. When finished entering, click Ok.

17. On the Procurement page, click Save.
18. Click on the User Preference tab.
19. In the General Preference section, click on the Process Group link.

With the ZZ Voucher Entry role, setting up the relevant Process Group definition is required to set to controls for the on-demand features on transaction pages accessible with this role. It is recommended to establish each user with the specific access associated with their job duties and is not recommended to simply copy one user's access to another user as this could lead to overallocation of access.  However, there are situations where a group of staff within a single department all require the same access to perform similar work.  In that case, the COPY function provides the ability to apply all Process Group definitions from one to use another without having to search and enter each Source Transaction and Process Group combination. Be judicious in its use to prevent audit concerns.

20. On the Process Group page, ensure the following boxes are checked:
    • Allow Processing: Check the box to allow the ability to allow processing.
    • Use Event Notification: Check the box to allow the ability to use Event Notification.
21. In the Source Transaction section, click the Look Up (spy glass) icon and select: VOUCHER - Voucher Entry.
22. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • BUDGET_CHK - Budget Checking
    • MATCHING - Matching
    • PST_VCHR - All processes through Voucher Post
    • PST_VCHRGL - All processes through Journal Generate
23. Click the Plus (+) symbol by the Source Transaction field (see blue arrow) to open a new Source Transaction block.

Finance administrative system users who have been assigned the ZZ Voucher Processing role will also require Overall Preferences defined and the Procurement Product Preference, Purchase Order Authorizations section defined.

1. Navigate to: NavBar > Navigator > Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences
2. Enter the User ID (EMPLID) and/or Description (First Name Last Name order).
3. Click Search, if only one record matches the search criteria, the page will open for that user.
4. If more than one search result is returned, click on the user in question to open the page for that user.

5. On the User Preferences page, under Product Preference, click the link for Procurement.

6. On the Procurement page, first complete the production default information:

LOCATION: Use the Look Up (spy glass) icon to search for the Accounts Payable Invoice location.

WA010 = PE000000AP - AP Invoice Location
WA030 = AP INVOICE - Accounts Payable Invoice
WA110 = ACCT.PAYBL - AP Business Address
WA130 = LCFINAP001 - ACCOUNTS PAYABLE
WA300 = AP00000001 - AP Invoicing Address

ORIGIN: Use the Look Up (spy glass) icon to search for the origin of ONL (Online).

DEPARTMENT: Select a default department or leave blank. If left blank, the Department value will need to be manually entered any time a voucher is created.

SHIP TO LOCATION:  Enter a default shipping location.  If a college has more than one shipping location, select the most common location where the individual user, when they create a voucher will have the majority of shipping received. Can be updated by the user to choose an alternate location when the voucher created.

REQUESTER: Enter a default requester.  Typically this would be the User ID, unless this user is an administrative assistant who creates requisitions on behalf of their manager, then the manager's User ID would be entered. Used to populate the Requester field on a requisition, can be edited.

BUYER: Enter a default Buyer.  Typically a college will only have a few specified buyers.  Enter the primary buyer to be associated with this user.

7. Click the Purchase Order Authorizations link.

8. On the Payables Online Vouchering page, in the Default Values section.
9. ORIGIN: Use the Look Up (spy glass) icon and select ONL.
10. In the Operator Voucher Authorities section, ensure the following check boxes are set as recommended:
    • Pay Unmatched Vouchers: Leave the box unchecked.
    • Copy Matched and Closed PO: Leave the box unchecked.
    • Override Accounting Date Edit: Leave the box unchecked.
    • Pay Unmatch Amt: Leave blank.
11. In the Online Voucher Processing section, ensure the following check boxes are set as recommended:
12. Click the link to Security for Voucher Styles.

13. On the Voucher Styles page, ensure the following check boxes are set as recommended:
    • Allow Regular Voucher: Check the box to allow regular vouchers.
    • Allow Register Voucher: (Leave Blank)
    • Allow Prepay Voucher: (Leave Blank)
    • Allow Journal Voucher: Check the box to allow journal vouchers.
    • Allow Adjustment Voucher: Check the box to allow voucher adjustments.
    • Allow Third Party Voucher: Check the box to allow third party vouchers.
    • Allow Template Voucher: Check the box to allow template vouchers.
    • Allow Reversal Voucher: Check the box to allow reversal vouchers.
    • Allow Single Payment Voucher: Check the box to allow single payment vouchers.
    • Allow Claim Voucher: (Leave Blank).
    • Allow Amortization Voucher: (Leave Blank).
14. Click Ok to close the Voucher Styles page and return to complete the Payables Online Vouchering page.

15. After returning to the Payables Online Voucher page, in the Online Voucher Processing section, ensure the following boxes are set as recommended:
    • Do Not Check Voucher Amount: Check the box to not check voucher amounts to prevent the system form performing an edit during online voucher entry against the voucher gross amount.
    • Check Voucher Amount: Leave blank to prevent the system form performing an edit during online voucher entry against the voucher gross amount.
    • Entry Limit: Leave blank, as this field is only used when checking voucher amounts.
    • Prepay Limit: Leave blank, as this field is only used when checking voucher amounts.
    • Currency: Leave blank, as this field is only used when checking voucher amounts and specifying an Entry Limit.
    • Rate Type: Leave blank, as this field is only used when checking voucher amounts and specifying an Entry Limit.
    • Enter Vouchers Only in Groups: Leave blank, as selecting would only allow the user to enter only vouchers that are attached to a control group ID as defined on the Control Group Information page and is not a recommended limitation in ctcLink.
    • Post Vouchers: For "processors" to post approved vouchers check the box, for "entry only" do not check the box to post approved vouchers.
    • Manually Scheduled Payments: Check the box to allow the ability to manually schedule payments.
    • Authority to Override Match: Leave the box unchecked.
    • Record Payments: Check the box to allow the ability to record payments.
    • Override Withhold Calculation: (Leave Blank)
16. When finished entering, click Ok.

17. On the Procurement page, click Save.
18. Click on the User Preference tab.
19. In the General Preference section, click on the Process Group link.

With the ZZ Voucher Processing role, setting up the relevant Process Group definition is required to set to controls for the on-demand features on transaction pages accessible with this role. It is recommended to establish each user with the specific access associated with their job duties and is not recommended to simply copy one user's access to another user as this could lead to overallocation of access.  However, there are situations where a group of staff within a single department all require the same access to perform similar work.  In that case, the COPY function provides the ability to apply all Process Group definitions from one to use another without having to search and enter each Source Transaction and Process Group combination. Be judicious in its use to prevent audit concerns.

20. On the Process Group page, ensure the following boxes are checked:
    • Allow Processing: Check the box to allow the ability to allow processing.
    • Use Event Notification: Check the box to allow the ability to use Event Notification.
21. In the Source Transaction section, click the Look Up (spy glass) icon and select: VCHRCLOSE - Voucher Close.
22. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • VCHRPOST - Voucher Post
    • VCHRPOSTGL - Voucher Post and GL
23. Click the Plus (+) symbol by the Source Transaction field to open a new Source Transaction block.
24. In the Source Transaction section, click the Look Up (spy glass) icon and select: VCHR_MAINT - Voucher Maintenance.
25. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • AP_VCHRBLD - Voucher Build
26. Click the Plus (+) symbol by the Source Transaction field to open a new Source Transaction block.

27. In the Source Transaction section, click the Look Up (spy glass) icon and select: VCHR_STM - Voucher On-Demand Processes.
28. In the Process Group section, click the Look Up (spy glass) icon and select the following values, clicking the Plus (+) symbol between each entry to open a new row:
    • POSTAPAM - All processes thru Voucher Post, Load AM
    • POSTAPGLAM - All processes thru Journal Gen,  Load AM
    • PST_VCHR - All processes through Voucher Post
    • PST_VCHRGL - All processes through Journal Generate

29. When done entering process groups, click Save.
30. Click Return to Search.

The security administrator at each school should be able to assign the below roles. The security roles needed to perform AR are:

Security:

• ZZ_AR_Entry - allows the user to create items (receivables)
• ZZ_AR_Processing - allows the user to adjust/process, create customer statements
• ZZ_AR_Reports - allows the user to run AR reports, ie. Aging, Business Unit Activity, etc.
• ZZ AR Customer Maintenance - allows the user to adjust the customer account (write-off, refunds,etc)
• ZZ_AR Workcenter - allows the user to perform most functions from 1 place (the workcenter)
• ZZ_AR_Apply_Payments - User can apply payments to outstanding open receivables
• ZD_AR_Inquiry - User can inquire/troubleshoot AR issues
• ZD_AR_Read_Only - Allows user to review AR information