Processing an AP Pay Cycle

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

Audience:  Accounts Payable staff.

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

  • ZZ Payment Creation

To run the AP Trial Register (APX2030) the user will need the following roles:

  • ZD_DS_QRY_BANKING_HIGHSENS
  • ZD_DS_QRY_ACCTPAY_HIGHSENS

You must also set these User Preference Definitions:

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

There are several payment creation methods available in ctcLink.  This guide describes running the AP Pay Cycle using Pay Cycle Manager.

Process AP Payments via Pay Cycle Manager

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

  1. The Pay Cycle Manager search page displays. Enter or lookup the APXXXD (where XXX is the institution code) Pay Cycle which is provided by SBCTC.
  2. Select the Search button and select the pay cycle link.
select pay cycle
  1. The Pay Cycle Manager page displays. Select Selection Criteria to enter the Payment Selection Criteria component.
pay cycle manager page
  1. The Dates page displays. In the Pay Cycle Selection Dates section, either:
    • Update all of the dates manually OR
    • Select increment values and select the Increment button to update all dates simultaneously.
  2. Select Save.
  3. Select Pay Cycle Manager link.

Pay Date tips:  

  • 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.

Common rule to follow: Payment Date = Accounting Date = Withholding Date

Dates page
  1. The Pay Cycle Manager page displays. Select the Refresh button and verify the Pay Cycle dates.
  2. 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 the Process button.
select process of the payment selection
  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.
Paycycle processing from running to selected

NOTE:  If you want to Reset your Paycycle please follow the QRG Resetting a Pay Cycle through Paycycle Manager.

  1. The Pay Cycle Summary page displays and review it as needed. Select Pay Cycle Details.
Pay Cycle Summary page
  1. The Pay Cycle Details page displays. Select Search to populate the results below and review vouchers selected for payment.
  2. Select Pay Cycle Manager.
Review Pay cycle details
  1. The Pay Cycle Manager page displays. Next, run the Payment Creation process.
  2. In the Details section on the Payment Creation row, select a Server then select Process.
  3. In the Pay Cycle Status section select the Refresh button until the Status changes from 'Running' to 'Approved'.
Pay Cycle processing Payment Creation
  1. After the AP Payments have been selected and created, available output processes are displayed one at a time in the Pay Cycle Results grid. 
  2. 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.
  3. In the Pay Cycle Results section select the Process button.
  4. Select the Refresh button until the Status changes from 'Approved' to 'Confirmed'.

The Server Name defaults to PSUNX and be sure to select the *Output Type as WEB.

Process print checks

Note:  If you want to Reset your Paycycle please follow the QRG Rejecting a Pay Cycle through Paycycle Approvals.

  1. A second process, Format Positive Payment is now available. Make sure a Server is selected then select the Process button.
  2. In the Pay Cycle Status section select Refresh until the Status changes from 'Running' to 'Formatted'.
Format positive payment process
  1. A third process, Produce Positive Payment File, is now available.  Output Destination should be filled in as /fs/psrepo/fsXXX/Interface/Out/FS/I-056_PositivePay/WA000/USBank/Data/- the information highlighted in “PURPLE” 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.
Produce positive payment file
  1. In the In the Pay Cycle Status section select the Refresh button until the Status changes from 'Running' to 'Completed'.
complete

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

Video Tutorial

The video below demonstrates the process actions described in the steps listed above, Entering and Using Template Vouchers. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Processing an AP Pay Cycle. This link will open in a new tab/window.

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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