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
Navigation: NavBar > Navigator > Set Up HCM > Common Definitions > Chartfield Configuration > Combination Code Table
- The Combination Code Table search page displays.
- Select the Add a New Value tab.
- Enter the Set ID (Leave the GL Combination Code field at default-make no entries).
- Select the Add button.
![Combo Code Table search page](https://media.screensteps.com/image_assets/assets/003/395/508/original/e251fa5d-7f3e-4aa2-877d-fc16db67c960.png)
- The Combination Code Table displays.
- 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)
- 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.
- Select the Save button.
![Combination Code Table page](https://media.screensteps.com/image_assets/assets/003/395/509/original/9f37e0c5-30fe-4bb2-bfd4-55b2e04a6f7b.png)
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.
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
- The Combination Code Report search page displays.
- Select the Find an Existing Value tab OR Add a New Value tab.
- Enter search criteria.
- Select the Search button.
![Combination Code Report search page](https://media.screensteps.com/image_assets/assets/002/073/874/original/413bd227-b57c-496d-99f8-ca07ed87719a.png)
- The Combination Code Report page displays.
- Select Run.
![Combination Code Report Run page](https://media.screensteps.com/image_assets/assets/002/073/868/original/a2d74a3c-49a4-444a-8d4a-03162a8d883f.png)
- The Process Scheduler Request page displays.
- The Combination Code Report box should be check marked.
- Select the OK button.
![Process Scheduler Request page](https://media.screensteps.com/image_assets/assets/002/073/882/original/48b1839d-6f84-4c50-bf18-74ad0185fca4.png)
- The Combination Code Report page displays.
- Make note of the Process Instance number.
- Select the Process Monitor link to review the progress of the Run Control.
![Process Monitor link](https://media.screensteps.com/image_assets/assets/002/073/870/original/d15edfb3-fd93-4895-a18f-f5b92f9f3742.png)
- The Process Monitor page displays.
- 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.
- Select the the "Go back to Combination Code Report" link located at the bottom of the page.
![Process List tab](https://media.screensteps.com/image_assets/assets/002/073/886/original/b06f992c-1086-477e-b968-dea02a529c90.png)
- The Combination Code Report page displays.
- Select the Report Manager Link.
![Combo Code Report Report Manager page](https://media.screensteps.com/image_assets/assets/002/073/888/original/07f44dec-11e1-40ad-bf66-88161ecb2bb9.png)
- The Report Manager page displays.
- Select the Administration tab.
- The Administration page displays.
- Select the link Report Description.
![Administration tab](https://media.screensteps.com/image_assets/assets/002/073/872/original/8d854905-8f69-43d8-aa79-b872e6ecd81a.png)
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.
- The report displays.
- 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](https://media.screensteps.com/image_assets/assets/000/378/042/original/44f74e8f-c7db-435f-985b-0bdba79be75c.png)
- When pressing Ctrl+F, enter the ChartField in this order with a space between each:
- ChartField
- Business Unit,
- Account,
- Fund,
- Department,
- and Class.
![Find report section](https://media.screensteps.com/image_assets/assets/000/378/013/original/5631d221-58f9-499a-9a0f-bc97d1eee674.png)
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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