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.
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- 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.
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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.
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- The Combination Code Report page displays.
- Select Run.
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- The Process Scheduler Request page displays.
- The Combination Code Report box should be check marked.
- Select the OK button.
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- 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.
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- 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.
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- The Combination Code Report page displays.
- Select the Report Manager Link.
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- The Report Manager page displays.
- Select the Administration tab.
- The Administration page displays.
- Select the link Report Description.
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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.
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- When pressing Ctrl+F, enter the ChartField in this order with a space between each:
- ChartField
- Business Unit,
- Account,
- Fund,
- Department,
- and Class.
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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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