Uploading a Combo Code Spreadsheet

Purpose:  Use this document as a reference for how to upload a combo code spreadsheet in ctcLink.

Audience:  Budget and Payroll Specialist.

NOTE:  Access to the Combo Code upload must be added by your IT Security Team.  The Combo Code Upload is a specific designated role.  

The upload requires that the person uploading the combo code spreadsheet have a current compatible template spreadsheet.  This spreadsheet allows for additions of combo codes as well as Inactivation.  It does not delete combo codes once created.

To manually create a new Combo Code, please see QRG Creating a New Combo Code.

Uploading a Combo Code Spreadsheet

Navigation: Payroll for North America > CTC Custom > CTC Processes > COA Load for Combo Code

  1. The COA Load for Combo Code run control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA020_COA_SPREADSHEET_LOAD (College, Process).
  3. The COA Load for Combo Code page displays. Select the Add Attachment icon to attach your file.
  4. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
C O A Load for Combo Code page
  1. Section complete.

Load Uploaded File into Load Combo Code Table

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

  1. The Load Combination Code Table run control ID page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
  3. NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA020_COA_LOAD (College, Process).
  4. The Load Combination Code Table page displays.
  5. Enter As Of Date = "01/01/1901".
  6. Always leave the Inactivate Accounts Not Downloaded checkbox unchecked - VERY important!
  7. Select Run.  Please refer to the QRG Process Scheduler/Process Monitor for further instructions.
Load Combination Code Table page
  1. Section complete.

To Review Upload in HCM Run a Combo Code Report

Navigation: Set Up HCM > Common Definitions > Chartfield Configuration > Combination Code Report

NOTE:  While the following step is not part of the process to upload combo codes, it is recommended for use to review that your combo codes successfully activated or inactivated.

  1. The Combination Code Report run control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA020_COMBO_CODE_REPORT (College, Process).
  3. The Combination Code Report page displays. Select the Run button.  
  4. Please refer to the QRG Process Scheduler/Process Monitor for further instructions.
Combination Code Report page
  1. Navigate to the Report Manager:  Navigation:  Reporting Tools > Report Manager.
  2. Select the Administration tab. Select your report's Description.
Administration tab
  1. Here's a sample of the report:
Report Example
  1. Process complete.

Video Tutorial

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

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View Tutorial via Panopto

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