Using Buyer WorkCenter
Purpose: The Buyer WorkCenter in ctcLink provides users with the ability to analyze, review, and manage requisitions, purchase orders, receipts, contracts, and related data. It offers access to a variety of pages and information to perform daily tasks without navigating between different menus.
Audience: Purchasing staff.
You must have at least one of these local college managed security roles:
- ZZ Purchasing Workcenter
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.
The Buyer WorkCenter is a role-based central navigational component that is designed to help users of the Purchasing application organize and streamline their workload. It provides a single place to perform a broad range of tasks without leaving the WorkCenter, such as journal functions with exception alerts, monthly closing activities, or reconciliation and reporting, resulting in improved efficiency, productivity, and effectiveness. The WorkCenter is a global configuration that can be tailored to individual requirements. It will be delivered with the most common tasks and links that are applicable to most users.
A WorkCenter is divided into a Task area and a Work area. You click on a link to perform the Task in the Work area, without ever leaving the WorkCenter. When you are finished with a Task, you can quickly select the next one, and open it in the Work area. This functionality improves efficiency and effectiveness, and reduces the need to keep navigating through the menu structure to perform your job duties.
The General Ledger WorkCenter is composed of the following pagelets. Each pagelet is discussed in this Quick Reference Guide.
The pagelets are:
- My Work pagelet - Access to your most commonly-performed tasks, including exceptions and alerts for items requiring your attention.
- Links pagelet - Access your most commonly-used pages. This pagelet is similar to the Favorites menu, but more user-friendly.
- Queries pagelet - Access Query Manager, public queries, private queries, and pivot grids.
- Reports and Processes pagelet - Access reports and processes that you use most often.
Using the Buyer WorkCenter
Navigation: Purchasing > Buyer WorkCenter
The Buyer WorkCenter welcome page displays.
Navigational hints:
- Two side arrows - select to expand/collapse the Task Panel.
- Refresh icon - select to refresh the page to see changes.
- Ellipsis or 3 vertical dots - personalize icon.
- Ten horizontal dots - select and drag up or down to view Task Panel areas.
The My Work pagelet will be pre-configured with many links that can assist users in performing day-to-day Buyer and/or Purchasing Staff duties. It will show the statuses and counts for plans or events in error and notification of pending processes. Selecting a link will open a Work area pagelet where actions can be taken, such as viewing Requisitions to be Sources or PO Sourcing Errors, etc.
Users cannot add links to the My Work pagelet, only modify the display options.
- The My Work pagelet includes links to pages that you may want to access frequently. It includes links divided into these collapsible sections:
- Pending Approvals Exceptions
- Pending Activities
- Alerts
- After you expand each section, you may need to resize your window. You can drag the dotted handle to resize the pagelet, when needed.
- Select the arrowhead next to the words Current Work to expand the section. This is your collapse and expand button.
- Before you can use any of the My Work links, you must define the required filter values. Under the My Work section, select the Edit Filters link to open the Edit Filters pagelet in the Work Area.
- Select each Configure Link(s) (pencil icon) to open the Configure Filter Values page and input filter parameters such as Business Unit.
Line items in red and require configuration; **Required filter field values not defined. Note '1 of 3' pages requires you to update each Link Label with your Business Unit. Select the next arrow(s) or the View All link to view the next category.
- Enter the appropriate field values and select OK.
Notice the expand/collapse triangle in the bottom right hand of the Filter Values page. Select, hold and expand/collapse window to adjust.
- Repeat the above steps to activate each My Work link displayed in red. The My Work area is ready for use when all filters are activated. Once activated, links will change colors from Red to Blue or Black.
- Links displayed in Blue indicate active links that have items requiring action.
- Links displayed in Black indicate active links, but no items in that link require action.
Note: When changes are made in the Buyer WorkCenter areas, you will be prompted to refresh the pagelet to see your changes. Click on the Refresh icon in that area.
Once the Edit Filters have been activated, optional to personalize how My Work appears.
- On the Main tab, select the three dot icon and select Personalize.
- The Define User My Work Links page displays.
- On this page, you can indicate the display order, if you want the groups collapsed or expanded, if the count or link should display, or if the link should open on the Buyer WorkCenter starting page.
Field Descriptions on the Personalization Page. Please note some Link Label fields are ctcLink system defaults or possibly 'grayed out'. Optional to deselect 'Show Link' to hide selection on unnecessary Links.
- Select Save to save any changes and close out the window to return to the main Buyer WorkCenter page. Note: 3 pages are available for personalization.
Once inside a Transaction page of the WorkCenter, you are able to customize it further using the Grid Action Menu icon or Download results to Excel.
- Select the spreadsheet-looking icon called the Grid Action Menu icon for customization access. (Note: on some page it is the Personalize word link).
- The Personalize Column and Sort Order window displays.
- Optional to select the item and using the up and down arrows to move items (or hide or freeze) and customize.
- Select OK.
Following example selects the PO Stg ID and moves up under the Requisition ID.
Results of the customization: Date Added now visible.
Once the required field values are entered, refresh the page and view Pending Approvals, Pending Activities and Alerts.
Select the Requisitions Item to review. Utilize the Search features to Manage Approvals and view Requisition and/or PO Status.
Depending upon the transaction selection, optional to utilize additional navigation or analysis tools:
- Utilize the Sourcing, Requisitions, Change Supplier, or Item Substitution tabs to view/update information.
- Drill into the description the blue Description links.
- Drill into the Requisition, Purchase Order, or item by selecting the blue hyperlinks.
Links in the WorkCenter take you directly to the pages that you need to perform your job functions. You can click the link to open the page in the Work Area. Or you can click the icon to the left of the link to open the page in another browser.
- Select the ellipsis or vertical three dots and then select Personalize.
- The Define User "Links" Links window displays.
- Available customization:
- Reorder the Link List 'Display Order'.
- Select or Deselect the 'Show Link' boxes.
- Select or Deselect 'Start Group Collapsed'.
- Optional to create your own Link Group by selecting the Plus icon.
- The Links Pagelet Personalization page displays.
- Under the Link Groups section, enter a new Group Label name, i.e. MY LINKS.
- Under the Link List section, select the Define link.
- The Define Link window displays. Select the Select Menu Item link.
- The main 'Navigation' options displays depending upon your security roles/view access.
- Scroll down to view various folders. Select Purchasing and drill into additional folders to find a link to add to your WorkCenter.
- The added menu item name window displays. Select the OK button.
- Select Save and select the 'x' to close out the Links Pagelet Personalization page.
Optional to add and define additional personalized links items by selecting the plus icon.
The new Link 'MY LINKS' group has been added.
The Queries section enables you to add favorite or commonly used Queries to your Buyer WorkCenter.
- Select the Reports/Queries tab to view the Queries section.
- Select the ellipsis or vertical three dots and then select Personalize.
- The Define User Query Links window displays.
- Enter your personal Group Label name.
- Available customization:
- Enter or use the lookup tool to add Query Name. Select the plus icon [+] to add additional Queries.
- Optional reorder the Link List 'Display Order'.
- Select or Deselect the 'Show Link' boxes.
- Select or Deselect 'Start Group Collapsed'.
- To create your own Queries Link Group select the Plus icon.
- Optional to select the Override Title/Description checkbox and customize your description.
- Optional configure the display order (if the second query should display before the first, then give the second query a Display Order value lower than the first query), the show link, and starting page options.
- Select the Save button to save changes.
- A message will display to refresh the pagelet to see your changes. Select the OK button.
- Close out the Personalization page by selecting the 'x' in the upper right hand corner to return to the Grants WorkCenter.
Refresh the pagelet to see your changes. The added Query Group and new queries will then be available.
The Reports/Processes section includes access to frequently used reports and processes. The links in this section take you directly to the Run Control page for common reports or processes. Predefined default Reports/Processes displays.
By selecting one of the selections from the task panel, the report/process opens up in the transaction area.
Similar to the steps how to Customize the Queries Pagelet, optional to Personalize the Report/Processes section on your WorkCenter by creating your own Reporting Group. Select the ellipsis or vertical three dots and then select Personalize. Available customization:
- To create your own Reports/Process Link Group select the Plus icon.
- Enter or use the lookup tool to add Report Name. Select the plus icon [+] to add additional Reports.
- Optional reorder the Link List 'Display Order'.
- Select or Deselect the 'Show Link' boxes.
- Select or Deselect 'Start Group Collapsed'.
Process complete.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above. This video includes audio and closed captioning. Select the play button to start the video.
Video Tutorial Via Panopto
View the external link to access the Customizing the Purchasing: WorkCenter & Workbenches training session. This link will open in a new tab/window.
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