9.2 Using Billing WorkCenter

Purpose:  Use this document as a reference for using the Billing WorkCenter in ctcLink.

Audience:  Billing Administrator.

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

  • ZZ Billing Workcenter

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

WorkCenters are a central navigational component that is designed for the end user. The goal of the WorkCenter is to help an end user become more efficient by accessing frequently used pages and pagelets.

As an end user, you can utilize WorkCenter tools such as Edit Filters to tailor the results of your WorkCenter.

The WorkCenter includes these primary tabs and pagelets. The Main tab contains the My Work and Links pagelets. Each pagelet contains links to transactional pages or information.

The system administrator customizes and configures the links appearing in each pagelet--My Work, Links, Queries, and Reports/Processes--of the WorkCenter.

Using Billing WorkCenter

Navigation:  NavBar > Navigator > Billing > Billing WorkCenter

  1. The Billing WorkCenter welcome page displays.
Billing Workcenter welcome page
  1. The My Work pagelet includes links to pages that you may want to access frequently. It includes links divided into these collapsible sections:
    • My Work
    • Exceptions
    • Alerts 
  2. The My Work section of the Main tab in the Billing WorkCenter includes links to pages that you would need to access on a daily basis. The My Work section can also include exceptions and alerts, where you would need to take some type of action.
  3. After you expand each section, you may need to resize your window. You can drag the dotted handle to resize the pagelet, when needed. 
  4. Select the arrowhead next to the word "My Work" to expand the section. This is your collapse and expand button. 
My Work pagelet
  1. The My Work section consolidates links to these transactional areas:
    1. Invoices Not Finalized
    2. Invoices Pending My Approval
    3. Invoices Not Submitted for Approval
    4. Invoices Pending Approval
    5. Recurring Invoices Not Generated
    6. Recurring Schedules Expiring
    7. Invoices Entered Today
    8. Recent Invoices
    9. Recent Credit and Rebill Invoices
    10. Credit Invoices with AP Vouchers
    11. Invoices with Open Balances
    12. Invoices Not Integrated to AP
    13. Invoices Not Integrated to AR
    14. Invoices Not Integrated to GL
  2. You can track the actionable items assigned to your user ID in this section. If you have any actionable alerts, you can select one and it will open in a new window. 
  3. After you have completed reviewing this screen, you can select the expand/collapse icon again to collapse it. 
  4. If you see a transactional area listed in red with asterisks (**) and the error message listed in the window saying "**Required filter field value not defined," it means that you will need to edit your filters to add an identifier like a business unit and save the change(s). Let's demonstrate how to update your filters to remove this error. 
  5. To edit the filters, select the Edit Filters link.
My Work section
  1. The Edit Filters page displays where you can choose which links to filter.  
  2. You can select the View All link and that will expand all the Group Labels. 
  3. You can easily see which ones will need to be updated as they are highlighted in red. 
  4. For this example, you will edit the filters for the Link Label contained within the Exceptions Group Label.
  5. Select pencil icon to open a new window to configure your filters.
Edit Filters page
  1. You see a large list of choices to review and update. You can scroll down to see the rest of the list as well as the OK, Cancel and Apply button.  
  2. After you have made your selections, select Apply button to save your changes. 
  3. Select OK to close the window and return to the Edit Filters page. You see a message instructing you to refresh the pagelet to see your changes.
Configure Filter Values section
  1. After refreshing the screen, you no longer see the error message.  
  2. You may also use the Edit Filters page to make other updates to customize your results.
  3. Notice that some items are displayed in red, some in blue, and others in black.  
  4. Items displayed in blue contain information and you can access them by selecting the link. 
  5. Items displayed in black do not contain information. Modifying the Filter Values for an item may produce results.
  6. Now, review each section starting with My Work.
My Work section
  1. In the My Work section, select the link to view the page in the transaction area, or work panel that you want to work on. 
  2. For this example, select the Recent Invoices link.
My Work section
  1. In Billing, the result of selecting a My Work system-defined link is displayed in an application grid that is tailored to the type of data being displayed. Billing uses two types of application grids; one for Invoices and one for Interface transactions.
  2. On the Recent Invoices page, a list of invoices that have been entered in the last 90 days is displayed. This list includes all bill statuses except for TMP or TMR invoices that have been approved. It does not include consolidated, attached, or template invoices. It also does not include invoices where the process instance is not equal to 0.
  3. You can select an invoice link to view invoice detail information. 
  4. Depending upon the transactional screen that you have displayed, some screens allow you to use the Actions field to perform specific actions directly from this screen.
  5. You can use the Refine Search Criteria to display a page to customize the data that is visible in the display grid.  
  6. Both the Actions field and the Refine Search Criteria are available on many transaction screens. 
  7. Select the My Work collapse button.
Recent Invoices section
  1. Select the Exceptions Expand button to display the list of transactions.
  2. The Exceptions section includes links to these transactional areas:
    1. Invoices in Error Status
    2. Billing Interface Errors
    3. Credit Card Errors
    4. Email Errors
    5. Worksheet Errors
    6. Budget Check Errors 
    7. Combo Edit Errors (see sample screenshot below)
Combo Edit Errors page
  1. Select the Exceptions collapse button.
Exceptions section
  1. Select the Alerts Expand button to display the list of transactions. The Alerts section consolidates links to these transactional areas:
    1. Billing Inactive Bills
    2. Pending Billing Worksheets
    3. Summary Pending Credit Card
  1. You can track the actionable items assigned to you in this section.
  2. Collapse the My Work pagelet by selecting the My Pagelet Settings button to the right of the My Work.
  3. Select the Minimize link to free up more space to review the next section.
Alerts section
  1. Use the Links pagelet to consolidate links to frequently used pages. The primary purpose of this pagelet is to minimize the number of clicks to access components and external links. 
  2. The links that appear are determined during system setup and are categorized into these sections:
    1. Billing Entry Group
    2. Other Links
  3. Select the Bill Entry Group Expand button.
Links pagelet
  1. Select the Express Billing link.  
  2. The Express Bill Entry page will display to the right. 
  3. Use the Express Bill Entry page to add or view express bills.
  4. Select the Reports/Queries tab.
Express Bill Entry page
  1. The Queries pagelet includes links to queries that you may want to access frequently. It includes a link to Query Manager and collapsible sections:
    1. My Queries
    2. Billing Pivot Grids 
  2. Select the My Queries expand button.
  3. Select the Billing Inactive Bills Summary link. The Billing Inactive Bills Summary page will display to the right.
Queries pagelet
  1. Use the Billing Inactive Bills Summary page to view the results of the query. 
  2. You can use the Download results in links to save the query results in the desired format, including:
    1. Excel spreadsheet
    2. CSV text file
    3. XML file
  3. Select the Billing Pivot Grids expand button.
Billing Inactive Bills Summary page
  1. Select the Bills by Status link in the My Queries section.
  2. After you enter the required data, you can review the results by selecting the Bills by Status link in the Billing Pivot Grids section.
  3. Minimize the Queries pagelet to provide better viewing of Reports/Processes pagelet.
My Queries section
  1. The Reports/Processes pagelet includes links to run control pages in these collapsible sections:
    1. Generate Invoices
    2. Month-End Activities
    3. Monitor 
  2. The links that appear in these sections are determined during system setup.
  3. Select Month-End Activities Expand button.
Reports Processes pagelet
  1. Select the Process Billing Interface link. The Process Billing Interface page will display.
  2. Use the Process Billing Interface page to add or search for a Run Control ID and run the Billing Interface.
  3. The review of the Billing WorkCenter is now complete, including the pagelets and a sampling of links you can use to access transaction pages in the work panel.
Process Billing Interface page
  1. Process complete.


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