Using Expenses WorkCenter
Purpose: Use this document as a reference for using the Expenses WorkCenter in ctcLink.
Audience: Travel and Expenses Admin Users.
You must have at least one of these local college managed security roles:
- ZZ Expenses Manager (optional)
- ZZ Expenses Processing (optional)
- ZZ Expenses WorkCenter (required)
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
The Expenses WorkCenter is a role-based central navigational component that is designed to help users of the Travel & Expense 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 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 Expenses WorkCenter
Navigation: Travel and Expenses > Expenses WorkCenter
The Expenses 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 Travel and Expense duties. It will show the statuses and counts for lines in error and notification of pending processes. Selecting a link will open a Work area pagelet where actions can be taken, such as approving Cash Advances or Travel Authorizations, etc.
Users cannot add links to the My Work pagelet, only modify the display options.
- 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.
- Enter the appropriate field values and select the Apply button and then the OK button.
- If necessary, 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.
Notice the expand/collapse triangle in the bottom right hand of the Filter Values page. Select, hold and expand/collapse window to adjust.
Note: When changes are made in the Expenses 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 the My Work section appearance.
- On the Main tab, select the three dot icon and then 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 Expenses WorkCenter starting page.
Field Descriptions on the Personalization Page are listed below.
- Select Save to save any changes and then select the 'X' to close out the window to return to the main Expenses WorkCenter page.
Once inside a Transaction page of the WorkCenter, you are able to customize it further using the Personalize or spreadsheet icon to Download results to Excel.
The following example selects the 'Budget Status' item and moves it up after the 'Status' on the Expense Report Current Work transaction page.
- Under My Work section, expand the Current Work arrow and select the Expense Report link.
- Select the Grid Action Menu icon and select Personalize link. (Note: on some pages, select the Personalize link for customization access).
- The Grid Customization window opens.
Pro Tip: Select the unnecessary columns, like Currency, and select the 'Hidden' check box to hide Currency column from view.
- Optional to select the item and using the up and down arrows to move items (or hide or freeze) and customize.
- Select OK.
Result of the customization: Budget Status field is now visible.
Once the required field values are entered, refresh the page and view Transactions and/or Errors.
Select the Current Work item expand arrow to review. The number of items will come after the title, for example, the 'Expense Report (17)' has '17' items to view.
Depending upon the transaction selection, optional to utilize additional navigation or analysis tools:
- The Actions drop down arrow box to select an Action and/or process then select GO.
- Select additional tabs within the Transactions page, i.e. Details.
- Select the luggage tag icon to view the entire line item.
- Drill into the line 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.
- To customize the Links section, 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: NavBar' options displays depending upon your security roles/view access.
- Scroll down to view various folders. Select the Travel and Expenses folder and drill into additional folders to add a custom 'link' to your WorkCenter. 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 link item(s) by selecting the plus icon [+].
The new Links 'MY LINKS' group has been added.
The Queries section displays commonly used Queries for your Expenses WorkCenter. Predefined default Queries displays:
EX Docs All Status:
- Cash Advances All Status
- Travel Auths All Status
- Expense Reports All Status
EX Docs Not Closed:
- Cash Advances Not Closed
- Travel Auths Not Closed
- Expense Reports Not Closed
- Under the Queries section, select a query link.
- The Query displays in the transaction area.
- Enter the search criteria and select view results.
Optional to Personalize the Queries section on your WorkCenter and create your own Queries Group. Add additional favorite queries.
- Select the three dot icon and select Personalize.
- The Define User Query Links page displays.
- On this page you can 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. Note 1 of 2 pages are available for customization.
- Optional to add your own queries to the WorkCenter. Select the plus icon [+] to add a new Query Group.
- Input a Group Label and display order, example below is 'MY QUERIES'.
- In the Query Definition section, input the Display Order then the Query Name.
- Enter desired query or select the magnifying glass look up tool in this field to use the basic or advanced lookup as needed.
- Optional to select the plus/minus icons [+] at the end of the row to add/delete row(s).
- Select Save.
Optional to override the Title/Description by selecting the Override Title/Description check box and manually entering a Description.
- A message will display to refresh the pagelet to see your changes. Select OK.
- Close out the Personalization page by selecting the 'X' in the upper right hand corner to return to the Expenses 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 Expenses WorkCenter training session. This link will open in a new tab/window.
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