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:

  1. Two side arrows - select to expand/collapse the Task Panel.
  2. Refresh icon - select to refresh the page to see changes.
  3. Ellipsis or 3 vertical dots - personalize icon.
  4. Ten horizontal dots - select and drag up or down to view Task Panel areas.
welcome to the buyer workcenter
Using the My Work Pagelet

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.

  1. The My Work pagelet includes links to pages that you may want to access frequently. It includes links divided into these collapsible sections:
    1. Pending Approvals Exceptions
    2. Pending Activities
    3. Alerts
  2. After you expand each section, you may need to resize your window. You can drag the dotted handle to resize the pagelet, when needed.
  3. Select the arrowhead next to the words Current Work to expand the section. This is your collapse and expand button.
Welcome to Buyer WorkCenter
Queries Pagelet

The Queries section enables you to add favorite or commonly used Queries to your Buyer WorkCenter.

  1. Select the Reports/Queries tab to view the Queries section.
  2. Select the ellipsis or vertical three dots and then select Personalize.
  3. The Define User Query Links window displays.
  4. Enter your personal Group Label name.
  5. 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.
Define User Query Links
  1. Optional to select the Override Title/Description checkbox and customize your description.
  2. 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.
  3. Select the Save button to save changes.
Override description example
  1. A message will display to refresh the pagelet to see your changes. Select the OK button.
  2. Close out the Personalization page by selecting the 'x' in the upper right hand corner to return to the Grants WorkCenter.
Save and close out page

Refresh the pagelet to see your changes.  The added Query Group and new queries will then be available.

My Queries group has been added
Reports/Processes Pagelet

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'.
Budget Check process example

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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