Overview
This job aid shows campus LCD users how to add a combo code. The Combo Code Add process allows campuses to create multiple combo codes at a time.
Background
The Combo Code Add process is used to create new Combo Codes in CHRS by combining valid ChartField values into a unique funding source. It validates the requested ChartField combination, creates the Combo Code when appropriate, and makes it available for use in payroll funding and Labor Cost Distribution (LCD) processes.
Security Role
To complete this task, you must have the following security role: CHR_LCD_Combo_Code_Add.
Create the new combo code
Step 1: Open the Navbar button.
Step 2: Navigate to Menu > Set Up HCM > CSU Product Related Setup > CSU LCD Setup > CSU Combo Code Add
Step 3: Search for your Run Control ID. If you do not have a run control ID, click Add a New Value to create one.
The run control should have your campus two digit code and be unique to you. Run Controls are not shared and should be specific to the person completing the process.
Step 4: Complete the Fields:
- SetID
- DeptID
- Fund
- GL Account
- Dept/Fund Value
- Combo Code Description
Step 5: Optional: Complete Optional Fields:
- Class/Prog/Proj Value
- Class Field
- Project/Grant
- Program Code
If any of the optional fields (Class Field, Project/Grant, or Program Code) are entered, the corresponding Class/Prog/Proj Value must also be completed.
Step 6: Click Search.
- The search returns a list of all possible combo codes that can be built with the given data elements.
Step 7: Click the check boxes to select all necessary combo codes.
The system automatically checks the boxes for all benefit accounts (accounts beginning with 603). If you do not need these accounts built, uncheck the boxes before you proceed.
Step 8: Review the list and clear the boxes that you do NOT want to create.
Step 9: Click Run.
Step 10: On the Process Scheduler Request, click OK.
Step 11: Confirm the row checkboxes are inactive (far left) and that the Has Function and Message columns are populated (far right).
Optional: Review with Process Monitor
This procedure is optional. You can use Process Monitor to view a report showing all combo codes that were built during this process.
Step 1: Optional: Open Process Monitor to view a report showing all combo codes built during this process.
Step 2: Click Refresh until the Distribution Status is Posted.
Step 3: Click Details.
Step 4: Click View Log/Trace.
Step 5: Click to download the CSV file.
Step 6: Open the file to review it.
When a user searches on the Combo Code Add page using a combination of data elements that has already been added the page displays messages that it is duplicate and the checkbox will be unavailable to be checked.
The applied structure of the combo codes does not match the campus's current combo code structure, so the system will not recognize combo codes that are in the system. Before using this process to build any new combo codes, review the existing combo codes by using the CHR_LCD_ACTIVECOMBOCODE and CHR_LCD_COMBOCODE queries. These queries list active and inactive combo codes in the system by SetID.
Whenever you add, update, or delete a Combo Code, CHRS automatically runs Combo Code Sync.
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