Budget Checking Requisitions - 4a

Purpose: Use this document as a reference for budget checking requisitions in ctcLink.

Audience: Purchasing staff

Budget checking can be accomplished one requisition at a time or in batch. The following instructions refer to the batch processing method and will budget check all requisitions in Approved status. Refer to the Fundamentals QRG titled Running Reports, Jobs, and Queries for additional information about running jobs (generally) in ctcLink.

Navigation: Main Menu > Purchasing > Requisitions > Budget Check

Budget checking Requisition in Batch

  1. Enter an existing Run Control ID or click the Add a New Value tab on the Requisition Budget Check page to add a new value.
    1. Enter a meaningful Run Control ID for the accounting entry creation process in the Run Control ID field.

Note: A Run Control ID is an identifier that, when paired with your User ID, uniquely identifies the process that you are running. The Run Control ID defines parameters that are used when a process is run. These parameters ensure that when a process runs in the background, the system does not prompt you for additional values.

  1. Click the Search button.
Add a New Value tab
  1. Use the Budget Check page to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.
    1. Use the Process Frequency drop-down button to select the ‘Always’ option.
    2. Enter a short description in the Description field.
    3. Enter or select the appropriate business unit in the Business Unit field.
    4. Additional fields can be used to narrow down the processes from ALL to a specific group of transactions or just one transaction.
    5. Click the Save button and then click Run.
  1. Use the Process Scheduler Request page to enter or update parameters, such as server name and process output format.
    1. If applicable, use the Server Name drop-down button to select a processing server for the request.

Note: You can leave the Server Name field blank.

  1. Click the OK button.
Porcess Scheduler Request

Note: A Process Instance number appears. This number helps you identify the process you have run when you check its status.

  1. Click the Process Monitor link.
  1. Use the Process List page to view the status of submitted process requests.

Note: The process has finished successfully when the Run Status column indicates ‘Success.’

2 Comments

Laura Lowe

What's the purpose of the budget check - to check for available funds or check for a valid budget code? Usually we're more interested in having a valid code. It's the program or division's responsibility to manage their budget.

Corinne Taylor

Thank you Laura for your question. I have passed it on to our Finance Project Team, their response is as follows:
The answer is both. Of course, it all depends on the level of budget control that is set.

For example, Spokane has the control set in Operations at the lowest level. This means that any coding and any budget amount will pass budget checking.

Tacoma has it set at the next level up. This means that coding must be valid, but having available budget does not matter.

Grants/Projects/Contracts is set at the highest level for both colleges. This means that there must be valid coding and budget available to pass budget checking.

Hopefully this helps clarify.

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