ctcLink Reference CenterFinanceBudget/Budgeting (Commitment Control) Commitment Control - 12Entering or Adjusting a Budget in Commitment Control (KK) - 12

Entering or Adjusting a Budget in Commitment Control (KK) - 12

Purpose:  Commitment Control enables you to control expenditures against predefined budgets.  These are the step-by-step instructions on how to enter the budget information in to Commitment Control in ctcLink.

Audience:  Finance Staff

Entering a Budget

Commitment Control enables you to control expenditures against predefined budgets.  These are the step-by-step instructions on how to enter the budget information in to Commitment Control.

TIP: The user must have the security role of Budget Manager or Budget Administrator.  These are the only roles authorized to enter or transfer budgets in Commitment Control.

Entering a Budget

Navigation:  Main Menu > Commitment Control > Budget Journal > Enter Budget Journals

  1. Click the Add a New Value tab on the Enter Budget Journals page.
  2. If ID did not automatically populate, enter or select the business unit in the Business Unit field.
  3. Click the Add button.

Use the Budget Header page to specify budget header information.  
(NOTE:  you can also attach supporting documents here).

  1. Enter or select CC_ORG from the drop-down list in the Ledger Group field. This is the non-project ledger.  Enter Projects budgets through the Grants/Contract/Project module.
  2. Use the Budget Entry Type drop-down list to select the budget entry type, Original for base budget amounts and Adjustment for additional budget amounts.
  3. Check the Generate Parent Budget box, unless the box is already "grayed out".  A grayed out box indicates that user preference was modified.  (To modify this user preference, navigate to Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preferences.  Change Parent Budget Generation to "Always Generate".)  The Parent Budget Entry Type should be the same as Budget Entry Type.
  4. Cur Efftd is the effective date of the budget.
  5. Enter a detailed description of the  budget in the Long Description field.  
  6. Enter either PERMANENT, TEMPORARY or EARMARK in the Alternate Description field.  This will allow the  budget entries to be reported in a query format using QFS_KK_BUDGET_EXPENSE_BALANCE.  Budget Journals should be entered separately by the type of budget described in the Alternate Description.
  7. Click the Budget Lines tab.
Budget Header tab

Use the Budget Lines page to specify the monetary (Base Amount) and ChartField values for each transaction.  

  1. Enter or select the Budget Period (it must include the Cur Effdt located on the Budget Header).
  2. Enter or select the Account field. (Budgeting at the Roll-up or Account level is dependent on each Business Unit’s budgeting procedure.)
  3. Enter or select the Department field.
  4. Enter or select the Operating Unit field.
  5. Enter or select the Fund field.
  6. Enter or select the Class field.
  7. Enter or select the Base Amount field.
Budget Lines tab
Budget Lines tab

Note: Budget Journals do not directly update the ledger balances table.  Instead, the posting process updates the ledger table, LEDGER_KK, and retains the journal enter as an audit item.  In this way, you generate an audit trail to record the original budget (Permanent) and subsequent changes (Temporary).

  1. Click the Process button.
  2. Click the OK button.

Understanding Budget Processing Errors

If a posting error occurs, the notification will appear both in the Budget Header Status field on the Budget Lines tab and on the Budget Errors tab.  

Clicking on the Budget Header Status field Error will take you to the error report.  This report will give the detailed reason for the error.

Importing and Posting Budget Templates in Commitment Control

Commitment Control enables you to control expenditures against predefined budgets.  These are the step-by-step instructions on how to import the budget information in to Commitment Control.

Budget Upload Template

An Excel spreadsheet was created to help with the input of large quantities of budget lines.  The format must be kept as is for the template to work properly.  Not every column needs to be populated.  However, the following header and data fields are filled out or updated.

Updating Header

Here is a list of Header fields that have to be updated with current information:

  1. Business Unit must reflect your college, i.e. WAxxx.
  2. Journal Date is the date used for posting.
  3. Description is how the upload is identified.
  4. Currency Effective Date is usually the beginning date of the fiscal year.

 

Entering Data Fields

Here is the list of Data fields that need inputting for the upload to work correctly:

  1. Data Flag for Lines - Enter an "L" for each row of data.
  2. Account - This is the Account that the budget is posted to .  It can be Account level or Roll-Up, depending on level of budgeting your college chose.
  3. Department ID - This is the Department where the budget resides.
  4. Fund Code - This is the Appropriation Index to be used.
  5. Class Field - This is the NACUBO (Program Code) to be used.
  6. Budget Period - This is the Fiscal Year of the budget.
  7. Foreign Amount - This is the amount you wish to budget.
  8. Line Description - This is the same as the header description.
  9. Base Currency Amount - This is the amount you wish to budget.  It should match the Foreign Amount.

When finished with the Budget Import Template, save in a CSV (comma delimited) format (DO NOT OPEN).

Importing a Budget Template

Navigation:  Main Menu > Commitment Control > Budget Journal > Import Budget Journals

  1. Either Add a New Value or Find an Existing Value tab on the Import Budget Journals page to populate the Run Control ID.
  2. Select Run Control ID (pick an ID that fits your situation).
  3. Add Attachment that you saved in CSV format.
  4. Click Save.
  5. Click Run and then you can check status by clicking "Process Monitor".
Process Monitor link

Posting an Imported Budget (If under 250 lines)

Navigation:  Main Menu > Commitment Control > Budget Journal > Enter Budget Journals

Find an Existing Value tab on the Enter Budget Journals page to locate the journal.  Use the Journal Date, Journal ID and/or Description to identify the correct journal.

  1. Click on the journal.
  2. Click on the “Budget Header”.
    1. Use the Budget Entry Type drop-down list to select the budget entry type, Original for base budget amounts and Adjustment for additional budget amounts.
    2. Check the Generate Parent Budget box, unless the box is already “grayed out”.  A grayed out box indicates that user preference was modified.  (To modify this user preference, navigate to Set Up Financials/Supply Chain>Common Definitions>User Preferences>Define User Preferences.  Change Parent Budget Generation to “Always Generate”.)  The Parent Budget Entry Type should be the same as Budget Entry Type.
    3. Cur Efftd is the effective date of the budget.
    4. Enter a detailed description of the budget in the Long Description field.
    5. Enter either PERMANENT, TEMPORARY or EARMARK in the Alternate Description field.  This will allow the budget entries to be reported in a query format using QFS_KK_BUDGET_EXPENSE_BALANCE.  Enter separate Budget Journals based on the type of budget described in the Alternate Description.  
  3. Click on “Budget Lines” to Process.  Verify that the Budget Period is correct and that the number of rows equals the template to assure that the entire upload imported.

Posting an Imported Budget (If over 250 lines)

Navigation: Main Menu > Commitment Control > Post Control Budget Journal > Request Posting

  1. Either Add a New Value or Find an Existing Value tab on the Request Posting page to populate the Run Control ID.
  2. Select Run Control ID (pick an ID that fits your situation).
  3. Make sure that GL_BD_JRNL is selected.
  4. Enter Business Unit.
  5. Enter Business Entry Type.
  6. Enter CC_ORG in Ledger Group.
  7. Enter Journal ID.
  8. Enter Description.
  9. Click on Run.
Run Control page