Posting Budget Journals (Online or Batch)

Purpose:  Use this document as a reference for posting a budget journal online or multiple budget journals in batch in ctcLink.

Audience:  Finance/Commitment Control staff.

You must have at least one of these local college managed security roles:

  • ZZ CC Budget Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

It always recommended using the Batch process to post the Budget Journal if you have more than 250 lines in the Budget Journal.

Note: The Approval Header Status of Budget Journal should be in the "Approved" Status.

Post a Budget Journal Online

Navigation: Commitment Control > Budget Journals > Enter Budget Journals

  1. On the Enter Budget Journals page, select the Find an Existing Value tab.
  2. Enter or lookup search criteria to find your Budget Journal ID;
    • Journal ID.
    • Journal Date.
    • Budget Header Status.
    • Description.
    • User ID.
  3. Select the Search button to populate the results in the Journals grid.
  4. Select the relevant Journal ID link from the search results to open onto the Budget Header page.
  5. Select the Budget Lines. Optional to check the Approval details by selecting Approved link next to the Approval Header Status in the upper right side of the page.
  6. Select the *Process drop down arrow to Post Journal.
  7. Select the Process button.
  8. You will get message “Are you sure that you want to post this journal? (5010,45)”. Select Yes to proceed further or Select No, if you want to change anything.
  9. If selected Yes to post, you may receive a message asking if you'd like to wait until the Post process is completed. Select Yes or No respectively.
Select Post Journal and Process
  1. You will see the Budget Header Status is changed from None to Posted, if you everything is correct. You can check the Budget Activity Log details by selecting the Posted link.
Budget Journal Posted Successfully

If there are problems with Budget Journals then you will see Budget Header Status is changed to "Error". Select Error link to open the Budget Exceptions page. Select to More Detail link to see detail. If you only want to review multiple errors, select the check box for Errors Only.

For more information, please see QRG Common Budget Exceptions and Corrective Actions.

Budget Checking Errors window
Missing Class Error example
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Posting a Budget Journal Online. This link will open in a new tab/window.

Posting Budget Journals in Batch

Navigation:  Commitment Control > Post Control Budget Journal > Post KK Journals

  1. The Request Posting Run Control page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA030_KK_JRNL_POST (College, Process).
  3. The Post Commitment Control Budget Journals Request page displays.
  4. Set the Process Frequency = Always.
  5. Enter Description field.
  6. The Transaction Type defaults to GL_BD_JRNL.
  7. Enter or Select your Business Unit.
  8. Enter or select Ledger Group as CC_ORG.
  9. (Optional) Select multiple Journals to post by a Journal ID or Journal Date range.
  10. Select the Run button.
Journals Request page
  1. The Process Scheduler Request window displays. Select OK to run the FS_BP process. Please refer to the Process Schedule Request steps for further instructions.
  2. Use the Process List page to view the status of submitted process requests. The process is finished when the Run status is Success and Distribution status is Posted.

You must have at least one of these local college managed security roles:

  • ZD CC Budget Inquiry
  • ZZ CC Budget Entry

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

  1. If you want to verify whether Journal is posted or not, open Enter Budget Journals page: Navigation: Navigator > Commitment Control > Budget Journal > Enter Budget Journals.
  2. Select the Find an Existing Value tab on the Enter Budget Journals page.
  3. Select the Budget Lines tab.
Posted success
  1. Process complete.

If there are problems with Budget Journals then you will see Budget Header Status is changed to "Error". Select Error link to open the Budget Exceptions page. Select to More Detail link to see detail. If you only want to review multiple errors, select the check box for Errors Only.

For more information, please see QRG Common Budget Exceptions and Corrective Actions.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video. - coming soon!

Video Tutorial Via Panopto

View the external link to Posting Budget Journals in Batch. This link will open in a new tab/window. - coming soon!

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