9.2 Budget Checking Vouchers in Batch

Purpose:  Use this document as a reference for for budget-checking a group of vouchers in ctcLink.

Audience:  Accounts Payable staff

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

  • ZZ Voucher Entry
  • ZZ Voucher Processing

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

Budget Checking Vouchers in Batch

Navigation:  NavBar > Navigator > Accounts Payable > Batch Processes > Vouchers > Budget Check

After a voucher has been approved, it must be budget-checked before it can be matched and posted.  You can budget-check a single voucher on demand from the voucher's Invoice Information page.  This guide will help you budget-check a group of vouchers in batch.

Important! The Budget Check batch mode process does not check vouchers of closed accounting entry periods. The processor calls a validation program to verify that the vouchers are of an open accounting period; if not, the system displays an error message.

  1. The Budget Check run control ID search page displays.  It defaults to the Find an Existing Value tab.  In this example, we'll create a new run control ID.
  2. Select the Add a New Value tab.
  3. Enter a meaningful Run Control ID.
  4. Select Add.
Budget Check Add a New Value tab
  1. The Budget Check page displays.
  2. Enter Process Frequency = "Always Process".
  3. Enter Description.
  4. Select Transaction Type:
    • AP ACCT LN: Budget-check voucher lines and closed vouchers with realized gain or loss, late charge, and discount lost.
    • AP ACCTDSE: Budget-check voucher lines associated with open purchase orders with discount earned.
    • AP ACTDSEC: Budget-check voucher lines associated with closed purchase orders with discount earned.
    • AP VCHR NP: Budget-check nonprorated items on a voucher.
    • AP VOUCHER: Budget-check the expense distributions as well as prorated charges for a voucher.
    • AP_ACENC: Budget-check encumbrance entries created by the Period End Accruals process
    • AP_ACEXP: Budget-check expenses entries created by the Period End Accruals process.
  5. Do Not Process "All Business Units" option:  You must select your Business Unit in the Field Name to be processed.
  6. Enter Field Name, if you did not select Process All Business Units:
    • Blank: The Budget Processor process reviews all vouchers. This selection is available for any transaction type and if you select Process All Business Units.
    • Accounting Date: The Budget Processor process reviews vouchers using the accounting dates entered in the From and To fields. This field is available for any transaction type, regardless of whether you select Process All Business Units.
    • Business Unit: The Budget Processor process reviews vouchers using the business units entered in the From and To fields. This field is available for any transaction type and if you do not select Process All Business Units.
    • Close Status Indicator: The Budget Processor process reviews vouchers using the close status indicator. This field is available for AP_VOUCHER and AP_VCHR_NP transaction types, regardless of whether you select Process All Business Units.
    • Invoice Number: The Budget Processor process reviews vouchers using the invoice numbers entered in the From and To fields. Prompt table validation does not occur on values entered in the From and To fields. This field is available for AP_VOUCHER and AP_VCHR_NP transaction types and if you do not select Process All Business Units.
    • Supplier ID: The Budget Processor process reviews vouchers using the supplier ID entered in the From and To fields. This field is available for AP_VOUCHER and AP_VCHR_NP transaction types, regardless of whether you select Process All Business Units.
    • Supplier SetID: The Budget Processor process reviews vouchers using the supplier SetID entered in the From and To fields. This field is available for AP_VOUCHER and AP_VCHR_NP transaction types, regardless of whether you select Process All Business Units.
    • Voucher ID: The Budget Processor process reviews vouchers using the voucher IDs entered in the From and To fields. This field is available for any transaction type and if you do not select Process All Business Units.
  7. Enter Value Type, if you did not select Process All Business Units:
    • Range: The Budget Processor process reviews a range of values entered using the From and To fields
    • Value: The Budget Processor process reviews an individual value entered using the From and To field.
  8. Enter From/To, if you did not select Process All Business Units.
  9. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
  1. Process complete.

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