Budget Checking Vouchers

Purpose: Use this document as a reference for budget checking a voucher and budget checking vouchers in batch in ctcLink.

Audience: Accounts Payable staff

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

  • ZD Accounts Payable Inquiry
  • ZZ Voucher Approval
  • ZZ Voucher Entry
  • ZZ_AP_MANAGER
  • ZZ_AP_SPECIALIST

You must also set these User Preference Definitions:

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

A voucher must be budget checked before it can be posted.  The following procedure describes budget checking a single voucher on demand and budget checking vouchers in batch. 

Budget Checking a Voucher

Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry

  1. The Voucher search page displays. Select the Find an Existing Value tab.
  2. Conduct a search to find the voucher you wish to budget check.  For example you might search:
    • Voucher ID.
    • Invoice Date or Date Range.
    • Supplier ID or Name.
    • Voucher Style.
    • Entry Status = Postable.
  3. Select the Search button to populate the results at the bottom of the page.
  4. Select the specific Voucher ID.
  5. The Voucher Summary page displays. Select the Invoice Information tab.
  6. The Invoice Information page displays
  7. Select 'Budget Checking' from the Action drop-down menu.
  8. Select the Run button.
  9. A message window displays asking if you'd like to wait for the process to be completed. Select the Yes button.
Invoice Informaion page

Budget Checking Errors stop the process, however Budget Checking Warnings does not but it's encouraged to look into the ChartString for the reason. If you receive a warning message window, select the OK button to close. For more information on Errors, please see QRG Common Budget Exceptions and Corrective Actions.

  1. When the process is complete, select the Summary tab.
  2. Verify that the Budget Status is Valid.
  3. Section 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 Budget Checking a Voucher Ad Hoc. This link will open in a new tab/window.

Budget Checking Vouchers in Batch

Navigation: Accounts Payable > Batch Processes > Vouchers > Voucher 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 search 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., WA010_BUDGET_CK_BATCH (College, Process).
  3. The Budget Check page displays.
  4. Enter Process Frequency = "Always Process".
  5. Enter Description.
  6. 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.
  7. Select the Field Name option:
    • 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.
    • 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.
  8. Enter Value Type: Value: The Budget Processor process reviews an individual value entered using the From and To field.
  9. Select Run.  Please refer to the Process Scheduling QRG for further instructions.
Budget check request
  1. Section 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 Budget Checking Vouchers in Batch. This link will open in a new tab/window.

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