Budget Checking a Voucher Ad Hoc

Purpose: Use this document as a reference for budget checking a voucher 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

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, but budget checking can also be performed 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. 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

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