Budget Checking Billing Invoices

Purpose:  Use this document as a reference to identify invoices that did not complete budget checking and perform the budget checking billing invoice(s) in ctcLink.

Audience:  Billing/AR Specialists.

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

  • ZZ Billing Entry
  • ZZ Grant Processing

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

Run this process in preparation of Month/Year End to capture anything missing in the General Ledger.

Step 1: Identify Invoices

Use this Query: to identify invoices that did not complete the Budget Checking process.

Step 2: Budget Checking Billing Invoices

Navigation: Billing > Generate Invoices > Non-consolidated > Request Budget Check

  1. The Budget Check Acct Entries 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_CHECK_BILLING (College, Process).
  3. The Request Budget Check page displays. Enter or lookup Business Unit.
  4. In the Range Selection, select the Invoice ID radio button. When selected, use the From Invoice and To Invoice lookup magnifying glass icons to enter or lookup an invoice number or a range of invoices numbers.
  5. Select the Run button.

This budget check process checks all invoices; non-grant and grant invoices. Optional to enter a range of data values for your Business Unit, such as From Invoice = MSC-0000021220 and To Invoice = MSC-0000021224

Budget check account entries page
  1. The Process Scheduler Request window displays. The Comm. Cntrl Budget Processor or FS_BP will be automatically checked. Select the OK button.
Process scheduler request page
  1. The updated Request Budget Check page displays. Note the Process Instance number.
  2. Select Process Monitor to review the status of the process. Refer to the QRG Process Scheduler/Process Monitor for instructions or more information.
Select Process Monitor

Video Tutorial

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

Video Tutorial Via Panopto

View the external link to Budget Checking Billing Invoices. This link will open in a new tab/window.

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