Budget Pre-check and Submit the Budget Journal for Approval

Purpose:  Use this document as a reference for how to pre-check, then submit, a budget journal for approval in ctcLink.

Audience:  Commitment Control staff.

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.

Budget Pre-check is to check transactions and budget journals online or in batch without committing transactions or budgets (posting) to the budget ledgers. This is an optional step.

Note: If Budget Journal Approval is turned on for your college, then you must submit the Budget Journal for Approval. If Approval is not turned on for your college then you can skip this step.

Budget Pre-check and Submit for Approval

Navigation: Commitment Control > Budget Journal > Enter Budget Journals

  1. The Enter Budget Journals search page displays.
  2. Select the Find an Existing Value tab.
  3. Enter Business Unit and/or additional Search Criteria to identify your budget journal.
  4. Select Search.
  5. The Budget Header tab displays.
  6. Select the Budget Lines tab.
  7. (Optional)To make sure everything is correct on the Budget Journal, run the Budget Pre-check process. Select Budget Pre-Check from Process drop-down and select Process.
Select Budget Pre-Check process
  1. The Journal ID is generated.
  2. If the Budget Journal passed Budget Pre-Check, the Budget Header Status will show as “Check Only”.
Budget Header Status is 'Checked Only'
  1. Select the Submit for Approval checkbox.
  2. Select the Save button.

Depending upon your AWE or Approval Workflow, you will see the Approval Header Status is changed to Pending from None. You can check the Approvers by selecting Pending link (or select the Approved link) to view the Budget Journal Approval workflow.

If applicable, please follow the QRG Approve Budget Journal.

Select submit for approval and save
Select the Pending link to view Approval Workflow status
  1. Process complete.
Troubleshooting Budget Errors
  1. If the Budget Header Status returns in 'Error', select the Error link to open the Budget Journal Exceptions page.

Note the Line in Error will have an 'X' in the Error Column. Utilize the checkbox labeled 'Errors Only' to view only lines in Error.

Select the 'Budget Errors' tab to view summary Header or Line error links.

Budget Lines page in Error
  1. Select More Detail to open the explanation window.
  2. Select the Return button to close out the window.
  3. Return to the main Enter Budget Journals page to review and correct the error.
  4. Follow the steps above to run Budget Pre-Check and Submit for Approval.

View additional Error information: select the Budget Chartfields tab to review each value of the ChartString or select the Budget Line Exceptions tab for more line details.

Select More Detail for reason of error

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 Pre-check and Submit the Budget Journal for Approval. This link will open in a new tab/window.


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