Enter or Adjust a Budget Online

Purpose:  Use this document as a reference for entering or adjusting a Commitment Control budget in ctcLink.

Audience:  Budget Manager and Budget Administrator.

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.

Note: Commitment Control enables you to control expenditures against predefined budgets. These are the step-by-step instructions on how to enter the budget information into Commitment Control.

Note: for Grant/Project related Budgets, please enter Budgets through the Grant or Project Costing Modules.

Enter or Adjust a Budget Online

Navigation:  Commitment Control > Budget Journal > Enter Budget Journals

TIP: The user must have the security role of Budget Manager or Budget Administrator. These are the only roles authorized to enter, adjust or transfer budgets in Commitment Control.

Budget Header

  1. The Enter Budget Journals 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. 
    • 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., WA040_BUDGET_JOURNAL (Business Unit, Process).
  3. Keep Journal ID as “NEXT” and Journal date as Current date. Optional to override the auto-filled current date and manually update the Journal Date field.
  4. Select the Add button.
  5. The Budget Header tab page displays.
  6. In the Ledger Group field, enter or select CC_ORG from the drop-down list. This is the non-Grant/project ledger where budgets are posted. Note: enter Project budgets through the Grants/Contract/Project module. For more info on Grants/Contracts, please see QRG Commitment Control Summary for Grants/Contracts/Projects.

Note:  There is not a separate ledger for Budget Entry Type (Original or Adjustment) thus it's not tracked or calculated individually. Colleges may however develop their own queries/reports using these descriptor fields.

  1. Use the Budget Entry Type drop-down list to select the budget entry type;
    • Original for base budget amounts
    • Adjustment for budget amount adjustments
  2. Check the Generate Parent Budget box, unless the box is already “grayed out”. A grayed out box indicates that user preference was modified. (To modify this user preference, navigate to Set Up Financials/Supply Chain>Common Definitions>User Preferences>Define User Preferences. Change Parent Budget Generation to “Always Generate”.) Note the Budget Entry Type should match the Parent Budget Entry Type, thus:
    • For Original budget entry type, select the Parent Budget Entry Type as Original.
    • For Adjustment budget entry type, select Parent Budget Entry Type as Adjustment.
  3. Select the Attachments (0) link to add supporting documents to the budget journal. Also, check the box Show to Approver. This check box enables approvers to see an attachment.
  4. Enter a detailed description of the budget in the Long Description field.
  5. Enter either PERMANENT, TEMPORARY or EARMARK in the Alternate Description field. This field is required for reporting purposes. This will allow the budget entries to report in a query format using QFS_KK_BUDGET_EXPENSE_BALANCE. Enter separate Budget Journals based on the type of budget described in the Alternate Description.
    • Permanent - The budget for current year.
    • Temporary - Adjustments that are not intended to be carried over to the next year. It does not matter if is a +or -.
    • Earmark - Special budget for a specific directive/spending. This is a variety of things, such as disability services or apprenticeship services.  
  6. Select the Budget Lines tab.

Note:  There is not a separate ledger for Alternate Descriptions (Permanent, Temporary or Earmark) thus it's not tracked or calculated individually. Colleges may however develop their own queries/reports using these descriptor fields.

Budget Lines

  1. Select the Budget Lines tab.
  2. In the Lines section, enter or select valid Chartfield values for:
    1. The Budget Period. Note: the Budget Period must include the Cur Effdt located on the Budget Header.
    2. The Account.
    3. The Oper Unit.
    4. The Fund.
    5. The Department.
    6. The Class.
    7. Enter the budget amount or adjusted amount value in Amount field on the far right side of the row.
    8. Optional to enter additional field values to complete your valid ChartString; i.e. Approp and/or Program. Use the scroll bar to view the entire line information.
  3. For multiple lines, in the 'Lines to add' box, enter the number of lines needed and select the plus icon (+) button to add lines and enter the Chartfield values.
  4. Select the Save button.
  5. The Journal ID number will be generated.
  1. If the Budget Journal Approval is setup for your College, then you will see the Approval Header Status is “Not Submitted”. For additional information, scroll to the bottom of page to view optional steps.
  2. 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

View the external link to Enter or Adjust a Budget Online. This link will open in a new tab/window.

Additional Steps: Budget Pre-check and Submit for Approval, Post Budget Journal, and Errors

Budget Pre-check and Submit Budget Journal for Approval

If you have, Budget Journal Approval turned on for College then follow QRG Budget Pre-check and Submit the Budget Journal for Approval for the next step.

Post Budget Journal Online

If you do not have Budget Journal Approval turned on for your college then select the Process button to post the Budget Journal or follow QRG Post Budget Journal (Online).

Understanding Budget Processing Errors

Use the Process drop down box to select Budget Pre-check and then select Process. This pre-check action runs the combo edit runs, i.e. fundamental field is missing or invalid. The following example checks for a missing Class field. 

For more information please see QRG Common Budget Exceptions and Corrective Actions.


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