Review Budget Exceptions by Transaction Source

Purpose:  Review budget exceptions by transaction source in ctcLink.

Audience:  Finance staff.

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

  • <Roles listed by individual process below>

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

The procedure for inquiry budget exceptions is same for each transaction sources. The navigation is different for each transaction sources. Below are most frequent use transaction source and its navigation.

Navigation to Review Budget Exceptions by Transaction Source

Travel Authorization:

  • Navigation: Commitment Control > Review Budget Check Exceptions > Travel and Expenses > Travel Authorization
  • Roles: ZD CC Budget Inquiry

Expense Report:

  • Navigation: Commitment Control > Review Budget Check Exceptions > Travel and Expenses > Expense Sheet
  • Roles: ZD CC Budget Inquiry

Requisition:

  • Navigation: Commitment Control > Review Budget Check Exceptions > Purchasing and Cost Management > Requisition
  • Roles: ZD CC Budget Inquiry, ZZ Requisition Entry

Purchase Order:

  • Navigation: Commitment Control > Review Budget Check Exceptions > Purchasing and Cost Management > Purchase Order
  • Roles: ZD CC Budget Inquiry, ZZ Purchase Order Entry, ZZ Purchase Order Processing

Voucher:

  • Navigation: Commitment Control > Review Budget Check Exceptions > Accounts Payable > Voucher
  • Roles: ZD Accounts Payable Inquiry, ZD CC Budget Inquiry

GL Journal:

  • Navigation: Commitment Control > Review Budget Check Exceptions > General Ledger > Journal
  • Roles: ZD CC Budget Inquiry, ZZ GL Journal Entry

Budget Journal:

  • Navigation: Commitment Control > Review Budget Check Exceptions > General Ledger > Journal
  • Roles: ZD CC Budget Inquiry, ZZ GL Journal Entry
Budget Journal Exception Example

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

  • ZD CC Budget Inquiry
  • ZZ GL Journal Entry

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

Navigation: Commitment Control > Review Budget Check Exceptions > General Ledger > Review Journals

  1. Once the Journal search page displays, enter search criteria to narrow search results.
    • Business Unit
    • Journal ID
    • Journal Date
    • More search criteria if applicable
  2. Select the Search button to display the journal results.
  3. From the Search Results section, select the applicable Journal ID link to display the Journal page.

Note: You may find the different search criteria for each transaction source (review budget exception page). Try to enter as much search criteria as possible to better filter the search results.

Journal search page
  1. Once the Journal page displays, ensure the GL Journal Exceptions tab is selected. Then use the various actions and information within the GL Journal Exceptions page to review and understand the different budget exceptions. Several fields and buttons are explained in detail.
    • Journal ID (View Other Links) button - Provides another way to drill down into the actual journal.
      • Go to Source Entry - Opens new window of actual journal.
      • Go to Source Inquiry - Opens a new window to find an existing journal.
    • *Exception Type - Provides option to sort by the budget checking status of the transaction - Error or Warning exception.
      • Error: Severe violations of budget rules that will not allow a transaction to pass budget check. It must be correct.
      • Warning: Minor errors that do not exceed budget rules and the transaction requires no further action. This is just FYI only.

Warning:  The Budget Journal Exception page gives the ability for those with the role to 'Override' a budget by clicking on the box under “Override Budget”.  This is not normally done and can have a negative affect by misstating a budget when improperly used; thus, this security role is limited within a college.

  • Override Transaction - Select checkbox to enable the entire transaction to update the control. If the transaction has been budget checked and has errors, the transaction override option is active only if all of the errors are able to be overridden and if you have proper security access. This check box is also not available for warning exceptions because it is not necessary to override warnings. If you want to override transaction, then follow QRG Override Budget Exception.
  • More Budgets Exist - If checkbox is selected, the transaction has more exceptions than the number entered in the Maximum Rows field.
  • Advanced Budget Criteria - Select this link to access the Refine Inquiry Criteria page where you can change the budget criteria to limit the rows returned.
  • Show all Columns button - Used to display detailed account string information.
  • Ledger Group -  Displays the Commitment Control ledger group for the transaction header exception or transaction line exception.
  • Exception - Description of the error or warning exception. For more information regarding errors, please follow QRG Common Budget Exceptions and Corrective Actions.
  1. Select the Details (magnifying glass icon) to review details.
GL Journal Exceptions page
  1. Review the General Ledger Journal Line Drill Down results. Select OK to close out the window.

To correct exceptions, please see QRG Common Budget Exceptions and Corrective Actions.

Review the GL Journal Line Drill Down window
  1. 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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