Budget Checking Requisitions

Purpose: Use this document as a reference for budget checking a Requisition and/or budget checking Requisitions in Batch in ctcLink.

Audience: Purchasing staff.

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

  • ZZ Requisition 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.

Budget checking can be accomplished one requisition at a time or in batch. The following instructions refer to the batch processing method and will budget check all requisitions in Approved status. Refer to the Fundamentals QRG titled Running Reports, Jobs, and Queries for additional information about running jobs (generally) in ctcLink.

Budget Checking a Single Requisition or Requisitions in Batch

Navigation: Purchasing > Requisitions > Budget Check Requisition

  1. The Requisition Budget Check run control ID 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., WA040_REQ_BUDGET_CHECK (Business Unit, process name).
  3. The Budget Check page displays. Use it to enter the request parameters. These parameters will be used to define the processing rules and data to be included when the process is run.
  4. In the Process Frequency section, select the Always Process button.
  5. Enter a short Description.
  6. In the Process Options section, enter the following valid values:
    1. Enter or select the appropriate business unit in the Business Unit field.
    2. Additional fields can be used to narrow down the processes, such as;
      1. Single Requisition ID or a range of Requisition IDs.
      2. Single Requisition Date or range of Requisition Dates.
      3. Single Accounting Date or Accounting Date Range.
      4. Single Requester ID to a range of Requester IDs.
      5. And/or by Requisition Status.
  7. Select Run.
  8. The Process Scheduler Request page displays. Please refer to the Process Schedule Request steps for further instructions.
  9. Select OK.
  10. Optional to select the Report Manager link to view the application details of the process.
  11. 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 Budget Checking Requisitions. This link will open in a new window.


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