Budget Overview for Grants and Projects

Purpose:  Use this document to create quick "snapshots" of Budget, Encumbrance and Expense balances in the Commitment Control Module for Grants and Projects in ctcLink.

Audience:  Finance/Budget.

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.

The Budget Overview report in Commitment Control enables you to create quick snapshots of Budget, Encumbrance and Expense balances.  These snapshots can vary from summary level of a business unit all the way down to an individual chartfield string.

Ledger Groups:

  • DETAIL_KK = Activity budget. View transactions at the Activity-level, i.e. Salaries 5000003, Benefits 5010003, Travel 5080004, etc. Expenses.
  • PROJECT_KK = Grants and Project budgets. View transactions at the Project-level summary or roll-up level, i.e. 5000000 Expenses.
Budget Overview Inquiry

Navigation: Commitment Control > Review Budget Activities > Budgets Overview

  1. On the Budgets Overview 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., WA240_DETAILKK (College, Process).
  3. The Budgets Overview page displays. Enter in a meaningful Description, i.e. DETAIL_KK Budget Overview.
  4. In the Budget Type section, enter the following criteria:
    1. Enter or select the Business Unit.
    2. The Ledger Group/Set defaults to the most common 'Ledger Group'. Optional to select 'Ledger Inquiry Set'.
    3. Enter or select the Ledger Group. This field value determines the level of information reported.  PROJECT_KK reports at the summary (or roll-up).  DETAIL_KK reports at the level used for budgeting.
  5. Enter the Type of Calendar information:  
    • Detail Budget Period sorts the data by the Budget Period that was Budget Checked.  
    • Detail Accounting Period sorts the data by which period the expenditure was posted in the General Ledger.
    • Summary Accounting Period allows GL accounting period for fiscal year (must select Calendar ID, then period is 1).
  6. Enter ChartField Criteria information. This section is the filtering portion of the snapshot.
  7. Select Search to view the results. The Budget Overview Results page will display.

The % symbol is a wildcard in PeopleSoft. Entering this character in the field will bring up all valid values.

Criteria and Chartfield page
  1. The Ledger Totals section is the summary of the criteria used for the search.  
  2. The Budget Overview Results lists individual ChartFields that meet the criteria, i.e. Grant Project #0000007858 is used for this example.
  3. Use the scroll bar to scroll to the far right of the page to view additional columns such as Budget, Expenses, Encumbrance and Pre-Encumbrance.

Details icon displays the Budget Details of the selected row. Provides the ledger amounts, available budget and budget exceptions.

Budget Transaction Types icon displays the Budget Transaction Types of the selected row. Provides the overall ChartString and the transaction type i.e. Original, Adjustment, Transfer Adjustment/Original, Closing or Roll Forward.

Note the max rows defaults to show up to 100 rows. Optional to manually adjust this number as needed.

Ledger totals and budget overview results

Use the scroll bar to view Budget, Expense, Encumbrance, Pre-Encumbrance, Planned, Available Budget, and Percent Available.

scroll bar to view additional details

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 Overview for Grants and Projects. This link will open in a new tab/window.


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