Budget Checking Procurement Cards
Purpose: Use this document as a reference for how to budget-check procurement cards (either by transaction line or in batch) in ctcLink.
Audience: Purchasing staff and Cardholders.
You must have at least one of these local college managed security roles:
- CC_ADMINISTRATOR
- CC_APPROVER
- CC_RECONCILER
- CC_REVIEWER
- CC_USER_PO
- CC_USER_REQ
- ZZ Procurement Card Processing
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Use the Procurement Card Transactions page to review, manage, and approve procurement card transactions loaded by the Load Statement process. You can view all of the procurement card transactions that you have been granted authority to access on the Cardholder Profile - Card Data: Assign Proxies page.
Navigation: Purchasing > Procurement Cards > Reconcile > Reconcile PCard Statement
- The Reconcile Statement Search page displays.
- Enter Transaction Date or date range. Optional to use additional criteria to refine search, such as:
- Enter or lookup Employee ID.
- Enter or lookup Name.
- Card Number.
- Billing Date.
- Budget Status.
- Select the Search button. The Procurement Card Transaction page displays.
- In order to Budget Check procurement cards at the line level, the ChartField Status must be in a "Valid" status, meaning the ChartString contains all required elements of a valid distribution or ChartString such as Account, Fund, Class, Department, and State Purpose. There are a few ways to Budget Check Procurement Card Transactions at the Line level:
OPTION 1: Mark the Run Budget Validation on Save checkbox. When you select the Save button, the Budget Check process is initiated.
OPTION 2: Select the Line(s) Item check boxes and select the Validate Budget button to initiate the Budget Check process. Optional to use the Select All / Clear All buttons.
If the P-Card line item is in "Recycled" status, that means a piece of the chart string is missing or one of the required fields may be blank. You may not even be able to save the page. Follow these steps:
- On the line item, select the Distribution icon to open the ProCard Account Distribution window.
- Review the ChartFields tab and enter or lookup the missing fields.
- Select OK to close the window. The Chartfield Status will change from "Recycled" to "Valid".
- Then initiate the Budget Check process, either by line level or by batch.
To check the status of the Budget Check process, navigate to Process Monitor. For more information, please see QRG Process Scheduler/Process Monitor.
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 Procurement Cards at the Line Level. This link will open in a new tab/window.
Navigation: Purchasing > Procurement Cards > Process Statements > Budget Chartfield Validation
- The Budget Chartfield Validation search page displays.
- 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., WA010_BUDGET_CK_PCARDS (College, Process).
- The Budget Chartfield Validation page displays.
- Select the Always option.
- Enter the desired information into the Description field.
- Specify the Card Issuer. Select "Value".
- Select the Card Issuer list and enter desired value.
- Specify the Billing Date. Select "Value".
- Select the Billing Date and enter desired value.
- Select Run.
- Please refer to the Process Schedule Request steps for further instructions.
- Please refer to the Report Manager steps for further instructions.
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 Procurement Cards in Batch. This link will open in a new tab/window.
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