Purchase Order Budget Pre-Check and Submit for Approval

Purpose:  Use this document as a reference to perform a Purchase Order Budget Pre-check and then Submit for Approval in ctcLink.

Audience:  Buyer's / Finance - Purchasing

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

  • ZD Accounts Payable Inquiry
  • ZD Purchasing Inquiry
  • ZZ Purchase Order Entry
  • ZZ Purchasing Approval

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.

Perform a Purchase Order Budget Pre-Check & Submit for Approval

Note: Purchase Orders must be created and saved before the Budget Pre-Check icon (paper with glasses) can can be seen. The Budget Pre-Check status will be "Not Chk'd" before Pre-Budget Check is run.

Navigation:  Purchasing > Purchase Orders > Add/Update POs

  1. The Purchase Order search page displays. Select the Find an Existing Value tab.
  2. Enter Business Unit. Optional to enter or lookup additional Search Criteria to identify your purchase order.
  3. Select Search.
  4. The Maintain Purchase Order page displays. Select the Budget Pre-Check icon (paper with glasses).
  5. Verify Budget Status changes from "Not Chk'd" to "Prov Valid".
Select the budget pre-check icon

Note: If errors are found, Budget Status shows "Error" and/or a message displays. Select the OK button to close the message box. Fix error as needed, save changes, and try again by selecting the Budget Pre-Check icon. For more information on Errors, please see QRG Common Budget Exceptions and Corrective Actions.

error message
  1. The Budget Pre-Check is done successfully when the Budget Status is 'Prov Valid'. The PO is ready to be Submitted for Approval.
  2. Select the Submit for Approval icon (box with checkmark). The PO will be submitted and the PO Status will change from 'Open' to 'Pend Appr' or Pending Approval.
Select Submti for Approval

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.

View Tutorial via Panopto

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