9.2 Correcting the Budget Date on a Future Dated PO
Purpose: Use this document as a reference for making changes to an existing purchase order to revise the Budget Date in ctcLink.
Audience: Purchase Order maintainers
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.
This can only be done if the PO hasn’t had any other activity beyond dispatch. It can’t have been received or vouchered.
Updating the Budget Date of an Existing Purchase Order
Navigation: Purchasing > Purchase Orders > Add/Update POs
- The Purchase Order search page displays. Select the Find an Existing Value tab.
- Enter Business Unit.
- Enter or lookup the PO ID. Optional to enter other search criteria to refine results.
- Select Search. The Maintain Purchase Order page displays.
- To review the PO’s Budget Date, in the Lines section, select the Schedule icon.
- The Schedules page displays. Select the Distribution icon then select the Budget Information tab to see the Budget Date field.
- The Distributions for Schedule 1 window opens. Review the Budg Dt (Budget Date).
If the Budget Date is in a closing fiscal year and needs to be updated to the new fiscal year, then the PO Defaults screen can be used to update the budget date.
See the below example of the Budget Date of 06/15/2021, which needs to be updated to 07/01/2021.
- Navigate to the Purchase Order Defaults page.
- In the PO Header area, select the Purchase Order Defaults link to open the defaults screen.
- The Purchase Order Defaults page displays. In the Default Options section, select the Override radio button.
- In the Distributions sections, scroll to the Budget Date field and update the date to the new fiscal year.
- The PO Default Retrofit screen will open.
- Check the Apply to All Distribs box to update the budget date for all distribution lines.
- Select OK.
- Save the changes.
- Process complete. Continue with the Budget Check and Submit for Approval steps as usual.
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.
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