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Commitment Control: Manual Budget Journal CheckList
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Section
Step
ProcessDescriptionNavigationQuick Reference Guide or Notes
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Create a Manual Budget Journal1Create a Budget Journal on-lineA manual Budget journal can be entered. Generally, if it's many lines, you will want to use the import a budget journal tab. Your ledger group will be CC_ORG (on rare occasions it may not be) which is the child ledger. Notice in the Parent Budget Option it identifies that it's going to create a Parent budget. This will be your ledger CC_SUM which is a role up level of accounts. You will be on the Budget Header Tab. Notice also, that you do not normally enter a journal ID and it will be NEXT which means it will chose the next consecutive number. Click on Budget Lines tab.
Navigation: Commitment Control> Budget Journals > Enter Budget Journals, Header Tab.https://ctclinkreferencecenter.ctclink.us/m/79735/l/1048619-9-2-enter-or-adjust-a-budget-online
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Create a Budget Journal2Entering the ChartstringOn tab "Budget Lines" enter the chartstring, including the budget period. This is where you will enter the dollar amount of your budget. If you are doing a zero dollar budget with "Budget with Tracking" you will need to enter at least a zero in the amount (a dollar amount depending on your budget processes). If you are doing control type budgeting you will need to enter a dollar amount. If you do not understand what that means you can reach out to your subject matter experts or contact ERP Support. If you have approval authority you can go directly to the Process pull down and select "Post Journal". Once a journal is posted it will come back with a status under "Approval Heading Status" of "posted". You are done. However, If you do not have authority to post a budget journal see the next step.Navigation: Commitment Control> Budget Journals > Enter Budget Journals , line tab.Same as above
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Submitting a budget journal for approval3Submitting a Journal for ApprovalThe process to submit a journal for approval depends on the set up determined by the college. Some colleges have their Budget Managers submit the budget journals to a second person for review and approval. Navigation: Set Up Financials/Supply Chain > Common Definitions > User Preferences > Define User Preference ( Use the Overall Preference AND the General Ledger under Product Preference)https://ctclinkreferencecenter.ctclink.us/m/79735/l/1048395-9-2-approve-budget-journal
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Submitting a Budget Journal for Approval4Submitting a Budget Journal for ApprovalNot all colleges are set up to require approvals for budget journals. This step is only necessary if your college opted to have approvals for journals. On the tab "budget Lines" after you have completed the chartstring, go to the "Process" and do a pull down and select "Budget pre-check". You are checking your budget before you send it off for approval. Then under the process pull down, select "Submit for Approval".Navigation: Commitment Control> Budget Journal> Enter Budget Journalhttps://ctclinkreferencecenter.ctclink.us/m/79735/l/1048420-9-2-budget-pre-check-and-submit-the-budget-journal-for-approval
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Approving Budget Journal5Approving a Budget JournalThere are four ways to approve a budget journal. This is for after the budget journal has been submitted for approvalThe following is one of the navigations: Navigation: Commitment Control> Budget Journal> Manage Control Budget Journal Approvalhttps://ctclinkreferencecenter.ctclink.us/m/79735/l/1048395-9-2-approve-budget-journal
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Posting a Budget Journal After Approval6Post Budget Journal On-lineThis process is for when a college requires approval of budget journals and the above steps 4 "Submitting a Journal for Approval" and 5 "Approving a Budget Journal" has already been done. After finding the journal the person who will post it will go to the process pull down and select Post.Navigation: Commitment Control> Budget Journal> Enter Budget Journalhttps://ctclinkreferencecenter.ctclink.us/m/79735/l/1048659-9-2-post-budget-journal-online
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Posting a Budget Journal After Approval7Post Budget Journal through the General Ledger WorkcenterThere is no advantage or disadvantage on which way you post a budget journal. This way is navigating to the general ledger workcenter and click on the "Journals Ready to post" and following the process to post.Navigation: General Ledger> GL Workcenter look for current work "Journals Ready to Post"https://ctclinkreferencecenter.ctclink.us/m/79739/l/928850-9-2-using-gl-workcenter
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