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Budget Control Quick Tips

Fund Transfer

To move actual, incurred expenses to another account.

  1. General Ledger/Journals/Journal Entry/Create Journal Entries – Click Add.
  2. Header Tab – Ledger Group – In Long Description Field, enter documentation to support transfer. If you need to add a support document, click on Attachment Link and upload support documents. Then, click on the Lines Tab – Enter the account string to “Transfer To” including amount (positive), enter the Journal Line Description, Click the  to add a new line, Enter the account string to “Transfer From” including amount (negative) Add multiple new rows at row 1 (Alt+7)
  3. Click Save.
  4. Click Notify, send to BCO or

Budget Transfer

To move budget dollars to fund a future purchase.

  1. Commitment Control/Maintain Budgets/Budget Journals/Enter Budget Journal - Click Add.
  2. On the Budget Header Tab, Enter one of the following under Ledger Group:
    • ORG – For Funds 11, 14, 15, 61, and 91
    • PROJGRANT – For Funds 42 and 51
  3. Now click on the Budget Lines Tab and click the arrow icon next to base currency details to expand and then enter the following: Enter the account string to “Transfer To” including amount (positive).
  4. Note – Budget Period (Year) must also be entered. Enter the Journal Line Description, Click the “+” to add a new line Enter the account string to “Transfer From” including amount (negative).
  5. Click Save.
  6. Click Notify, send to BCO or

Requisition 

  1. Purchasing/Requisitions/Add/Update Requisitions - Click Add.
  2. Click on Header Defaults - Click on the Vendor Lookup, type in the first few letters of the vendor name to find the appropriate vendor and click Search. Check the Select Box and click OK.
  3. Click OK.
  4. Enter Header information, under Buyer, enter MDAVIS, enter Account Information under Distibutions, then click OK.
  5. Enter the following information under the Form Tab – Description, Req Qty, UOM, Category, Price.
  6. Click on Header Comments only if you have an item that is being received. Here, you will enter the location for receiving to deliver your order. Then click OK.
  7. Click the Save button.
  8. Click the Notify button, send to BCO or directly to mdavis@grcc.edu.

Steps for BCO Approving Transaction 

Fund Transfer

  1. Click on email link.
  2. Click on Lines Tab. Review account numbers, descriptions and amounts.
  3. Click Notify.

Budget Transfer

  1. Click on email link
  2. Click on Lines Tab
  3. Review account numbers, descriptions and amounts
  4. Click Notify

Requisition

  1. Click on email link
  2. Review the transaction – Header Defaults (account #, order and price info) – click OK, then click Line Details (vendor detail), then click OK
  3. Click the Approve icon  Approve
  4. Click the Budget Check icon at the top right of the screen  to budget check the transaction Budget Check
  5. Click Notify. Send to mdavis@grcc.edu 

Frequently Asked Questions

How do I find the entire account number?

Commitment Control/Review Budget Activities/Budget Inquiry/Budget Details

Input ORG (Fund 11,14,15,91) and PROJGRANT (Fund 42,51) and enter your Dept ID or Project ID and Budget Period to see valid account numbers.

How do I inquire on the status of a requisition?

Purchasing/Requisition/Review Requisition Information/Requisitions – Enter the Requisition ID

How do I review purchase order activity?

Purchasing/Purchase Order/Review PO Information/Activity Summary

How do I check on the detail for budget journal entries?

  1. Commitment Control/Review Budget Activities/Budget Inquiry/Budget Details.
  2. Enter the appropriate account number, click OK.
  3. You can drill down to budget line detail by clicking on the icon next to Budget Amount. Click Drill to Budget Journal.

Where are budget reports located?

Budget reports for each department are located in the appropriate BCO folder on the s drive at S:\Units\Financial Services\Reports\Organization

What queries do I run to get budget detail?

  1. See instructions for BCO Budget Report on Accounting and Budget Webpage
  2. Reporting Tools/Query/Query Manager – type in query name, click run:
    1. JOURNAL – Transaction detail for all journal lines. 
    2. AP_VOUCHER_GL– Transaction detail for amounts paid or to be paid to vendors (includes vendor name, invoice #, etc.). 
    3. ENCUMBRANCE – Transaction detail for Purchase Orders issued and paid against. 
Transfer