Budget Transfer Approval Process and Workflow Notifications

This section outlines the prerequisites and data flow for the Budget Transfer Workflow.

Prerequisites

Following are the requirements for using the Budget Transfer Workflow:

• Select the Budget Transfers? field on the Global Settings tab of the Workflow Configuration Profile's Global Settings option. For details, refer to Global Settings Tab.

• Choose whether your organization will be using a Custom Email Task Scheduler on the workflow server, or define the settings on the Email Task Scheduler Settings tab of the Workflow Configuration Profile's Global Settings. For details, refer to Global Settings Tab.

• Define your settings on the Budget Transfer Email and Budget Transfer Forms tabs of the Workflow Configuration Profile's Budget Transfer option. For more information, refer to Budget Transfer Workflow Configuration Profile.

• Set up approval requirements for batch budget transfers in Fund Accounting's Approval table. If your organization already uses approvals for batch budget transfers, you may not need to update the table.
  The table's Budget Transfer/Adjustment tab defines the users authorized as approvers, as well as the dollar-amount ranges that require approval. Budget Transfer Workflow uses this information to determine the users to notify when a batch transfer that requires approval has been entered. The settings in the Workflow Configuration Profile's Budget Transfer Forms tab determine the order notifications are sent and to whom.

• Set up requirements for account-based budget transfer approvals in Fund Accounting's Account Approval table. If your organization already uses account approvals for batch budget transfers, you may not need to update the table.
  The table's Budget Transfer/Adjustment tab stores the user IDs of authorized approvers and alternate approvers, as well as the account ranges that require approval. Budget Transfer Workflow uses this information to determine the users who receive notifications when a batch budget transfer that requires account-based approval has been entered. The settings in the Workflow Configuration Profile's Budget Transfer Forms tab determine the order notifications are sent and to whom. 

• Define the required fields in users' Employee Information detail pages that will be used in workflow notifications. These include the User Login field in the page's General section and the Email field in its Employment tab. The fields must be completed for users who enter batch budget transfers as well as those who process approvals.

Menu Path

From the Fund Accounting menu, select Entry & Processing. From the Budget Ledgers menu, select Batch Budget Transfer.

Budget Transfer Approval Data Flow

Once setup requirements are compete, workflow notifications will be sent when a batch budget transfer that requires approval is entered. This section outlines the budget transfer process from entry to completion.

1. On the the Batch Budget Transfer page, click Add New.

2. Enter the batch budget transfer, and click OK to return to the Batch Budget Transfer page.

3. Select the control number for the batch budget transfer you just entered, and then click Release/Post on the Action Bar.
   If the Approval or Account entered is defined in the Approval or Account Approval tables as requiring approval, the batch budget transfer is routed for approval.
   Based on the settings in Workflow Configuration Profile's Global Settings and Budget Transfers options, the Needs Approval notification will be sent to the appropriate user defined in the Approval or Account Approval tables.

4. The user who receives the Needs Approval notification can display the Budget Transfer Approvals page by clicking the URL link in the email or the activity on the Activities panel of the PowerSchool ERP home page.
   The URL for the Budget Transfer Approvals page is created by combining the value entered in the Application Server field on the Global Settings tab with the value entered in the Base URL/Full URL field of the Budget Transfer Forms tab.

5. On the Budget Transfer Approvals page, complete the approval necessary for the budget transfer. When the approval process is complete, workflow sends one of the following notifications based on the approval action and your organization's setup:

   • If the approval action was Approve and no other approvals are required:
     The Posted notification is sent to the user who entered the batch budget transfer.

   • If the approval action was Approve, additional levels of approval are required, and the Notify Approvers is set to Only after all required lower levels are completed:
     The Needs Approval notification is sent to the user on the next level of required approval.

   • If the approval action was Approve on the Account Approval and the Notify Account Approvers is set to Before the approval group:
     The Needs Approval notification is sent to the users on the Approval table based on the Notify Approvers setting.

   • If the approval action was Approve on the Approval Group and the Notify Account Approvers is set to After the approval group:
     The Needs Approval notification is sent to the users on the Account Approval table.

   • If the approval action was Deny:
     The Denied notification is sent to users based on the Notify On Denied setting.

   • If the approval action was Needs Correction:
     The Needs Correction notification is sent to the users based on the Notify on Needs Correction setting.

   • If the batch budget transfer is deleted or the approval group or an account that requires approval is changed:
     The Canceled notification is sent to the users based on the Notify on Cancel setting.