Modified Services | Budget transfer

BUDGET TRANSFER

1. Start

• The process initiates, typically when a web form is submitted.

2. Get Location

• The system retrieves the location code of the person making the request, based on their user ID.

3. Creator Approval

• The person who created the request must approve it first.

4. Supervisor Approval

• The request moves to a supervisor for their review and approval. There can be conditions based on the type/object of transfer.

5. Financial Review

• After supervisor approval, the financial team or process reviews the request to ensure it is correct.

6. Set Seed Value

• The system assigns a new, unique Batch ID and Reference Number for tracking this budget transfer, using an automatic generator.

7. Create Adjustment Batch

• The system creates a main (master) record for the batch and corresponding detailed records for each transfer line item.

• If there are errors, messages are captured for further handling.

• It also processes comments attached to the request and saves them into the system, split into appropriate lengths if necessary.

8. Attach Documents

• If documents (like necessary proofs or scanned forms) are included in the request, they get attached and linked in the system for record-keeping.

9. Email Notification

• Once the process is successfully completed, an automatic email is sent to notify all relevant parties that the batch has been approved, providing the description and Batch ID.