Closing a Voucher - 10f

Purpose:  This QRG demonstrates how to close a voucher using ctcLink.

Audience:  Accounts Payable staff.

Close vouchers when you want the remaining liability to be "written off" the supplier balance and the voucher to be considered complete. For example, say you have items in dispute and you and the supplier have agreed that you will not make a payment on these items. Close the voucher to credit the expense accounts and debit the liability accounts for the portion of the voucher that remains unpaid.

To close a voucher, the voucher must be:

  • Unmatched
  • Posted
  • Not selected for payment
  • Not fully paid

Closing a Voucher

Navigation:  Accounts Payable > Vouchers > Add/Update > Close Voucher

Begin by navigating to the Close Voucher page.

  1. Select the Accounts Payable menu.
  2. Select the Vouchers menu.
  3. Select the Add/Update menu.
  4. Select the Close Voucher menu.

Enter the desired information into the Business Unit and  Voucher ID field. 

  1. Select the Search button.

As stated above, to close a voucher, the voucher must be:

  • Unmatched
  • Posted
  • Not selected for payment
  • Not fully paid

Use the Mark Voucher for Closure option to indicate that this voucher is to be closed with the next posting run for this business unit.  

  1. Select the Mark Voucher for Closure option. A message will will come up; choose Yes.  This will restore the encumbrance and re-open the PO.  Another window will appear to restore the encumbrance, select the PO and select OK.
  2. Add Comments if needed for detail description.
  3. Select the Save button.

You have successfully marked a voucher for closure. After marking the voucher for closure, you will run voucher posting to create the accounting entries to relieve the liability.

End of Procedure.

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