Enter a Template Voucher
Purpose: Use this document to improve data entry efficiency by creating, using, and deleting template vouchers in ctcLink.
Audience: Accounts Payable staff.
You must have at least one of these local college managed security roles:
- ZD Accounts Payable Inquiry
- ZZ Voucher Approval
- ZZ Voucher Entry
- ZZ_AP_MANAGER
- ZZ_AP_SPECIALIST
You must also set these User Preference Definitions:
If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.
If you receive multiple similar vouchers from a supplier, you can set up a Template Voucher to improve data entry efficiency. You can use a voucher for a particular supplier as a model for other vouchers that you will enter in the future for that supplier by creating a template voucher. Creating a template voucher saves you lots of keystrokes. A template voucher is never paid or posted. It is a model for other vouchers. After you create and save the template voucher, it is available for use during the entry of other vouchers for the specific supplier.
Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry
- The Voucher search page displays. Select the Add a New Value tab.
- Enter or lookup valid values for:
- Enter Business Unit.
- Notice Voucher ID defaults to "NEXT"; after you create and save your voucher, the system will assign a unique and permanent Voucher ID.
- Voucher Style = "Template Voucher".
- Enter Supplier ID: Note: the Supplier Name and Short Supplier Name will auto-fill.
- Supplier Location and as needed the Address Sequence Number.
- Enter Invoice Date.
- Enter Gross Invoice Amount.
- Enter the tax details; otherwise, you have to make the voucher tax exempt by selecting the Tax Exempt Flag checkbox.
- Select the Add button.
- The Invoice Information tab displays and populates fields added from the Add a New Value page. Use it to enter or view invoice information, including invoice header information, invoice date, non-merchandise charges, and voucher line and distribution information. The Pay Terms field displays the default payment terms. These terms are populated from the Payables default hierarchy.
- Select the Template link. The Template Voucher Details window displays.
- Enter Template ID so that you can easily search and reference this template in the future.
- Enter a Description.
- Select the OK button to close out the window.
- The Template Voucher Details window disappears. Use the Distribute By list to select the distribution method: Amount or Quantity. If Distributed By is Quantity then enter the desired information into the UOM and Quantity field.
- Select the Description field. Use the Description field in the Invoice Lines grid to enter a description of the charges related to vouchers created using this template. Enter the desired information into the Description field.
- Enter ChartField details in distribution line details. If you have multiple lines then enter distribution details for each lines.
- Select the Add a New Row [+] icon if needed. Enter the desired information into the field.
- Next, save the voucher template and proceed to creating a new voucher by using the voucher template. Select the Save button to complete your Template Voucher.
Your template voucher is saved, thus three additional tabs appear. A template voucher is never paid or posted. It is a model for other vouchers. Select the Summary tab to review style and status.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above, Entering and Using Template Vouchers. There is no audio included with this video. Select the play button to start the video.
Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry
- Select the Add a New Value button. Enter the desired information into the Supplier ID field.
- Select the Add button.
- The Invoice Information tab displays. Select the Expand section button.
- Select the Copy From list. Use the Copy From list to select the template voucher.
- Select the Go link.
- Use the Voucher Template page to select a template to copy. Use the Template ID field to enter or search for the ID you assigned to the voucher template.
- Enter the desired information into the Template ID field.
- Select the Copy from template button.
- The Invoice Information tab displays. Select the Invoice No field. Enter the desired information into the Invoice No field.
- Select the Invoice Date field. Enter the desired information into the Invoice Date field. Enter the rest of your details in this Voucher, if you have any. OR you can change your any details here because this data is coming from template Voucher which have created earlier.
- Select Save.
Optional to add Comments or Attachments by using the links.
- Notice that the Voucher ID field changes from NEXT to a number generated by the system when you save your information.
Video Tutorial via Panopto
View the external link to Enter and Use a Template Voucher. This link will open in a new tab/window.
Navigation > Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry
- On the Voucher page, select the Find an Existing Value tab. Enter your Business Unit.
- Select the Voucher Style = Template Voucher. Select the Search button to populate results below and select the item to be deleted.
- The Regular Entry Summary tab page displays. Select the Voucher Attributes tab.
- Under the Voucher Processing section, mark the Delete Voucher checkbox.
- Select the Save button.
- A warning message window displays. Select OK to confirm to delete the Template Voucher.
- Section complete.
Video Tutorial
The video below demonstrates the process actions described in the steps listed above, Entering and Using Template Vouchers. There is no audio included with this video. Select the play button to start the video.
Video Tutorial via Panopto
View the external link to Deleting Template Vouchers. This link will open in a new tab/window.
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