Closing a Voucher or PO Voucher

Purpose:   Use this document as a reference for closing a voucher or closing a PO voucher in ctcLink.

Audience:  Accounts Payable staff.

You must have at least one of these local college managed security roles:

  • ZZ Voucher Processing

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.

Close vouchers when you want the remaining liability to be written off from 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:

  • Posted
  • Not selected for payment
  • Not fully paid

It is recommended to establish each user with the specific access associated with their job duties and is not recommended to simply copy one user's access to another user as this could lead to overallocation of access. However, there are situations where a group of staff within a single department all require the same access to perform similar work. In that case, the COPY function provides the ability to apply all Process Group definitions from one user to another without having to search and enter each Source Transaction and Process Group combination. 

Please refer to the QRG FSCM Security - Process Groups

Closing a Voucher

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

  1. The Voucher Close search page displays. Enter Business Unit.
  2. Optional to enter additional Search Criteria to identify your voucher or select Search to populate results below.
  3. The Close Voucher tab displays.
  4. In the Process Manual Close section, select the Mark Voucher for Closure checkbox. This indicates that this voucher is to be closed with the next posting run for this business unit.
  5. A message box may display; select the Yes button. This will restore the encumbrance and re-open the PO. Another window will appear to restore the encumbrance; select the PO then select OK.
  6. Optional to enter Comments.
  7. Select Save.
Close Voucher page
  1. After marking the voucher for closure, you must run Voucher Posting to create the accounting entries to relieve the liability.
  2. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. 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 Closing a Voucher. This link will open in a new tab/window.

Closing a PO Voucher

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

  1. The Voucher Close search page displays. Enter Business Unit.
  2. Optional to enter additional Search Criteria to identify your voucher or select Search to populate results below.
  3. The Close Voucher tab displays.
  4. In the Process Manual Close section, the Manual Close Date defaults to the current date. Select the Mark Voucher for Closure checkbox. This indicates that this voucher is to be closed with the next posting run for this business unit.
Close voucher page

For PO related voucher closures, please make sure to select "Yes" to restore encumbrance and reopen the PO (unmatched) in order to get the PO line to be available for further invoicing.

  1. A message box displays; select the Yes button. This will restore the encumbrance and re-open the PO.
Select the yes checkbox
  1.  Another window appears to restore the encumbrance. Mark the checkbox of the PO then select the OK box.
select the checkbox to restore the encumbrance and select ok
  1. The PO Associated with the Voucher window closes. Enter the Manual Close Date (make sure it's in an open month). Add additional details in the Comments section.
  2. Select the Save button.
enter manual close date and comments and select save

After marking the voucher for closure, you must run Voucher Posting to create the accounting entries to relieve the liability.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. 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 Closing a PO Voucher. This link will open in a new tab/window.

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.