Entering Reversal Vouchers

Purpose:  Use this document as a reference for reversing a voucher's journal entry 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

You must also set these User Preference Definitions:

If you need assistance with the above security roles and User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

Reversal vouchers allow incorrect voucher coding to be backed out and can also enable you to restore the encumbrance for actuals and budgets and reduce the purchase order's matched quantity or amount.

Note: You should use the PO Voucher Close functionality instead of the Reversal Voucher functionality, as the PO voucher close functionality is more sophisticated and efficient.

Entering Reversal Vouchers

Navigation:  Accounts Payable > Vouchers > Add/Update > Regular Entry

  1. The Voucher search page displays.
  2. Select the Add a New Value tab.
  3. Enter Business Unit.
  4. Enter Voucher Style = "Reversal Voucher".
  5. Enter Supplier ID.
  6. Select Add.
  7. The Invoice Information tab displays.

The Invoice Information page enables you to enter or view invoice information, including invoice header information, non-merchandise charges, and voucher line and distribution information.

  1. Enter Invoice Number.
  2. Enter Invoice Date.
  3. In the Copy From Source Document section:
    1. Select Voucher ID of the voucher whose journal entry you wish to reverse.
    2. Select the Reverse Voucher checkbox.
    3. Select Copy to Voucher.
  1. Select Adjust Mtch Values/Encumbrance check box to restore the encumbrance and to adjust the purchase order matched quantity or amount.
  2. Select Save.

Note: This option is available only if you are creating a reversal voucher and if the related purchase order has not been reconciled.

Note: The reversal voucher goes through the pay cycle process as a credit memo. The reversal voucher offsets the original voucher during payment creation. The original voucher and the reversal voucher zero out.

  1. 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

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