Entering Third Party Vouchers

Purpose:  Use this document as a reference for creating a Third Party Voucher (for miscellaneous or freight charges) in ctcLink.

Audience:  Accounts Payable staff/supervisors

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 Definitiions, please contact your local college supervisor or IT Admin to request role access.

These types of invoices occur for Freight and Miscellaneous Charges, which is not included in the Merchandise Charges or billed separately.

Entering a Third Party Voucher

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

  1. The Voucher search page displays. Select the Add a New Value tab.
  2. Enter Business Unit.
  3. Enter Voucher Style = "Third Party Voucher".
  4. Select the Add button.
Add a new value
  1. The Invoice Information page displays. Enter Supplier ID. Make sure the Location matches your Business Unit.
  2. Expand the Copy From Source Document section.
  3. Enter Copy From = "Voucher".
  4. Select the Go button.
select copy from source document and select voucher
  1. The Voucher Worksheet page displays. Enter Supplier ID of the voucher you from which you are copying. Optional to use other search criteria options.
  2. Select Search.
  3. The Voucher Information section of the page populates down below. Select the Select checkbox of the voucher from which you are copying.
  4. Select the Copy Selected Lines button.
worksheet voucher page
  1. The Invoice Information tab displays. Update Invoice information as needed, such as Invoice No, Date, Update Pay Terms, Miscellaneous Amounts, etc.
  2. Select the Save button to generate a Voucher ID number.
Update invoice info tab
  1. Note that the permanent, unique Voucher ID is assigned by the system.
Voucher ID is created

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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