Matching Vouchers

Purpose:  Use this document as a reference for matching accounts payable vouchers either ad hoc (individually one at a time) or in batch (multiple vouchers at once) in ctcLink.

Audience:  Accounts Payable staff

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

  • ZZ Voucher Entry
  • ZZ Voucher Processing

You must also set these User Preference Definitions:

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

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

A voucher must be matched before it can be posted.  The following procedures describes matching vouchers:

  • Match a single voucher on demand or ad hoc.
  • Match multiple vouchers at once (batch process) using the Match Workbench.  
Match Voucher Ad Hoc

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

  1. The Voucher search page displays. Select the Find an Existing Value tab.
  2. Enter Business Unit.
  3. Enter Voucher ID or enter search criteria to locate your voucher.
  4. Select the Search button.
  5. The Regular Entry Summary tab displays.  Note the Match Status = "To Be Matched" or "Ready".
  6. Select the Invoice Information tab.
Match status is ready or to be matched
  1. The Invoice Information tab displays.
  2. Select Action = "Matching"
  3. Select the Run button.
  4. A message window displays, 'Do you want to wait for the process to be completed? Voucher will be displayed after process ends'. Select the Yes button.
  5. When the process is complete, select the Summary tab.
Invoice Information tab select matching action
  1. The Summary tab displays. Note the Match Status = "Matched".
Summary tab to verify match status = matched
  1. Section complete.

Video Tutorial

The video below demonstrates the process actions described in 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 link to Match Vouchers Ad Hoc. This link will open in a new tab/window.

Match Vouchers in Batch

Use the Match Workbench to match multiple vouchers at once.

Navigation: Accounts Payable > Review Accounts Payable Info > Vouchers > Match Workbench

  1. The Match Workbench search page displays. Enter Business Unit.
  2. Enter Match Status = "To Be Matched".
  3. Select the Search button.
Match Workbench search page
  1. The Search Results section at the bottom of the page populates. Check the Select checkbox of the voucher(s) you'd like to match.
  2. Select Action = "Matching".
  3. Select the Run button. Please refer to the Process Schedule Request steps for further instructions.
Select vouchers to be run the match process
  1. Process Monitor status will display Success. Voucher Summary page will also show Match Status as 'Matched'.
  2. Section complete.

Video Tutorial

The video below demonstrates the process actions described in 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 link to Match Vouchers in Batch. This link will open in a new tab/window.

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