9.2 Enter a Quick Invoice Voucher

Purpose: Use this document as a reference for building a voucher from a Quick Invoice in ctcLink.

Audience: Accounts Payable staff.

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

  • ZZ Quick Invoice Entry

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.

The Voucher Build process can create vouchers from many sources of information, including Quick Invoice.  Because the Quick Invoice component will likely be used by non-finance staff and faculty (if it is used at all) it is important to check the resultant voucher for completeness and accuracy. 

Enter a Quick Invoice Voucher

Navigation: NavBar > Navigator > Accounts Payable > Vouchers > Add/Update > Quick Invoice Entry

  1. On the Quick Invoice Entry search page, select the Add a New Value tab.
  2. Enter or select Business Unit.
  3. Voucher ID will default to "NEXT".  A Voucher ID will be assigned by the system later in the process.  
  4. Quick Invoice Template will default to "Simple".
  5. Voucher Style will default to "Regular Voucher".
  6. Select Add.  The Quick Invoice page will display.
Quick Invoice Entry search page
  1. On the Quick Invoice page, enter Supplier.
  2. Enter Invoice Number.
  3. Enter or select Invoice Date.
  4. Enter Total (Gross Invoice Amount).
  5. Enter Sales Tax Amount or Tax Exempt if applicable.
  6. Enter or lookup Payment Terms.
  7. On the Invoice Lines section, enter chartfield distribution details such as Account, Fund, Dept, Class and State Purpose.  This is where the expense will be coded.
  8. Select Save.
Quick Invoice page
  1. Notice that the system has assigned a Voucher ID.

Note: If you have the access to run the Voucher Build process then proceed with step 16 & 17 or else let the AP person of your college know to run the “Voucher Build” process.

  1. Select "Voucher Build" from the Action dropdown list.
  2. Select Run.  The Process Monitor will display.  Refer to the Process Scheduling QRG for additional instructions.
Quick Invoice page
  1. Section complete.

Find and Modify a Voucher

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

  1. On the Voucher search page, select the Find an Existing Value tab.
  2. Enter or select Business Unit.
  3. Enter or Select "Quick Invoice" in Voucher Source.
  4. Select Search. The Voucher invoice information page displays with populated data fields from quick invoice.
Voucher search page
  1. Add and/or update data details as needed and save.
Regular Entry page
  1. Process complete.

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