9.2 Voucher Maintenance Page for Corrections

Purpose:  Use this document as a reference for working through the voucher maintenance page to correct errors in ctcLink.

Audience: Accounts Payable staff.

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

  • ZZ Voucher 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 Maintenance search page enables you to correct errors on a voucher; the advantage of the Voucher Maintenance component is that it enables you to view only the voucher lines, distribution lines, or scheduled payments that have the errors you want to update or the field values you want to modify.

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

Voucher Maintenance Page for Corrections

Navigation: Accounts Payable > Vouchers > Maintain > Voucher Maintenance

  1. Search for the voucher that needs correction.
  2. Select the Error Summary tab.
Error Summary tab
  1. Use the Error Summary page to view errors of the voucher. This IRS voucher has Scheduled Payment Error, for the correction go to the Scheduled Payments tab.
Scheduled Payments tab
  1. On the Scheduled Payments tab, select the Go button in front of the All schedules with an error.
Go button in Search Criteria section
  1. Select the Payment Method tab in the Correct Scheduled Payments section.
Payment Method tab in Correct Scheduled Payments section
  1. Change the Manual Payment method to System Check. If you want to put the Voucher on hold, then check the Hold Payment check box and give Hold reason.
  2. Select the Save button.
Correct Scheduled Payments section
  1. Select the action Voucher Build and Run the process.
Action field with Run button
  1. When the process is completed, the Run Status is changed from "Queued" to "Success".
Queued window
Report and Distribution Details page
  1. Process complete.


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