9.2 Mass Submit Vouchers for Approval

Purpose:  Use this document as a reference for mass submitting vouchers for approval in ctcLink.

Audience: Accounts Payable staff.

Before a voucher can be submitted for approval, required processes that may need to occur prior to voucher workflow submission, such as budget checking and matching, must be completed.

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

  • ZZ Voucher Approval
  • ZZ Voucher Processing
  • ZZ_AP_MANAGER
  • ZZ_AP_SPECIALIST

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

Mass Submit Vouchers for Approval

Navigation:  NavBar > Navigator > Accounts Payable > Vouchers > Approve > Batch Voucher Approval

  1. The Voucher Batch Approval Request search run control page displays.
  2. Add a new Run Control ID or use an existing one.
  3. Select Add or Search.
voucher batch approval request search page
  1. The Voucher Approval Workflow page displays.
  2. Enter Run Control Options:
    1. Request ID: 1
    2. Description:  Voucher Approval workflow
    3. From/To Invoice Date:  enter specific date or date range
  3. Process Option field choices:  
    • Process all eligible vouchers - Do not use; includes all BU’s
    • Process Business Unit - to include all eligible vouchers for the specified BU
    • Process Control Group - If Control Groups are in use
    • Process Supplier - use to specify BU and a Supplier ID
    • Process Voucher - use to specify BU and a specific Voucher ID
    • Process Voucher Origin - use to specify BU and an Origin (batch transaction, EDI, Online Entry, Payroll Vchrs, Purchasing, Student Admin)
    • Process Voucher Source - use to specify BU and voucher source (ex: XML invoices (SF, single pymt), procurement cards, quick invoices, Excel Upload (Payables), etc.)
  4. In this example, all eligible vouchers specific to the Business Unit for the date range entered will be submitted for approval.
  5. Select the Process Business Unit in the Process Option field.
  6. Select the Save button.
  7. After saving, notice that the “View Vouchers” hyperlink appears.  Select the link to see of list of vouchers that fit the run control criteria.  
Voucher Approval Workflow page
  1. The Voucher Approval List page displays.
  2. Review the list of vouchers. The run control options can be revised if needed.  
  3. Close the Voucher Approval List screen.  
Voucher Approval List
  1. The Voucher Approval Workflow page displays.
  2. If the Voucher Approval List is correct, run the process.
  3. Select the Run button.
  4. The Process Scheduler Request page displays.
  5. Select the OK button.
  6. The Voucher Approval Workflow page displays.
  7. To view the status of the process and the process results (optional), select the Process Monitor hyperlink.
select the run button on the voucher approval workflow
  1. The Process Monitor page displays.
  2. When the Process Instance status is “Success” and “Posted” then the process has completed running.
  3. Select the Details hyperlink.  
process list tab
  1. The Process Detail page displays.
  2. Select the Message Log link to see the number of vouchers submitted for approval.
process detail page
  1. The Message Log page displays.
Message log page
  1. Optionally, to confirm that the voucher(s) approval status is now Pending, navigate to:
    • NavBar > Navigator > Accounts Payable > Vouchers > Add/Update
  2. Process complete.

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