Posting Vouchers
Purpose: Use this document as a reference for posting a voucher ad hoc (individually or as needed) or posting multiple vouchers at once using a batch process in ctcLink.
Audience: Accounts Payable staff
You must have at least one of these local college managed security roles:
- ZZ Voucher Processing
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.
Posting Vouchers Ad Hoc or in Batch
After a voucher has been approved, budget checked and matched, it is eligible for posting. You can post vouchers on demand from the Voucher's Invoice Information page.
Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry
- The Voucher search page displays. Select the Find an Existing Value tab.
- Conduct a search to find the voucher you wish to budget check. For example you might search:
- Voucher ID.
- Invoice Date or Date Range.
- Supplier ID or Name.
- Voucher Style.
- Entry Status = Postable.
- Select the Search button to populate the results at the bottom of the page.
- Select the specific Voucher ID.
- The Voucher Summary page displays. Select the Invoice Information tab.
- The Invoice Information page displays
- From the Action drop-down menu, select 'Voucher Post'.
- Select the Run button.
- A message window displays asking if you'd like to wait for the process to be completed. Select the Yes button.
Optional to select the Summary tab to verify the Post Status.
- Process complete.
The next step of this process would be the Journal Generate process (post to the AP Journal to the General Ledger) which automatically runs on a nightly basis.
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
View the external link to Posting Vouchers Ad Hoc. This link will open in a new tab/window.
After a voucher has been approved, budget checked and matched, it is eligible for posting. You can post several vouchers at once using the Voucher Posting Request page.
Navigation: Accounts Payable > Batch Processes > Vouchers > Voucher Posting
- The Voucher Posting Request run control ID search page displays.
- If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
- NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA150_VOUCHER_POST (College, Process).
- The Voucher Posting Request page displays.
- Enter a Request ID.
- Enter a Description.
- Set Process Frequency = 'Always Process'.
- Select the Post Voucher Option via the drop down menu, such as:
- Post Business Unit - to post all eligible vouchers.
- Post Voucher - to post specific vouchers.
- Set Prepayment Application Method to 'Invoicing Supplier'.
- Select the Run button.
- The Process Scheduler Request page displays. Select the OK button.
- For more information, please refer to the Process Schedule Request steps for further instructions.
- Process complete.
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
View the external link to Posting Vouchers in Batch. This link will open in a new tab/window.
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