9.2 Vouchering a Quick Invoice on Demand

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. 

Vouchering a Quick Invoice

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

  1. From the Quick Invoice Entry page, select the Find an Existing Value tab.
  2. Conduct a search to find the Quick Invoice you wish to voucher.  For example search criteria may be:
    • Business Unit = Your business unit will default
    • Build Status = "Build Voucher"
    • Voucher Source = "Quick Invoice"
    • Select the Search button.
Quick Invoice Entry Find an Existing Value tab
  1. The Quick Invoice page displays.
  2. Select the Line Details button to review the invoice lines
Quick Invoice page
  1. The Invoice Lines section of the page populates.
  2. Complete the ChartField strings that represent the Distribution Lines of each Invoice Line.
  3. Select Save.
Invoice Lines section
  1. Enter Action = "1. Voucher Build".
  2. Select Run.
Quick Invoice page
  1. Make the sure process runs to completion.
  2. Navigate to Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry.
  3. From the Voucher page, select the Find an Existing Value tab.
  4. Enter the Voucher ID into the Voucher ID search field and select Search.
Voucher Find an Existing Value tab
  1. Complete the voucher.
  2. Select Save.
Invoice Information tab
  1. Process 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. - coming soon!

Video Tutorial via Panopto

View the link to Vouchering a Quick Invoice on Demand. This link will open in a new tab/window. - coming soon!


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