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
- From the Quick Invoice Entry page, select the Find an Existing Value tab.
- 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. If you have multiple results, they will populate below the Search bar. Select the item.
- The Quick Invoice page displays. Select the Line Details button to review the invoice lines. The Line Details will display below under the Invoice Lines section.
- Review and/or update the ChartString Distribution lines for each invoiced line.
- Select the Save button.
- Select the Action drop down arrow to = "1. Voucher Build".
- Select the Run button.
Make sure the process runs to completion. For additional details please see Process Scheduler/Process Monitor. Upon process completion and refreshing the Quick Invoice page, you can see that fields have grayed out and are no longer edible. You will use the Voucher ID for the next step.
- Navigate to Navigation: Accounts Payable > Vouchers > Add/Update > Regular Entry.
- From the Voucher page, select the Find an Existing Value tab.
- Enter the Voucher ID into the Voucher ID search field and select Search.
- The Regular Entry page displays. Select the Summary tab to review all statuses.
- Select the Invoice Information/Payments tab to complete the voucher, i.e. Budget Check, Add Payment info, Submit for Approval. etc.
- Select the Save button to save changes.
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.
Video Tutorial via Panopto
View the link to Vouchering a Quick Invoice on Demand. This link will open in a new tab/window.
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