9.2 Attach Supporting Documentation to Invoice
Purpose: To attach documentation to an invoice in ctcLink.
Audience: Billing staff.
You must have at least one of these local college managed security roles:
- ZZ Billing Entry
- ZZ_AWE_BI_APPR_060
- ZZ_AWE_BI_APPR_060_HI
- ZZ_AWE_BI_APPR_062
- ZZ_AWE_BI_APPR_063
- ZZ_AWE_BI_AAPR_064
- ZZ_AW_BI_INV
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Supporting Documentation
Navigation: NavBar > Navigator > Billing > Maintain Bills > Supporting Documentation
The Supporting Documentation search page displays.
- On the search page, enter the applicable billing invoice search criteria. As a minimum the following fields should be completed:
- Business Unit
- Invoice
- Select the Search button. The Supporting Documentation page is displayed.

- On the Supporting Documentation page, use the Header Documentation tab to link supporting documentation at the invoice header level.
- Leave the Internal Only checkbox selected if the supporting documentation is intended to only be viewed by internal staff (i.e. not customers).
- Uncheck the Internal Only checkbox if the supporting documentation is intended to be viewed by internal staff as well as by the applicable customer.
- Select the Upload button to initiate the process of selecting and attaching the applicable document. The File Attachment pagelet will display.

- On the File Attachment pagelet, select the Browse button to search for the supporting document. The PC file search page will display. Locate the applicable file and select the Open button.
- The file url will populate in the File Attachment pagelet.
- Select the Upload button in the File Attachment box. The Header Documentation tab will display.

- On the Header Documentation tab, the system displays the name of the attached document.
- The Document Description field is now available for editing.
- Select the Plus button to insert additional supporting documents to the billing invoice header if applicable.
- Select the Minus button to delete applicable supporting documents from the billing invoice header if applicable.

- Select the Line Documentation tab to link supporting documentation at the invoice line level.
- Select Edit Supporting Documents on the applicable billing invoice line. The Edit Supporting Documents pagelet will display.

- On the Edit Supporting Documents pagelet, the system displays the applicable:
- Business Unit
- Invoice ID
- Sequence
- Leave the Internal Only checkbox selected if the supporting documentation is intended to only be viewed by internal staff (i.e. not customers).
- Uncheck the Internal Only checkbox if the supporting documentation is intended to be viewed by internal staff as well as by the applicable customer.
- Select the Upload button to initiate the process of selecting and attaching the applicable document. The File Attachment pagelet will display.

- On the File Attachment pagelet, select the Browse button to search for the supporting document. The PC file search page will display. Locate the applicable file and select the Open button.
- The file url will populate in the File Attachment pagelet.
- Select the Upload button in the File Attachment box. The Edit Supporting Documents page will display.

- On the Edit Supporting Documents page, notice the system now displays the file name in the Attached File column.
- The Document Description field is now available for input if needed.
- Use the Plus [+] or Minus [-] buttons to add additional lines, or to remove lines no longer applicable to the invoice.
- Select the OK button. The Line Documentation tab will display.

- Select the Save button.

- The process to attach supporting documentation to a billing invoice is now complete.
- End of Procedure.
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