ctcLink Reference Center

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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:

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

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:
1. Business Unit
2. 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.

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