Attach Supporting Documentation to Invoice

Purpose:  Use this as a reference to attach supporting or backup documentation to an invoice Header or Line 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 or Backup Documentation can be attached at the general Header or the specific Line level of an invoice.

Attaching Supporting Documentation

Navigation: Billing > Maintain Bills > Supporting Documentation

Header Level Documentation
  1. On the Supporting Documentation search page, enter the applicable billing invoice search criteria.  As a minimum the following fields should be completed:
    1. Business Unit
    2. Invoice
  2. Select the Search button.  The Supporting Documentation page is displayed.
  3. On the Supporting Documentation page, use the Header Documentation tab to link supporting documentation at the invoice header level.
  4. Select an option for the Internal Only checkbox:
    • Select the Internal Only checkbox if 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 both by internal staff and applicable customer.
  5. Select the Upload button to initiate the process of selecting and attaching the applicable document.  The File Attachment pagelet will display.
  6. On the File Attachment pagelet, select the Choose File button to search for the supporting document.  The PC file search page will display. Locate the applicable file(s) and select the Open button.  
  7. The file url will populate in the File Attachment window.
Select Upload button, choose file, select file from computer, select open.
  1. Select the Upload button in the File Attachment box.  The Header Documentation tab will displays the name of the attached document.
  2. Update the Document Description field as needed.
  3. Optional to use the plus [+] or minus [-] icons to add/delete supporting documents to the billing invoice header if applicable.  
  4. Select the Save button.
Update Document Description field

Below is an example of Header Documentation of an invoiced bill. Optional to select the View button to view both the Invoice and/or Attachment(s).

Header documentation example
Line Level Documentation
  1. On the Supporting Documentation search page, enter the applicable billing invoice search criteria.  As a minimum the following fields should be completed:
    1. Business Unit
    2. Invoice
  2. Select the Search button. The Header Documentation tab page is displayed.
  3. Select the Line Documentation tab to link supporting documentation at the invoice line level.
  4. Select the Edit Supporting Documents on the applicable billing invoice line.  The Edit Supporting Documents window displays.
  5. Select an option for the Internal Only checkbox:
    • Select the Internal Only checkbox if 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 both by internal staff and applicable customer.
  6. Select the Upload button to initiate the process of selecting and attaching the applicable document.  The File Attachment pagelet will display.
  7. On the File Attachment pagelet, select the Choose File button to search for the supporting document.  The PC file search page will display. Locate the applicable file(s) and select the Open button.  
  8. The file url will populate in the File Attachment window.
Line documentation - attach files
  1. Select the Upload button in the File Attachment box.  The Line Documentation tab will displays the name of the attached document(s).
  2. Update the Document Description field as needed.
  3. Optional to use the plus [+] or minus [-] icons to add/delete supporting documents to the billing invoice header if applicable.  
  4. Select the OK button.

Below is an example of Line Supporting Documentation detail. Optional to select the View button to view Attachment(s).

Line Documentation details
  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.

Video Tutorial Via Panopto

View the link to Attach Supporting Documentation to Invoice at the Header and/or Line Level.  This link will open in a new tab/window.

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