9.2 Submit Billing Invoices for Approval
Purpose: Use this document as a reference for submitting billing invoices for approval in ctcLink.
Audience: Finance/Billing staff
You must have at least one of these local college managed security roles:
- ZD Billing Inquiry
- ZZ Billing Inquiry
- ZZ_AWE_BI_APPR_060
- ZZ_AWE_BI_APPR_060_HI
- ZZ_AWE_BI_APPR_062
- ZZ_AWE_BI_APPR_063
- ZZ_AWE_BI_APPR_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.
Notes:
- Invoice approvals in Billing is an optional configuration item. If your college doesn’t have invoice approvals enabled, this step in the overall process will be skipped. Also, colleges that have enabled invoice approvals may have enabled it only for credit (negative amount) invoices. In this situation, debit (positive amount) invoices would also skip this step when processed.
- The example below shows a credit invoice that’s starting in a NEW (New Bill) status being submitted for approval through the Express Billing screen.
Navigation: Billing > Maintain Bills > Express Billing
- The Express Bill Entry search page displays.
- Enter Business Unit.
- Enter Search Criteria to locate a "New Bill" credit (negative amount) invoice.
- Select Search.
- The Billing General page displays. Note that the Bill Status = "New", the Pretax Amt is negative, and that there is no Approvals link at the bottom of the page.
- Update the Bill Status to "RDY" (Ready to Invoice).
- Select the Save button. This will enable a new Approvals link in the “Go To” link section at the bottom of the page.
- Select the Approvals link. This will open a new window that will allow you to submit the invoice for approvals.
- The Approvals window displays.
- For a preview of where the invoice will be routed for approvals, select the Preview Approvals button.
- You can also add any Comments you would like associated with the invoice submittal.
- When you are ready to submit the invoice for approval, select the Submit for Approval button.
- A confirmation message window displays. It indicates that the transactions has been successfully submitted for approval.
- Select the OK button to close the message window.
- Process complete.
You must have at least one of these local college managed security roles:
- ZZ Billing Workcenter
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
Navigation: Billing > Billing WorkCenter
- The Billing WorkCenter displays.
- On the Main tab, select the drop-down menu for My Work.
- Select Invoices Not Submitted for Approval hyperlink.
- The Invoices Not Submitted for Approval information will display in the Transaction area.
- Select the checkbox next to the Invoice(s) ready to be sent for approval (Invoices ready to be send for approval need to be in the RDY status).
- From the Actions drop down menu, select *Submit For Approval.
- Select the GO button.
- A message displays 'Selected bills have been submitted for approval.' Select OK.
- Select the refresh icon to refresh the page to view the invoice(s) have successfully sent for approval.
- Process complete.
Video Tutorial
The video below demonstrates the process actions described in the 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 external link to Submit Billing Invoices for Approval. This link will open in a new tab/window.
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