Approving Billing Invoices

Purpose:  Use this document as a reference for approving one or more billing invoices in ctcLink.

Audience:  Billing Invoice Approvers.

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.

Let's look at a few different navigation paths by which you can approve a billing invoice:

  1. Billing WorkCenter
  2. Approvals tile
  3. Worklist page
  4. Express Billing page

Approving Billing Invoices

Prerequisite:  The originator of the billing invoice has set its status = "RDY" and has submitted it for approval, as described in the Submitting a Billing Invoice for Approvals QRG.

1. Billing WorkCenter

Navigation: Billing > Billing WorkCenter

  1. From the Billing WorkCenter My Work section, expand the My Work drop-down arrow to review task items.
  2. Select the Invoices Pending Approval or Invoice Pending My Approval link. The transaction area populates with a list of invoices pending approval.
  3. Select the checkbox next to the invoice(s) you want to approve.
  4. In the Actions drop-down box, select the appropriate action:
    • *Approve - receives a message window that selected bill(s) have been approved.
    • Billing Summary - to review Billing Summary Info 1 and Bill Summary Info 2.
    • *Deny - receives a message window that selected bill(s) have been submitted for denial.
    • Supporting Documentation - to review attachments and/or add supporting documents.
  5. Then select Go.
Billing WorkCenter Approvals link
  1. If selected Approve, the message "Selected bills have been submitted for approval" will display.
  2. Select OK.
Select OK
  1. 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 Approving Billing Invoices using the Billing WorkCenter. This link will open in a new tab/window.

2. Approvals tile

Navigation: This tile can be placed on any PeopleSoft Fluid Home page.

  1. Select the Approvals tile.
Approvals tile
  1. The Pending Approvals page displays.
  2. From the left column of the page, select the Credit Invoice option.
  3. Select the credit invoice(s) you'd like to approve.
  4. Enter Approver Comments.
  5. Select the Approve button (or other options if need to Deny or Pushback item).

Select the right arrow icon to view the item's Credit Invoice Approval Detail. Drill into the details by selecting: View Invoice, View Supporting Documentation and Approval Chain. Select the Pending Approvals back arrow to return to the main page.

Select credit invoices to approve and select approve
  1. The Mass Approve window displays. Review/edit comments if needed.
  2. Select the Submit button.
select submit
  1. The Mass Approve window disappears.
  2. Notice that your approved credit invoice(s) no longer display on the Credit Invoice page.
  3. Section 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 Approving Billing Invoices using the Approvals Tile. This link will open in a new tab/window.

3. Worklist page

You must have at least one of these local college managed security roles:

  • ZZ Former Employee
  • ZZ PeopleSoft User

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

Navigation:  Worklist > My Worklist - Summary View

  1. The Worklist page displays.
  2. Select the Link of the credit invoice you'd like to approve.  Note that its Work Item value must = "Approval Routing".
Worklist page
  1. The Standard Billing Header-Info 1 tab displays.
  2. Near the bottom of the page, select the Approvals link.
  3. The Approvals window displays. Note the Approval Status = "Pending".
  4. Optional to enter Comment.
  5. In the Approvals window, select the Approve button.
Select Approvals and select Approve
  1. The Approvals window disappears.
  2. A confirmation message displays. Select OK.
Approval confirmation
  1. The confirmation message disappears.
  2. Return to your Worklist.
  3. The Work Item value for your credit invoice now reads "Transaction Approved".
Transaction Approved
  1. Section 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. - coming soon!

Video Tutorial Via Panopto

View the external link to Approving Billing Invoices using the Worklist. This link will open in a new tab/window. - coming soon!

4. Express Billing page

You must have at least one of these local college managed security roles:

  • ZD Billing Inquiry
  • 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_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.

Navigation: Billing > Maintain Bills > Express Billing

  1. The Express Bill Entry search page displays.
  2. Enter Business Unit.
  3. Enter additional Search Criteria to identify your billing invoice.
  4. Select Search. The Billing General page displays.
  5. Near the bottom of the page, select the Approvals link.
  6. The Approvals window displays. Note the Approval Status = "Pending".
  7. Optional to enter Comment.
  8. In the Approvals window, select the Approve button.
Approvals window
  1. The Approvals window disappears.
  2. A confirmation window displays. Select OK.
Select OK
  1. The confirmation window disappears. Select the Save button.
  2. Optional to confirm the approval:
    1. Reselect the Approvals link.
    2. The Approvals window displays. Note the Approval Status = "Approved".
    3. Select OK.
Verify the invoice was approved.
  1. 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 Approving Billing Invoices using the Express Billing page. This link will open in a new tab/window.

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