9.2 Approving a Billing Invoice

Purpose:  Use this document as a reference for approving a billing invoice 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 a Billing Invoice

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:  NavBar > Navigator > Billling > Billing WorkCenter

  1. Select the Main tab.
  2. Expand the My Work drop-down arrow to review task items.
  3. Select the Invoices Pending Approval link.
  4. The transaction area populates with a list of invoices pending approval.
Invoices Pending Approval menu
  1. Select the checkbox next to the invoice you want to approve.
  2. In the Actions drop-down box, select Approve.
  3. Then select Go.
Select Approve from Actions drop-down
  1. The message "Selected bills have been submitted for approval" will display.
  2. Select OK.
Select OK
  1. Process complete.
2. Approvals tile

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

  1. Select the Approvals tile.
People Soft Fluid Home page
  1. The Pending Approvals page displays.
  2. Select Credit Invoice.
Pending Approvals page
  1. The Credit Invoice page displays.
  2. Select the credit invoice(s) you'd like to approve.
  3. Enter Approver Comments.
  4. Select Approve.
Credit Invoice page
  1. The Mass Approve window displays.
  2. Select Submit.
Mass Approve window
  1. The Mass Approve window disappears.
  2. Notice that your approved credit invoice(s) no longer display on the Credit Invoice page.
Credit Invoice page
  1. Section complete.
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:  NavBar > Navigator > Worklist > Worklist

  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 be "Approval Routing".
Worklist page
  1. The Standard Billing Header-Info 1 tab displays.
  2. Select Approvals.
Standard Billing Header Info 1 tab
  1. The Approvals window displays.  Note that Approval Status = "Pending".
  2. Enter Comment.
  3. Select Approve.
Approvals window
  1. The Approvals window disappears.
  2. A confirmation message displays.
  3. Select OK.
confirmation message
  1. The confirmation message disappears.
  2. Return to your Worklist.
  3. The Work Item value for your credit invoice now reads "Transaction Approved".
Worklist page
  1. Section complete.
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:  NavBar > Navigator > 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.
Express Bill Entry search page
  1. The Billing General page displays.
  2. Select Approvals.
Billing General page
  1. The Approvals window displays.  Note the Approval Status = "Pending".
  2. Enter Comment.
  3. Select Approve.
Approvals window
  1. The Approvals window disappears.
  2. A confirmation window displays.
  3. Select OK.
Confirmation window
  1. The confirmation window disappears.
  2. Select Save.
  3. To confirm the approval, select Approvals.
Billing General page
  1. The Approvals window displays.
  2. Note the Approval Status = "Approved".
  3. Select OK.
Approvals window
  1. Process complete.

0 Comments

Add your comment

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.