Run Load Voucher Stage Process

Purpose:  Use this document as a reference for running the Load Voucher Stage Process in ctcLink.

Audience:  Purchasing staff

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

  • CC_ADMINISTRATOR
  • ZZ Procurement Card Processing

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

The Voucher Stage Application Engine process loads the P-Card Transactions into the AP Voucher Staging table.

Load Voucher Stage Process

Navigation:  Purchasing > Procurement Cards > Process Statements > Load Voucher Stage

  1. The Load Voucher Stage run control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA010_LOAD_VOUCHER_STAGE (College, Process).
  3. The Load Voucher Stage page displays. 

P-Card Transactions must be in Approved Status, valid Budget Check Status, and valid ChartField Status.

  1. Enter or lookup SetID = WAXXX.
  2. Enter or lookup Card Issuer.
  3. Enter Billing Date - The billing date may be every day of the billing period or it could be the set billing date, depending on the card issuer:
    • JPMC - use billing date set at the load procard stage process.
    • US Bank - requires using the auto set date which is daily (one run for each day of the cycle).
  4. Select one of the options in the Invoice Date to Use field:  Billing Date, Enter Date or Today.  If Enter Date is chosen, input Invoice Date in the Invoice Date field.
  5. Enter Business Unit. DO NOT LEAVE BLANK.
  6. Additional options:
    1. Enter a unique Invoice Number according to your local college business practice decision. If left 'Blank' it will be the process instance number.
    2. Increase/decrease the Max Voucher Lines.
  7. Do not change the following fields:
    • Transaction Status Criteria = "Approved Status".
    • Budget Status Criteria = "Valid Budget Status".
    • ChartField Status Criteria = "Valid ChartField Status".
  8. Select Save, then Run button. Please refer to the QRG Process Scheduling/Process Monitor for instructions.
Load Voucher stage run control page
  1. The Process Scheduler Request window opens. Select the OK button to run the PO_CCVCHRSTG process. Select the Process Monitor link to track the progress. Please refer to the QRG Process Scheduling/Process Monitor for instructions.
Process scheduler request page

Once the process runs to 'Success' and distribution status 'Posted', the next step is for Accounts Payable to perform the Voucher Build process from the staged transactions. To verify staged transactions, please use query QFS_AP_VOUCHER_STAGING.

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.

View Tutorial via Panopto

View the external link to Run Load Voucher Stage Process. This link will open in a new tab/window.

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