9.2 Cancel a Third Party Contract Invoice

Purpose: Use this document as a reference for how to cancel a bill in ctcLink.

Audience: Student Financials Staff.

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

  • ZZ SF Bill Customers

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

The Third Party Invoice process is for internal tracking purposes only. When canceling an invoice, it does not negatively impact the Corporate Account. This process is used to reset an invoice that was generated previously.

Cancel an Invoice

Navigation:  NavBar > Navigator >Student Financials > Bill Customers > Cancel Invoice

  1. The Bill Cancellation search page displays.
  2. Search for an existing Run Control ID or select the Add a New Value tab and create a new one. Once you have saved a Run Control ID for a given process it will be available for future use.
  3. Select the Search or Add button.
Bill Cancellation Add a New Value tab

You can go back to the Billing Request 1 tab under Create Billing Request to locate either the Invoice Range (Individual Student Invoice Numbers) or locate the Billing Request Number associated with the invoice.

  1. The Bill Cancellation page displays.
  2. Enter or select a Business Unit and Run Option.
  3. Run Option #1
    1. If you select the Run Option of "Invoice ID", the ID, External Org ID, and Invoice Number fields become available to locate the invoice to cancel. For this example, a student invoice is selected.
    2. Enter the External Org ID.
    3. Enter the Invoice Number.
  4. Select the lookup icon and select the Invoice from the search results.

If you selected "Invoice per Student" when creating a billing request, it is important to note that each student on the invoice has a different invoice number. You will need to cancel all appropriate student invoice numbers or use Run Option #2 to select all students in the invoice.

Bill cancellation page where you can use run option #1
  1. Run Option #2
    • If you select the Run Option of "Billing Request Nbr", the Billing Request Nbr field becomes available to locate the billing request number to cancel.

The system will only show the most recent Billing Request Number. If your Billing Request Number is not the most recent, you must cancel all invoices that are most recent until you get to the number you need to cancel. Please remember that the invoices are for informational purposes only and does not impact the Corporate Account, only the invoice generated.

  1. SBCTC recommends selecting "Log All Activity" in the Bill Cancellation Log Option field to view all of the process results.
  2. Select the Save button.
  3. Select the Run button.
Bill cancellation page where you can use Run option #2
  1. The Process Scheduler Request page displays.
  2. Select the OK button.
Process Scheduler Request page where you select OK
  1. The Bill Cancellation page displays.
  2. Select the Process Monitor link to verify the Run Status is "Success" and the Distribution Status is "Posted".
Bill cancellation page where you select the process monitor link

View Cancellation Results

Navigation: NavBar > Navigation > Student Financials > Bill Customers > Review Invoice Cancellation

  1. The Bill Cancellation search page displays.
  2. Enter a Business Unit and select the Search button.
  3. The Search Results display.
  4. Run Option #1 from above
    • Select the most recent report (highest number). This one does not have a Billing Request Nbr.
Bill Canellation Page to search for most recent billing cancellation number
  1. Run Option #2 from above.
    • Select the most recent report (highest number). This one does have a Billing Request Nbr.
Bill Canellation Page to search for most recent billing cancellation number with billing request number
  1. Review the results of Run Option #1.
Bill cancellation page with the cancellation status indicating successful
  1. Review the results of Run Option #2.
Bill cancellation page with the cancellation status indicating successful
  1. Process complete.

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