Cancel a Third Party Contract Invoice

Purpose: Use this document as a reference for how to cancel a a Third Party invoice 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: Student Financials > Bill Customers > Cancel Invoice

  1. The Bill Cancellation 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., WA220_ADM_FYR_5 (Admissions Letter, Summer, FYR Admit Type).

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

  1. The Bill Cancellation page displays.
  2. Enter or or search for the Business Unit and Run Option.
    1. Run Option: Invoice ID
      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.
      2. Enter the the ID or External Org ID.
      3. Enter or search for the Invoice Number.

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 Billing Request Nbr to select all students in the invoice.

The most recent group of invoice ranges will appear when you select the Invoice Number search button.

  1. Run Option: Billing Request Nbr
    1. 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. Select Log All Activity from the Bill Cancellation Log Option drop-down.
  2. Select the Run button. Please refer to the Process Schedule Request steps for further instructions.
  3. Process complete.
Bill Cancellation page with no data entered.

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 Cancel a Third Party Invoice. This link will open in a new tab/window.

Review Invoice Cancellation Results

Navigation: Student Financials > Bill Customers > Review Invoice Cancellation

  1. The Bill Cancellation search page displays.
  2. Enter the Business Unit and select the Search button. The Search Results displays.
    • Run Option: Invoice ID (from above):
      • Select the most recent report (highest Billing Cancellation Number). This one does not have a Billing Request Nbr.
    • Run Option: Billing Request Nbr (from above):
      • Select the most recent report (highest Billing Cancellation Number). This one does have a Billing Request Nbr.
  3. Select the link to the appropriate Billing Cancellation Number and the Review Invoice Cancellation page displays.
  4. Review the results.
  5. 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.

View Tutorial Via Panopto

View the external link to Review Invoice Cancellation Results. This link will open in a new tab/window.

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