Third Party Contract Invoice Query

Purpose:  This query in ctcLink produces an invoice that can include student costs, registration data, SS#, and a custom notation per student.

Audience: Student Financials staff.

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


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

User's of this query should have highly sensitive data security with one of the following roles:


Process the below query after successfully completing the Generate Invoice step of the Invoice a Third Party Contract QRG.

This process is dependent upon selecting the Cross Reference Student Charge on the Create a Third Party Contract page.

It is also dependent upon selecting the Invoice per Student checkbox on the Create a Billing Request page.

Third Party Contract Invoice Query Processing

Navigation: Reporting Tools > BI Publisher > BIP Query Report Scheduler

  1. The Query Report Scheduler run control 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).
  3. The Query Report Scheduler page displays.
  4. Select Connected Query from the Data Source Type drop-down.
  5. Enter or search for the Report Name: BCS_3PST_IVC

To retrieve the Invoice #'s visit Student Financials > Bill Customers > Corporate Bills > Review Invoice.

The Invoice Range can also be found on the Create Billing Request 1 tab at the bottom of the page.

  1. The Query prompt page displays.
  2. Enter the Query Parameters:
    1. Unit
    2. Prompt for Invoice Start:  ex.  WA050TPC000000000000XX
    3. and Invoice End Range:  ex. WA050TPC000000000000XX
    4. or Contract #: ex. 2235-TULALIP
    5. Include NID?:  Select this checkbox to include each student’s Social Security Number.
    6. Select the OK button.
  3. The Query Report Scheduler page displays.
  4. Leave the Template As Of Date blank.
  5. Select the Run button. Please refer to the Process Schedule Request steps for further instructions.

It is recommended to leave the Template as of Date blank. However, you may also use the Current Date in this field.

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

Error Message indicating missing highly sensitive query security:

ctcLink warning message

Example of invoice:

Example of contract

Custom External Organization Address/Use of Third Party Contract Detail tab

If the second tab (Third Party Contract Detail) on the 3rd Party Contract Create page is filled out, those User Defined rows of data will overwrite the area on the invoice where the external organization's address usually appears.  Please see the two below images as an example.

third party contract detail tab
example of report


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