[Wactclc-alma] ctcLink & invoices

Tue Feb 15 11:41:54 PST 2022

Here are the steps we follow if we want to confirm payment for a credit card transaction has gone through:

NavBar > Navigator > Commitment Control > Review Budget Activities > Budget Details

Select Business Unit  = [Your College code-- ours is WA060]
Select Ledger Group = CC_ORG

Enter the budget line elements you want to search:

    Operating Unit (campus)
    Account (subobject code)
    Class field = 051 (program index)
    Department (organization index)
    Budget period (fiscal year)

>From the Budget Details list, select View Details for the line you want to check.  You may want to select View All option on the uper right corner of the Budget Details table to see all lines

On the Details screen, on the Expense line, select the Drill to Activity Log icon which looks like a book with 2 arrows

On the Activity Log screen, check the Monetary Amount and Tran Date columns to find the payment you want to confirm

Click the magnifying glass icon on the leftmost column

On the Line Drill Down page, click the ID number

then select Go to Source Entry

Select Payments tab

or Related Documents tab

Note: It looks like PCard transactions aren't confirmed paid in ctcLink until 1-2 months after the transaction date

It will be ok!

Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

_____________________________________________
From: Thomas, Kirsti
Sent: Tuesday, February 15, 2022 11:36
To: WACTCLC Alma Discussion <wactclc-alma at lists.ctc.edu>
Subject: ctcLink & invoices

I mentioned in the call today that George Babcock and I have notes on how to confirm in ctcLink that invoice payments have been made.  Folks asked me to share, so here it is.

First some background info about how our institutional procedures have changed with ctcLink...

Before ctcLink, we'd hand off a pile of paperwork, including physical copies of the Purchase Requisition Form & vendor invoice, to the business office.  The paperwork would get hand delivered to Purchasing to create the purchase order in the campus financial management system. When they were done, they'd hand deliver the pile of paperwork to someone in Accounts Payable to cut the check.

With ctcLink, we no longer have a paper form to fill out and give to Purchasing staff to enter in the system and then pass along to Accounts Payable.  Now we have to enter the info into the system ourselves (as a purchase requisition) and wait for the Purchasing staff to create a purchase order from the purchase requisition. Then we have to email a copy of the invoice to Accounts Payable, along with the appropriate purchase order number, so they can verify that everything is on the up and up and issue payment.

Basically, we're still filling out the purchase requisition form, kind of like we did before, only now it's an online form instead of a paper form.  And now Purchasing isn't passing along all the paperwork to Accounts Payable for us, like they used to before. We have to contact Accounts Payable ourselves.

As far as I know, our Accounts Payable dept. isn't allowed to cut a check if an approved purchase order doesn't exist (for anything over $2500?). And an approved purchase order won't exist unless we create and approve a purchase requisition first.

One of the things I think is important to bear in mind with our vendor invoices is that we can't (and shouldn't) be trying to use the ctcLink system as the system of record for our customer accounts.  We shouldn't be trying to use ctcLink to keep track of credits and balances in the customer accounts we have with our vendors.  That's what the vendor customer platform-- and Alma-- is for.  The purpose of the Financial pillar of the ctcLink system is simply to log what we expect the institution to pay and what the institution has paid.

The following roles are needed to view invoice payments:
ZD Purchasing Inquiry
ZD Accounts Payable Inquiry

Navbar > Navigator > Purchasing > Requisitions > Review Requisition Information > Document Status

Search for: Description > contains > [last name of the person who created the requisition form]

Note: We've discovered that this is also the easiest way to search for library invoices and POs in ctcLink.  It's hard to remember PO & invoice numbers. It's easy to remember the name of the individual at the library who's responsible for submitting invoices for payment in ctcLink.

Select the requisition you want to confirm payment for
On the Document Status screen, select Payments, then click on the DOC ID number.
    If the Payments icon is greyed out, no payment has been sent yet.

 << OLE Object: Picture (Device Independent Bitmap) >>

On the Payment Inquiry screen, click the Payment Reference ID number

 << OLE Object: Picture (Device Independent Bitmap) >>

On the Vouchers for Payment screen, look for a date in the Payment Clear Date field. That means the vendor has received payment and cashed the check.

If there's a date in the Payment Date field, but the Payment Clear Date is blank, it means Accounts Payable issued a check but the vendor hasn't received or cashed the check.  In this situation, you'll want to contact both the vendor and your Accounts Payable staff. Your Accounts Payable staff may need to cancel the check & re-issue payment.

 << OLE Object: Picture (Device Independent Bitmap) >>

Feel free to share this.

It will be ok!

Kirsti S. Thomas
Library Technical Services Manager
Seattle Colleges
kirsti.thomas at seattlecolleges.edu<mailto:kirsti.thomas at seattlecolleges.edu>

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