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All back-up documentation received with the invoice will be scanned and available in the OAKS image area.
Agencies can scan invoices and email them to Ohio Shared Services at firstname.lastname@example.org. Resources are available with details on this process.
Agencies should not highlight information on an invoice. The preferred method is to circle the information. When an invoice and supporting documentation is scanned, highlighters sometimes obscure this information.
- The invoice will become a problem invoice (exception) and added to the agency sorter page for agency review and comments if:
- the amount is above the 10% budget tolerance (for goods).
- the invoice or Pre-Processing Form references a PO with insufficient funding
- The agency will need to review problem invoices (exceptions) on the sorter page and supply additional information to Ohio Shared Services in the "comments" area so Ohio Shared Services can process the voucher.
When processing an invoice, Ohio Shared Services will use either the Invoice Date field, Invoice Received Date or the Last Receipt Date in the following manner:
- Invoice Date field: OSS will enter the supplier's invoice date in this field.
- Invoice Received Date: OSS will enter the date the state received a valid invoice.
- If the supplier sends the invoice directly to OSS, the date entered will be the scan date.
- If the agency submits the invoice to OSS, this will be the date the agency lists on the Pre-Processing Form.
- Last Receipt Date: There is no change to the current process.
- The remit to address listed on the invoice takes precedence over all other information regarding payment instructions. The purchase order has no role in providing payment direction on the voucher.
- The remit to address on the invoice must be listed in the supplier master file in OAKS. The Ohio Shared Services Associate will verify that the remit to address is located in OAKS.
- If the address is not located in OAKS, Ohio Shared Services will contact the supplier with instructions for updating the remit to address. Note: The agency will also be notified.
- Payment could be delayed until the supplier submits a request to correct the remit to address and the information is added and/or corrected in OAKS.
- If the invoice has been pre-processed by the agency and sent to Ohio Shared Services, a voucher will be created if the coding is accepted by OAKS.
- Upon review and identification of a coding change needed, the agency approver can deny the voucher back to OSS and relay the updated coding information in the comments.
- If a voucher cannot be created in OAKS, the invoice will be returned to the agency via email.
No, if a receipt is entered, the date the receiver will populate is the date the receipt is entered, not necessarily the day the goods were received.
Agencies are able to enter receipts in OAKS based on individual internal policies and procedures. Typically receipts would be entered by the person in the area that receives the goods or services, or the fiscal area that initiated the order.
- If the Ohio Shared Services Associate does not find a receipt, the payment will be processed as a purchase order voucher (two-way voucher). The voucher will then route to the agency for approval. To avoid the need for agency approval, a receipt can be created in OAKS as soon as the goods and/or services are received.
- Receipts entered after the voucher has been created will not be used by Ohio Services for processing.
Ohio Shared Services encourages all agencies to enter goods/services into the OAKS Financials receipt module. Agencies should ensure proper training for those employees who will be performing receiving functions. Web-based Training for receiving can be found at http://myohio.oaks.ohio.gov/ . Asset Management training is also recommended.
To print a receipt from OAKS: screen print and copy the receipt into another application such as MS Word or MS PowerPoint.
The Ohio Shared Services Associate will check for a receipt when vouchering for agencies that use OAKS receiving. Receipts are also shown as part of the purchase order document status.
- Ohio Shared Services recommends that purchase orders are completed using amount for commodities whenever possible
- If you have a quantity based PO and the price per quantity has changed:
- Manipulate the quantity while creating the receipt to receive a partial quantity
- Do not do a receipt in OAKS.
- If you do receive for the quantity, Ohio Shared Services will voucher according to the information provided on the invoice and use the price reflected on the invoice, which will result in a match exception. The voucher will then be re-processed without the receipt and flow to the agency for approval***.
OAKS shows the available amount of what has not been received each time a new receipt is created. If an amount greater is entered on the receipt than what is available, OAKS will give an error message.
- Quantity based POs:
- If receipts have not been created against the initial purchase order, this is not an issue.
- If a receipt has been created against the initial purchase order, but has not yet been vouchered, the receipt can still be used.
- If a receipt has been created against the initial purchase order and has been vouchered, the receipt will have to be unmatched before the purchase order is modified.
- Amount based POs:
- If receipts have not been created against the initial purchase order, this is not an issue.
- If a receipt has been created against the initial purchase order, changes cannot be made to the purchase order. The initial purchase order would need to be closed and a new purchase order be created.
- If Ohio Shared Services receives an invoice without an OAKS receipt, Ohio Shared Services will locate the associated purchase order, use the Ohio Shared Services agency origin code, and the voucher will route to the agency for approval. The agency will ensure that the goods/services have been received and then approve the voucher.
- If the agency has not received the goods, the agency will deny the voucher with proper comments.
A three-way match is created when the invoice, purchase order, and receipt match. Agency approval is not required for vouchers that successfully three-way match.
The agency does have the ability to run a report to see this information. OH_AP_OSS_3_WAY_MATCH is available in OAKS FIN under Reporting Tools, which shows Business Unit, Voucher Number, Supplier ID, Supplier Name, Origin, PO Number, Receipt Number, Invoice Line, Distribution Line, and Department ID.
No, once Ohio Shared Services creates the voucher, the voucher will process as a two-way voucher and will route to the agency for approval without a receipt. The agency will need to approve the voucher in order to remove it from its work list.
When a reversal voucher is processed, the receipt can no longer be used. To process another payment, a purchase order voucher without a receipt will be created and routed to the agency for approval.
- When corrections are required for a voucher created by Ohio Shared Services, the agency approver will provide instructive comments on the voucher and deny it back to Ohio Shared Services.
- The Ohio Shared Services associates are required to address denied vouchers within 24 hours if the requested corrections can be accomplished.
- Vouchers that have received a State Accounting denial may require additional involvement and input / documentation from the agency. These may take longer to complete.
- If a voucher that has already been approved and posted requires correction, please contact the Ohio Shared Services Contact Center to identify the modification needed.
Agencies are not charged for reversals. Reversals are processed by OBM State Accounting. If there is an error on an Ohio Shared Services created voucher and the voucher is closed or deleted as a result, the agency will not be charged for the transaction.
If the voucher has an incorrect origin it must be deleted and the Ohio Shared Services Associate will create a new voucher with the correct origin.
When a voucher is deleted, the receipt does not get deleted. In this case, unmatching must be performed prior to deleting the voucher. Once the voucher is unmatched, the purchase order and receipt are reset. The receipt can then be used on another voucher.
- Agencies that submit the Standard Invoice Pre-processing form, Ohio Shared Services will use the information on this form.
- If only a purchase order is available, Ohio Shared Services will create the voucher with the information from the purchase order and route it to the agency for approval.
- If split-funded is incorrect, the agency should deny the voucher and provide the correct information to Ohio Shared Services.
- Deny the voucher and enter comments explaining the error and what corrective actions should be taken.
- Do not delete the voucher.
- Ohio Shared Services will make the required corrections and retrigger the voucher for agency approval.
If the copy is received at Ohio Shared Services and is under $2,500, the invoice will be processed and routed for agency approval, due to not having a receipt entered into OAKS. At that time, the agency would deny the voucher commenting that the invoice is for a payment card transaction and should be deleted. If the invoice is over $2,500, the invoice would be placed on the problem invoice (exception) agency sorter page and the agency would review and make the comment to delete the invoice. If the invoice is over $2,500 and there is no PO referenced, it will be returned to the supplier.
Agencies are able to use SpeedCharts. Agencies should have access to create and maintain SpeedCharts. In the OAKS menu, navigate to: Set Up Financials/Supply Chain>Product Related>Procurement Options>Management>SpeedCharts-from here a SpeedChart can be created.
The character limit on the Invoice Number field in OAKS is 30 and can include text.
- Call Ohio Shared Services 1-877-644-6771 with questions.
- The message will appear on the warrant but not on the voucher.
Exceptions (problem invoices) occur when Ohio Shared Services cannot create a voucher based on an invoice that we have received.
Agencies should review the Sorter Page on a regular basis to provide resolution. Failure to do so will result in delayed payments. Once the exception (problem invoice) information has been obtained and reviewed, update the sorter screen:
- Review comments
- Update the "Comments" field with additional information (at beginning) to resolve the exception if necessary
- Update "Sort Status" field using the dropdown list to Return from Agency
- Check the box next to the row and click the "Save" Button
- The "Work Group" field will automatically update and assign the invoice back to Ohio Shared Services Resolution Team.
- A match exception prevents a voucher from being routed through work flow for approval. Sample match exceptions are:
- Using more funding than is available on the purchase order
- The same receipt has been used multiple times
- Ohio Shared Services Associates review match exception errors for vouchers processed by Ohio Shared Services. Ohio Shared Services will resolve the exceptions.
Ohio Shared Services does not have the ability to edit MBE/EDGE on the voucher if affiliated with a contract. When the voucher is created, the MBE/EDGE flag will automatically populate based on the flag in the contract. Depending upon the certification status of the supplier, an "E", "M", or "N" will populate.
"E" populates on the voucher as a default indicating an EDGE supplier. If referring to a state term contract, the flag on the contract will control the voucher. If the purchase order does not reference a contract, "E" will default.
"M" will populate on the voucher indicating an MBE supplier.
- If the supplier has been established as an EDGE or MBE supplier in OAKS, the voucher will automatically default to EDGE or MBE.
- The agency can also indicate MBE/EDGE on the invoice or the Standard Invoice Pre-processing form.
State Accounting will not process reversal vouchers so that an agency can receive MBE/EDGE credit.
The Auditor of State and other external audit staff who have OAKS Financials access will have "read only" access and will be able to view supporting fiscal transactions and supporting documentation directly. Requests for additional documentation and/or information for a specific audit should be made to the agency contact identified in the auditor's engagement letter. If substantial data or documentation is requested, the request should be emailed to the Ohio Shared Services Contact Center at email@example.com
- For documentation scanned by Ohio Shared Services, the agencies do not need to retain paper copies.
- Documentation scanned by the agency and attached in OAKS will need to be retained according to the agency's retention policies.
Invoices received at Ohio Shared Services do not have to be originals, however, Ohio Shared Services recommends that agencies send the original invoice to Ohio Shared Services and refrain from making copies to alleviate the occurrence of duplicate invoices. If the invoice is lost or delayed en route from the agency, the agency should contact the supplier and request that a new invoice be sent.
Agency approvers can be added for Ohio Shared Services origins using the OAKS online security access form. If you believe you have submitted the forms correctly, but workflow routing is not working properly, follow the escalation path between your agency and Ohio Shared Services.
To update or change access to the OAKS AP Sorter Page, an online security form must be submitted requesting the OH_AP_OSS_AGY_SORTER role.