Working an Exception Code 05: Supplier Not in OAKS
When trying to create a voucher in OAKS FIN, if it appears that the supplier listed on the invoice is not in OAKS FIN, complete the steps below:
- Zip code information (only the first 5 digits) must match between the invoice and the Supplier Operations table to continue the voucher process.
- PO Box addresses often appear as: Drawer, Lockbox, Bin, Caller, or Firm Caller.
Search for Supplier in OAKS FIN
- myOhio.gov
> MY WORKSPACE > Financials Globe > Accounts Payable Tile
> Supplier > Review Supplier
- Enter address street number from remit to address on invoice.
- Remember, less is more when searching. If
using supplier name, use “contains” in the criteria dropdown and
keep the name general (e.g., The Ohio State University should
be searched as Ohio State or Ohio).
- Click Search.
- The Search
Results display at the bottom
of the page.
- Review the results to see if correct supplier is available.
- If correct supplier is
available, process as outlined in the "Creating a New VOLT Work
Item" section using the correct supplier.
- If correct supplier is not available, follow
the "Search for Supplier in New Supplier Tracker" steps
below.
Search for Supplier in New Supplier Tracker
- Refer to the "Working Exception Code 05: No Supplier Information" section below if the invoice does not contain supplier contact information.
- Refer to the "Working Exception Code 05: No Supplier Information" section below for processing state employee reimbursement/invoices.
- OBM@Work > Resources > Division Websites > Shared Services > Transaction Processing
- Click NEW
SO Tracker.
- Click Supplier
ID and enter partial number; OR,
- Click Request
ID and enter partial number; OR,
- Click Supplier
Name and enter partial name.
- Click Search
for results.
- If relevant supplier forms are
found:
- Contact Supplier Operations to request prompt processing.
- Verify all required fields
are completed (i.e.,
Business Unit,
Origin Code,
Supplier ID,
Location,
Address,
Invoice Number,
Invoice Date,
Invoice Received,
and Last Receipt Date)
on the VOLT page.
- Click Reassign.
- Select "RESOLUTIONS
TEAM" from the Work
GroupWork
Group.
- Click the Exception
CategoryException
Category lookup icon and select
Exception Code 07.
- Enter the OSS
CommentOSS
Comment - "Supplier Operations
team processing."
- Click OK.
- The
VOLT work item is routed to the selected Work Group.
- If
forms not found in Supplier Maintenance Tracker, continue with
steps below to assign to the ECM team for return processing. (If
the invoice does not have supplier contact information, follow
the Processing Instructions -
No Supplier Information steps below.)
- myOhio.gov > Financials > NavBar > Menu > Accounts Payable > Batch Processes > Extracts and Loads > VOLT Landing Page
- Verify all required fields are completed (i.e., Business Unit, Origin Code, Supplier ID, Location, Address, Invoice Number, Invoice Date, Invoice Received, and Last Receipt Date).
- Complete any other fields that are provided on the invoice image.
- Click Reassign.
- The Reassign pop-up window displays.
- Select the appropriate Work Group based on the instructions in the "AP Exception Codes Quick Reference Table" topic.
- Click the Exception Category lookup icon and select the appropriate Exception Category.
- Enter the OSS Comment based on the standards found in the "AP Exception Codes Quick Reference Table" topic.
- Click OK.
- The VOLT work item is routed to the selected Work Group.
Exception Code 05 Processing Instructions - No Supplier Information
If the invoice does not have supplier contact information, follow the steps below to assign the item to the agency.
- myOhio.gov > Financials > NavBar > Menu > Accounts Payable > Batch Processes > Extracts and Loads > VOLT Landing Page
- Verify all required fields are completed (i.e., Business Unit, Origin Code, Supplier ID, Location, Address, Invoice Number, Invoice Date, Invoice Received, and Last Receipt Date).
- Complete any other fields that are provided on the invoice image.
- Click Reassign.
- The Reassign pop-up window displays.
- Select the appropriate Work Group based on the instructions in the "AP Exception Codes Quick Reference Table" topic.
- Click the Exception Category lookup icon and select the appropriate Exception Category.
- Enter the OSS Comment based on the standards found in the "AP Exception Codes Quick Reference Table" topic.
- Click OK.
- The VOLT work item is routed to the selected Work Group.
Exception Code 05 Processing Instructions - State Employees
If processing any state employee reimbursement / invoices such as special duty officers, non-compensated reimbursements (board members), recently retired employees, temporarily inactive due to various types of leave listed on the invoice is not in OAKS FIN, follow the steps below to request supplier setup from the FSS Supplier Operations team.
- Active employees for reimbursements are required to use the T&E module Per OBM policy.
- myOhio.gov > Financials > NavBar > Menu > Accounts Payable > Batch Processes > Extracts and Loads > VOLT Landing Page
- Verify all required fields are completed (i.e., Business Unit, Origin Code, Supplier ID, Location, Address, Invoice Number, Invoice Date, Invoice Received, and Last Receipt Date).
- Complete any other fields that are provided on the invoice image.
- Click Reassign.
- The Reassign pop-up window displays.
- Select the appropriate Work Group based on the instructions in the "AP Exception Codes Quick Reference Table" topic.
- Click the Exception Category lookup icon and select the appropriate Exception Category.
- Enter the OSS Comment based on the standards found in the "AP Exception Codes Quick Reference Table" topic.
- Click OK.
- The VOLT work item is routed to the selected Work Group.
- Email Supplier Operations team (supplier@ohio.gov), attach the invoice, and request that the supplier (state employee) listed on the invoice is setup in OAKS FIN.
- When supplier is set-up in OAKS, AP coach will reassign work item to be worked next in queue.
