Working an Exception Code 07: Remit to Address not in OAKS
AP processors must use the “remit to” address that is listed on the invoice. If the supplier’s “remit to” address listed on the invoice appears to not be in OAKS FIN, follow the steps below.
- If the payment type is "CHK," the address selected must be an exact match to the supplier's "remit to" address as it appears on the invoice image.
-
If the payment type is "EFT," the address selected must match the "remit to" street address (excluding acceptable variations of the suite, building, room number, etc.) on the invoice image.
-
Zip code information (only the first 5 digits) must match between the invoice and the Supplier Maintenance table to continue the voucher process.
-
PO Box addresses often appear as: Drawer, Lockbox, Bin, Caller, or Firm Caller.
-
If invoice has PO Box AND address, neither are labeled as remit AND both are in OAKS AND there is no EFT - use PO Box (i.e., if the EFT is setup to match the physical address = use physical address).
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 the New Supplier Tracker
- 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.)
-
- When supplier is set-up in OAKS, complete voucher process as outlined in the "Creating Vouchers" section.
Exception Code 07 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 > MY WORKSPACE > Financials Globe > 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.
