• Previous Steps - "Creating a Non-PO Voucher"

Non-PO Voucher - Invoice Information Tab

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Updating the Invoice Information Tab

• The Invoice Information displays with the invoice details previously entered on the Add a New Value tab.

1. Enter the Invoice Received Date based on the "Determining Invoice Date" process.
2. Update the Origin Code field with the Origin Code of the agency location or division for which the voucher is being created to route the voucher to the correct FSS-participating agency approver.

   • Origin Code Guidance.

   • If the origin code is changed after the FSS information has been populated, unhide the FSS string.
3. Verify the Supplier Name and Supplier ID.
   • For Ohio Attorney General invoices that summarize Outside Counsel Approved Invoices, refer to the "Outside Counsel Approved Invoices Spreadsheet" and TyMetrix 360 printout to determine the supplier name and address.
   • If it appears that the supplier listed on the invoice is not in OAKS FIN, refer to "Working an Exception Code 05: Supplier not in OAKS."
4. Click the Location lookup icon and select the correct Supplier Location (i.e., supplier payment method).
   • EFT is the default payment type when available. If EFT does not have a corresponding address, use CHK and add Comments. Select "CHK" only if "EFT" is not available with a corresponding Address.
   • The agency or supplier may redirect the payment type.
5. Click the Address lookup icon and select the correct Address Sequence Number.
   • The address selected must be an exact match to the supplier address from which the invoice was sent (not necessarily the address where the warrant will be mailed).
   • The Supplier Location and the Address must always match if payment is to be made by EFT, SWCD, or WIA (e.g., select "EFT-2" if Address Sequence Number "2" is selected).

   • Zip code information (only the first 5 digits) must match between the invoice and the supplier record in OAKS FIN to continue the voucher process.

   • PO box addresses often appear as: Drawer, Lockbox, Bin, Caller, or Firm Caller.

   • If there is a discrepancy in the zip code between the invoice and OAKS information, follow these stepsthese steps.

     • Verify the zip code in USPS. If information in OAKS matches with information in USPS, the invoice can be processed.
     • If OAKS information requires updating, reach out to Supplier Operations. Once the update has been made in OAKS and it now matches what's in USPS and/or invoice, the invoice can be processed.

6. Enter the date on which the goods or services were received in the Last Receipt Date field.

7. Enter the Total (Invoice Total) as it appears on the invoice image.

   • When creating vouchers with the EFT payment method, do not enter a single voucher exceeding $99,999,999.99 (the payment must be split into separate payments). If processing the voucher to pay via warrant (CHK), the total may exceed the $99,999,999.99 ceiling.

   • Enter the Total with the lesser of "current charges" or "balance due" as it appears on the invoice image.

     • The amount entered should exclude "sales tax" listed on the invoice image when the supplier's "remit to" is in Ohio or when OHIO sales tax is explicitly stated (other taxes such as county tax, bed tax, or federal tax should be included).

     • Sales tax should be included if reimbursing a direct bill that was previously paid by an individual.

     • The amount entered should exclude past due charges.

     • The amount entered should exclude late payment fees (unless the supplier and service is a utility regulated by the Public Utilities Commission [PUCO]).

   • FSS is to voucher the payment for JFS UC Tax Contribution Section Unemployment invoices only from the "Additions to Balance" unless the backup documentation for past due balances is submitted or attached.

8. Click Comments link to enter necessary comments.

   • Enter comments anytime deviation from the standard process is necessary. Click herehere for examples.

     • The amount on the receipt does not match the amount on the invoice.
     • OAKS rounding issues.
     • State Accounting authority to deviate up to $2.00 based on OAKS rounding issues.
     • If account code(s) can not be debited, pay closest to invoice amount.
     • If account code(s) can be debited, debit code the remaining balance of the invoice.
     • CRM Cases (Include CRM Case number).
     • Reversal/Corrective Vouchers.
     • Once the Reversal Voucher has been completed, enter the original voucher number on the Corrective Voucher.
     • Enter Corrective Voucher number on the original voucher.
     • Stop Payments/Warrant Cancellations.
     • MBE/EDGEMBE/EDGE field is grayed out and cannot be changed.
       • Edit MBE Flag as applicable to the pre-processing or PO comments, if MBE/EDGE field is grayed out (cannot be changed), enter a voucher comment via the Comments link indicating correct MBE/EDGE status cannot be flagged as OAKS FIN field is locked.
       • If the voucher will complete the three-way match, then comments are not required; because the voucher will bypass the agency approval process.

9. Click Attachments link if you need to add supporting documentation to the voucher.

10. Verify or edit Pay Terms.

    • The Pay Terms will default to "Due Now" or to the pay terms specified on a contract when a Contract Number is referenced.

    • Correct usage of supplier Pay Terms allows OAKS FIN to calculate late interest charges, early payment discounts, etc., (based on the Invoice Date).

     

There are 5 required fields in the Distribution Lines section. These fields are referred to as “FSSs” and are: Fund, Account, ALI, Department, and Service Location. When using a SpeedChart, it is critical that information is entered in a specific order for OAKS to correctly update the FSS lines.

11. Is a SpeedChart provided on the Invoice/FSS Pre-Processing Form?

    1. YesYes

       If partial coding or an invalid FSS string is provided refer to "Working an Exception Code 96: Invalid SpeedChart/Coding."

       1. Enter the SpeedChart Key in the SpeedChart field.
          • Always look up a SpeedChart on the "Vendor Account Table" for Non-PO vouchers when there is no coding provided on the PPF.
          • Enter Supplier Account Number when the supplier's customer account number is available on the invoice image.

            • Account number may be identified on the invoice as the following: Customer #, customer ID, client #, client ID, Master Station, Merchant Number, ship to, Case #, Employer Code Number, Advertiser Number, Shipper Number, Payer Number, and Parcel ID [land/acreage].

          • When using a SpeedChart, it is critical that information is entered in a specific order for OAKS to correctly update the FSS lines.
          • If a SpeedChart contains distribution lines, the invoice amount must be entered prior to applying the SpeedChart. Best practice is to always enter the invoice amount when applying a SpeedChart.
       2. The SpeedChart Key will automatically populate the Distribution Lines with the agency pre-determined FSS values.
          • If the SpeedChart was created with multiple FSS lines, the lines will display in the Distribution Lines section. Each line will allocate the amount entered in the Line Amount field based on the percentages set during the creation of the SpeedChart.

       2. Enter the Account.

          • The appropriate Account Code must be used. An Account Code is acceptable if the description of the account code closely relates to the goods or services received.

       3. Add additional fields if directed per agency with the exception of the Description field (indicated via PPF, Agency Request for Payment, or Agency created invoice).
          • When using a capital expense Account Code 57xxxx, the Project ChartField is required. If no Project Number is provided, contact your AP Coach.

       • Refer to the OAKS FIN Account Code Reference for guidance.

    2. NoNo
       2. Is FSS Coding provided on the  Invoice/FSS Pre-Processing Form?
          13. YesYes

              If partial coding or an invalid FSS string is provided refer to "Working an Exception Code 96: Invalid SpeedChart/Coding."

              1. If the PPF/invoice is provided with line item coding, update the Distribution Lines with the invoice line coding provided on the invoice. All of the FSS coding provided on the PPF/invoice must be entered in the applicable field.
                 • If partial coding is provided, use agency default SpeedChart coding and enter the partial coding provided.
              2. Enter Merchandise Amt (for this distribution line).
                 • The entire amount of a voucher can be entered into one distribution line or split across multiple lines as applicable (e.g., sharing cost between two different departments).
                 • The total of the Amount fields on all distribution lines must equal the total amount displayed in the Extended Amount Field (Invoice Total) or an error will display.
              3. Enter Quantity (for this distribution line).
                 • GL Unit automatically populates with "STATE." Do NOT change.
              4. Enter Fund (or search for code using search icon) to identify the appropriate agency fund code for the expenditure.
              5. Enter Account (or search for code using search icon).  
                 • Account Code definitions are issued by OBM / State Accounting and may be updated periodically during the year.
                 • Account Codes provided on the FSS Standard Invoice Pre-Processing Form must be evaluated for accuracy.
                   • If the Account Code provided is incorrect, use the correct Account Code and enter the comment, "A/C provided <insert the Account Code provided by the agency>, used <insert the Account Code entered to create the voucher>," in the voucher Comments and Payment Note on the Payment Comments  link.
                 • Upon Refresh,an error message will display if a 1099-Reportable Account Code is entered in the Account FSS.
                 • Account Code is acceptable if the description of account code closely relates to the goods or services received.
                 • When using a capital expense Account Code 57xxxx, the Project ChartField is required. If no Project Number is provided, contact your AP Coach.
              6. Enter ALI (Appropriation Line Item)code (or search for code using search icon).
              7. Enter Department (or search for code using search icon).
              8. Enter Program Code (or search for code using search icon).
              9. Click Add Icon (plus sign on the right side of the line)to add additional invoice lines (as needed).
              10. If provided, update the Term Contract ID (if item related to State Term Contract) with a valid contract ID (based on effective dates).

                  • OAKS FIN automatically populates Description field if the purchase is from a State Term Contract and the Item field contains a value.

              11. Verify MBE Flag field with "E," "M," or "N" based on the FSS Standard Invoice Pre-Processing Form.

                  • MBE Flag Guidance

          14. NoNo

              If partial coding or an invalid FSS string is provided refer to "Working an Exception Code 96: Invalid SpeedChart/Coding."

              1. If the PPF/invoice is provided without a SpeedChart Key or FSS Coding, update the Invoice Lines section by following the steps below.

              2. Refer to the "Agency Default Coding" topic to determine if the Default SpeedChart should be entered.

              3. Enter the correct agency default SpeedChart in the SpeedChart field.

              4. Enter the Account Code.

                 • The appropriate Account Code must be used. An Account Code is acceptable if the description of the account code closely relates to the goods or services received.

                 • When using a capital expense Account Code 57xxxx, the Project ChartField is required. If no Project Number is provided, contact your AP Coach.

              5. If provided, update the Term Contract ID (if item related to State Term Contract) with a valid contract ID (based on effective dates).

                 • OAKS FIN automatically populates Description field if the purchase is from a State Term Contract and the Item field contains a value.

              6. Verify MBE Flag field with "E," "M," or "N" based on the FSS Standard Invoice Pre-Processing Form.

                 • MBE Flag Guidance

12. Enter the Description field (Unless a voided warrant request from RSC).

• Send to manual if requesting for Description field.

13. Update the Term Contract ID (if item related to State Term Contract) with a valid contract ID (based on effective dates), if provided.

• OAKS FIN automatically populates Description field if the purchase is from a State Term Contract and the Item field contains a value.

14. Verify MBE Flag field with "E", "M", or "N" based on the FSS Standard Invoice Pre-Processing Form.

15. Once the Invoice Lines section has been updated, click the RefreshRefresh  button on the Invoice Information Section.

    

     

    • Any fields that contain invalid data will display with a red background and must be corrected.
16. Click the Calculate button to calculate the Invoice Total and single Invoice Lines.

• Invoice Total: Checks that the Invoice Total in the Header is equal to the Line Total amount (sum of all the invoice lines) in the Header.

• Invoice Lines: Checks that the Invoice Line Amount and Distribution Line Amount on the selected invoice line are equal.

17. Confirm that the Difference (the difference between the sum of the Distribution Lines and Invoice Total) displayed is 0.00.
18. Click the Payments tab.
19. Next Steps - "Non-PO Voucher - Payments Tab"