• Previous Steps "Creating a PO Voucher"

PO Voucher - Invoice Information Tab

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

3. Expand the Copy From Source Document section to search for a "Purchase Order Receipt" to confirm the existence of a valid receipt.

• "Purchase Order Receipts" should be used if a valid receipt was created by the agency. However, the entire receipt (all receiver lines) must match the invoice total exactly (excluding shipping costs). If the receipt does not match the invoice, create the voucher using only the Purchase Order and enter a voucher comment explaining why the receipt was not used via the Comments link.

• For BWC Only - Rounding Issues.
• Review PO/Receipt Comments to obtain additional agency instructions.

4. Select "PO Receipt" from the Copy From dropdown list.

5. Click Go.

• The Copy Worksheet page displays the Receiver Lookup Criteria.

6. Update PO Business Unit with the Business Unit of the agency who created the purchase order.
7. Update PO Number with the purchase order number.
8. If a Receipt Number is provided on the invoice or the FSS Standard Invoice Pre-Processing Form (PPF):If a Receipt Number is provided on the invoice or the FSS Standard Invoice Pre-Processing Form (PPF):
   1. Enter the Business Unit in the Receipt Unit field.
   2. Enter the Receipt Number in the Receipt Number From field.
   3. Click Search.
   • All receipts available for use affiliated with the specified purchase order displays.
   4. If a valid, matching receipt is not available.
   1.  Click Return to Invoice Information.
   2. Enter a voucher comment explaining why the receipt was not used via the Comments link.
   5. If a valid, matching receipt is available, click View All to display all Receiver Lines (i.e., Receipts).
   1. Click the Select checkbox to the left of each applicable Receiver Line (i.e., Receipt Line) to copy to the voucher.
   • The entire receipt (all Receiver Lines) must match the invoice total exactly (excluding shipping).
   • All Receiver Lines must be used.
   2. Click Copy Selected Lines.
   • The voucher line and distribution line details on the Invoice Information tab update based on the receipt lines selected and cannot be modified.
   3. Continue to update the remaining invoice details.

    

9. If the agency did not create a receipt that matches the invoice, create the voucher using only the Purchase Ordercreate the voucher using only the Purchase Order.

   1. Expand the Copy From Source Document section.

   2. Select "Purchase Order Only" from the Worksheet Copy Option dropdown list.
   3. Click Go.

   • The Copy Worksheet page displays. Use the Copy Worksheet page to specify the PO number and copy the appropriate purchase order lines into the voucher.

   4. Enter the PO Business Unit.
   5. Enter the purchase order number in the PO Number From field.
   6. Click Search to view the purchase order lines.

   • The available PO Lines display.

   • If the purchase order provided on the invoice or PPF is invalid (PO No. field with a red background).
   • Refer to the "Purchase Order Activity Summary" section to view the status and available funds.
   • If a purchase order does exist, but will not cover the full payment, refer to "Working an Exception Code 09: Insufficient PO Funds."
   • Do not research or search for another PO when creating a voucher.
   • Exception: If the PO on the Invoice or Standard Pre-Processing Form (PPF) is missing 1 or 2 digits and the processor can determine the correct PO, use the correct PO and add a comment on the voucher. Do not use the PO if it is exhausted, invalid, not dispatched or if there is a PO/supplier mismatch.

   7. Click Select checkbox to the left of each PO line that should be copied into the voucher.
   8. Review the UOM field on the Main Information tab to determine if the purchase order is distributed by Amount or Quantity (e.g., HR, EA, or QTY).
   9. If the UOM is "AMT" - update the Merchandise Amount field with the invoice total.
   • When the purchase order is amount-based, do not change the Quantity field on the Invoice Information page (leave the default of "1").
   • When encumbered by amount, the voucher will match by price, thus the remaining dollar amount will be available to voucher.
   • The tolerance level for how much can be referenced on a PO vs. the remaining dollar amount available is defined at the Item ID level or Business Unit level. The general standard is a 10% tolerance.
   10. If the UOM is Quantity (e.g., HR, EA, or QTY) - update the Quantity Vouchered field to reflect the quantity on the supplier invoice.
   • When the purchase order is quantity-based, do not change the Unit Price field .
   • A PO set up by quantity will be liquidated by quantity; therefore, the quantities being vouchered must be calculated.
   • If the lines on the PO matched to the voucher are by quantity, a debit line cannot be added to the voucher by amount (it must also be quantity).
   11. Click Copy Selected Lines.
   12. The invoice and distribution line details on the Invoice Information tab update based on the PO line(s) selected.
10. Add additional invoice lines (if needed).
• Purchase Order references are not required on additional invoice lines.
• More than one Purchase Order can be referenced on a voucher. If necessary, one Purchase Order can be quantity-based and the other Purchase Order can be amount-based.

11. Validate the Account Code in the Account field.
• The appropriate Account 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 FSS is required.

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

• Refer to the OAKS FIN Account Code Reference.

12. 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.

13. Click Calculate to validate the line amount matches the sum of the distribution amount.
14. Confirm that the Difference (the difference between the sum of the Distribution Lines and Invoice Total) displayed is 0.00.
15. If there are multiple distribution lines:
1. Click Adjust PO Percentage.
• A messagemessage displays stating that the PO Percentage contains different values.

  

   

2. Click YesYes to adjust the percent values on the page.

   

    

• The percent fields are now editable and the values are reset to the same as PO Percent values.
3. Click Allocate by Percentage.
• The Merchandise Amt and Quantity are adjusted to the correct percentage as the PO Percentage.
16. 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.

17. Click View/Edit Source link to view the PO/Receipt Comments.

• The View Source PO/Receiver Information page displays.

1. Click PO/Receipt Comments.

2. Review the Comments and make the necessary updates as applicable to the voucher.

• Edit supplier MBE or EDGE status as on the Invoice Information tab applicable to the pre-processing or PO comments, If MBE/EDGE field is grayed out (cannot be changed), enter a voucher comment and FSS Comment indicating correct MBE/EDGE status cannot be flagged as OAKS field is locked. See the "Reviewing/Updating the Invoice Lines" section for more details.

3. Click OK.

18. Verify MBE Flag field with "E," "M," or "N" based on the FSS Standard Invoice Pre-Processing Form.
• Edit MBE Flag as applicable to the pre-processing or PO comments, if MBE/EDGE field is grayed out (cannot be changed), and enter a voucher comment via the Comments link indicating correct MBE/EDGE status cannot be flagged as OAKS field is locked.

19. Select the Pay Terms (automatically displays the supplier's preferred payment terms, based on the supplier record).

20. Confirm that the Supplier ID and Supplier Name populated by the PO matches the supplier information reflected on the invoice image.

• 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."

21. 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.

22. 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.

23. 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.
• If the origin code is changed after the FSS information has been populated, unhide the FSS string.

24. Click Comments link to enter necessary commentsnecessary comments.

    • 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.

• Enter comments anytime deviation from the standard process is necessary.

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

26. Click the Payments tab.

• Next Steps "PO Voucher - Payments Tab"