• Previous Steps "PO Voucher - Invoice Information"

PO Voucher - Payments Tab

The Payments tab displays with the invoice details previously entered on the Invoice Information tab. Continue entering additional supplier and/or payment information using the steps below.

Remember, when creating vouchers from Purchase Orders (POs), the supplier information is automatically populated with the data from the purchase order.

Entering Supplier Information

1. The supplier information (i.e., Pay Terms, Remit To, Location, and Address) entered on the Invoice Information tab automatically populates the Payments tab. Accept the default and continue processing unless the invoice falls into the exception listed below.
• Location and Address (Payment "Remit To" Address Difference)
• If the invoice image and FSS Standard Invoice Pre-Processing Form lists a different “remit to” address for the supplier, use the remit to address as indicated on the invoice, not the FSS Standard Invoice Pre-Processing Form (PPF). This form is designed to allow agencies to submit any agency-desired processing information in addition to the invoice. However, the invoice should be used as the primary document to follow. Search for the correct "remit to" address using the search icon in the Location or Address field. EXPANDEXPAND.
  • 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.
  • Select the correct Supplier Location (supplier payment method) using the Look up Supplier Location icon that corresponds to the Address Sequence Number selected. The Supplier Location and the Address Sequence Number must always match if payment is to be made by EFT, (e.g., select "EFT-2" if Address Sequence Number "2" is selected). If EFT does not have a corresponding address, use CHK and add Comments.
  • If "MAIN" is the only location available, contact Supplier Operations to fix.
  • EFT is the default payment type when available. The agency or supplier may redirect the payment type.
  • 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).
  • 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.
  • If there is a discrepancy in the zip code between the invoice and OAKS information, follow the steps below:
  • 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.
  • If the supplier's "remit to" address on the invoice image appears to not be in OAKS FIN, refer to the "Working an Exception Code 07: Remit to Address not in OAKS" process.
• Remit To (Payment Supplier Difference)
• If processing a Loan Repayment invoice for physicians or attorneys,the supplier used on the Invoice Information tab is different than the supplier used on the Payments tab. EXPANDEXPAND
  • The Invoice Information tab uses the Supplier ID for the attorney or physician (e.g., Contractor (clinician)Name) listed on the invoice.
  • The loan Lender/Servicer must be entered on the Payments tab by editing the Remit To field.
  • The Payments tab will automatically populate with the information entered on the Invoice Information tab. The loan servicing center’s (Lender/Servicer) Supplier ID must be used. To change the payment vendor, edit the Remit To field by entering the appropriate Supplier ID for the lender/servicer.
  • To ensure correct application of payment, enter Message indicating “Payment to be credited to the principal for (Contractor/Clinician name and account number).”

Entering Payment Information

2. Update the Handling field if instructed by the FSS Standard Invoice Pre-Processing Form (PPF).

• Return to Agency - Warrants are returned to the agency for mailing.

• RA requests for payments will not be followed when it pertains to new "remit to" addresses not available in OAKS FIN. Once the supplier information has been updated, the invoice will be processed for payment.

• Regular Payments - Warrants are mailed centrally.

3. Add a payment message.

• There are two methods for entering Payment Messages: manually (using the free-form Message field) or selecting an agency-specific pre-defined message (using the Messages hyperlink). Both messages will display on the warrant (CHK) stub (up to 70-characters), but free-form Messages will not display on EFT.

• EFT Payments do not require the FSS payment message.

1. If a payment message is provided on the FSS Standard Invoice Pre-Processing Form, enter the message in the free-form Message field (up to 56 characters).

• Do not add any phone number (the "FSS" Message will populate the FSS contact information).

• Do not add any confidential information or sensitive information.

2. Click the Messages link to add the standard OBM Shared Services payment message to appear on warrant (CHK) remittances.

• The Payment Message page displays.

• Enter "FSS" in Message field.

• Click OK.

4. Before saving, double-check all fields.

5. Click Save or Save For LaterSave For Later.
   • The Save for Later function allows users to save vouchers that are in progress, but not completed; users can come back later to complete the voucher.
   • The following details are required in order to use the Save for Later functionality:
   • Supplier Information
   • Invoice Date
   • Last Receipt Date
   • Account Code
   • After a voucher is saved for later, a voucher number will be created, but no voucher balance or combo edit checks will be performed. OAKS FIN automatically assigns the next sequential number in the Voucher ID field.
   • A status of Incomplete (“I”) will be displayed and the voucher will not be routed for approval. Instead, it will go into a recycled status and be displayed in the Voucher Processor's Work Center.
   • Another Voucher Processor with the same security may complete the pending voucher.

• OAKS FIN assigns the next sequential Voucher ID number to the voucher.

• OAKS FIN automatically checks for duplicate invoices when a voucher is saved in OAKS FIN based on the following field combinations: Business Unit, Invoice Number, Supplier ID, and Amount. If the "Duplicate invoice detected" message appears, refer to the "Working an Exception Code 04: Duplicate Invoice" process.

• OAKS FIN assigns the next sequential Voucher ID number to t

• Message not found error means that a voucher is flagged as RA (see handling field), but EFT was chosen as the location. If a warrant is sent via electronic funds transfer, it cannot be returned to the agency as requested.  To clear the error, click OK then change the location to CHK (check).

• The Print button allows the agency to print a voucher.

• The Summary Tab displays.