• Previous Steps - "Determining Next Steps"

Processing Manual Vouchers

FSS AP Associates will create vouchers manually for the following reasons:

• By direction of an AP coach,
• for ENC Purchase Orders,
• for 15+ Purchase Order lines, or
• for Single Pay Vouchers.

Follow the steps below to create a voucher manually from the AP VOLT page.

Steps

1. Verify or update the Business Unit field with the buying agency's Business Unit (i.e., the state agency receiving the goods and/or services as reflected on the invoice image).
2. Verify or 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. Click the Supplier ID Lookup icon and search for the correct supplier.

• The Volt page displays with the Supplier ID, default Location, and default Address fields populated.

• If the invoice or backup documentation is requesting a Single Pay Voucher:

1. Verify the supplier is not established and is not active in the OAKS FIN supplier database,
2. Verify the amount of the payment does not require a purchase order to be completed, and;
3. Verify the account code being used is not reportable to the IRS.

4. Enter "SGLPAYCHK2" in the Supplier ID field.

4. 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).

5. Enter Invoice Number based on the "Determining Invoice Number" process.

   • If the Invoice Number field populates with "Critical," click herehere.

     • Agencies will email critical invoices to criticalinvoices@obm.ohio.gov. After an automatic batch schedule completes in OAKS FIN, these images will appear on the AP Sorter and AP VOLT  page and "CRITICAL" will populate the Invoice/Invoice Number field. The critical invoices will appear in the VOLT Next In Queue and be worked immediately as they are received.
     • Statuses of critical items can be verified as proper system functionality (ensuring Tumbleweed/Mavro is working properly) maintained by running the query titles "OH_AP_OSS_SORTER_CRITICAL."
     • Critical invoices sent to Criticalinvoices@obm.ohio.gov will be processed within one business day provided that at least one of the following criteria is met:
     • Subject to a loss of discount.
     • Late fees will be added.
     • Potential disconnection of service.
     • Time-sensitive payments (i.e., grants/federal cash draw)
     • If the agency specifies that they are subject to a loss of discount, late fees, or disconnection of services, use Payment Terms of "DUE NOW."  Place a comment on the voucher indicating potential loss of discount, potential late fees, or potential disconnection of service.

     • Enterprise Content Management (ECM) will assist in monitoring the Critical mailbox error folder.
     • Items in the error folder that can be processed will be resubmitted back to the Critical mailbox.
     • Communication of items identified as improper submissions such as invalid format and items that do not contain attachments will be facilitated by ECM.
     • Items out of scope from the above will be escalated to the service line coaches.
     • If the "remit to" address is incorrect or not in OAKS, Accounts Payable will perform the following steps:
     1. Create voucher selecting CHK as the location and Return to Agency (RA) as the payment handling.
     2. Provide the following case solution: Voucher ID number and "Warrant was processed as Return to Agency (RA) and will need to be picked up from state accounting.
     • The agency will need to mail the payment to the correct supplier invoice address.
     3. Email image to Supplier Operations informing them of the "remit to" address issue.
     • Supplier Operations will contact the supplier to update address in OAKS.

6. Enter the Invoice Date based on the "Determining Invoice Date" process.
   • Future Dated Invoices can be processed if the date is within three business days of the current date if the invoice date is greater than three business days from the current date, see "Working a Exception Code 10: Future Dated Invoice."
     • Acceptable payments that can be made prior to receiving the goods or service includeinclude:
       • airline tickets,
       • travel when booked through a travel agent (including agent fees),
       • tuition/registration Fees,
       • witness fees, when necessary,
       • subscriptions,
       • software licence renewals, and
       • real estate, rent, and leases.
     • If a determination is made that the goods were received (e.g., service dates or deliver dates), the voucher can be created using the Sorter Date.
7. Enter the Invoice Received Date based on the "Determining Invoice Date" process.
8. Enter the date on which the goods or services were received in the Last Receipt Date field.

9. Update the Invoice Amount field.
   1. If there is a purchase order, enter "0.00".
   2. If there is not a purchase order, enter the 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 or update the Invoice Amount 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.
  • If an invoice reflects a $0.00 total due, refer to "Working an Exception Code 18: Zero Balance Invoice."

10. Enter any additional information provided on the invoice.

11. Click Create Manual.

• The Manual Entry page displays.

12. Select the Reason Code lookup icon and select the correct Reason Code.
    • Select Coach Direction if the Coach has instructed you to send this voucher for manual processing.
    • Select Info/Payment Supplier Mismatch if a purchase order was created with a supplier that has been obsoleted.
    • Select 15+ Lines PO if the purchase order contains 15 or more lines.
    • Select Single Pay Voucher if the voucher is a single payment voucher.
13. Click OK.

• The Voucher page displays with the values from the AP VOLT page populated.

14. To process:

• a Non-PO Voucher by direction of an AP Coach, refer to "Creating a Non-PO Voucher."
• a PO Voucher by direction of an AP Coach, refer to "Creating a PO Voucher."
• an ENC Purchase Order, refer to "Creating a PO Voucher."
• a Purchase Order with 15+ PO Lines, refer to "Creating a PO Voucher."
• a Single Pay Voucher, refer to "Creating a Single Payment Voucher."
• a Future-Dated Invoice PO Voucher, refer to "Creating a PO Voucher."
• a Future-Dated Invoice Non-PO Voucher, refer to "Creating a Non-PO Voucher."