• Previous Steps - "Single Pay Voucher - Invoice Information Tab"

Single Pay Voucher - Payments Tab

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

Entering Payment Information

1. If instructed by the invoice or the FSS Standard Invoice Pre-Process Form (PPF),  update the Handling field.

   • 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.

2. Add a payment message to include additional helpful information for the suppliers on the Warrant (or the deposit details for EFT).

   • 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.

   1. • EFT Payments do not require the FSS payment message.

   2. 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.

   3. 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.

3. Before saving, double-check all fields.

4. 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.

  • 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.