Correcting Recycled Vouchers

When OAKS FIN finds errors in vouchers, it sets the Entry Status to "Recycle." This means the errors must be corrected before OAKS FIN continues processing the voucher. Some errors result from missing information, such as invalid or incomplete FSS strings. Other errors may result from incorrect information, such as when the supplier ID or origin does not exist in OAKS FIN. Recycled vouchers could also indicate a potential duplicate voucher and need to be thoroughly researched by the CRM person. The Voucher Source field shows where the voucher creation begins.

• When clicking the link to correct the error, OAKS FIN displays the Voucher Summary page. Some errors are corrected directly on the voucher. OAKS FIN displays the Voucher Summary page for errors such as missing or invalid FSS values.

Reporting Tools

The CRM person generates a query of vouchers in recycle status daily. Use the OAKS FIN Reporting Tools to generate a voucher status report to identify specific vouchers requiring additional information or modifications.  

Accessing Queries

The AP CRM person runs the Recycle Vouchers query to monitor voucher status to identify vouchers requiring additional information or modifications.

1. Enter "OH_AP_FSS_VCHR_RECYCLE" in the begins with field.
2. Click Search.
3. Locate the Query Name.
4. Click Excel.
5. Click Open on File Download.
• The Recycle Voucher report will display in Excel.

Common Recycle Exceptions Resolutions

1. Duplicate Vouchers.  Once the duplicate has been confirmed, one must be deleted. The hierarchy is:

1. Keep the voucher that has already been approved.

2. Keep the voucher containing the invoice and PPF submitted by the agency.

3. Keep the first invoice vouchered.

4. Delete the duplicate/s based upon hierarchy above and add to the Duplicate Invoice tracker on SharePoint.

2. Distribution lines do not add up to the total amount due on the invoice.

1. Use the adjust allocate function or manually adjust the lines.

3. The invoice has been debited and there is a missing/incorrect department code, Fund, ALI.

1. Review the invoice and try to correct. Reach out to the agency if necessary.

4. Threshold Errors.

1. Change the Accounting Date and save the voucher. If it does not let you save and you receive a CB Threshold exceeded error, the agency will need to be involved.

2. If you can save it, you should be able to un-match and delete it.