Other Modifications

Modifying vouchers (including Denied voucher modifications) processes also include audit errors identified through the FSS QA Quality Performance Tracking process and inquiries identified through Customer Relationship Management (CRM) cases.

Audit Errors

The Quality Assurance (QA) Team maintains audits at a random sample of at least 10% of the daily volume for each type of completed transaction per individual. The following categories are reviewed during the QA audit process for AP:

FSS Line
Invoice #
Invoice Amount
Invoice Date
Last Receipt Date
Origin Code
Pay Terms
Payment Tab

Location
Address
Handling
Message

PO Number & PO Line
Receipts
Menu
Vendor Account Number

All quality audits will use "The Source" and any variance from stated procedures may result in an error. Quality targets are outlined by Management. Errors detected by the QA audit will affect an individual or team rating.

Refer to the "Completing the AP Manual Voucher Audit" topic in the QA procedures to review steps that are taken by QA in their audit.

Correcting Errors

Voucher Maintenance errors identified through Quality Performance Tracking can be corrected only if the voucher has not been approved, has not been posted, and has not been paid. If the voucher has completed processing, identified errors can only be corrected by request from the participating agency. Often, participating agencies will deny vouchers requiring correction prior to auditing. In either instance, the voucher error must be corrected through Creating a Journal Voucher or Processing Reversal Vouchers.

Voucher Status	Action Required
Approved/Posted	Voucher corrections CANNOT be performed.
Approved/Unposted	Open the voucher and correct the errors or Delete the voucher and re-enter a new correct voucher.
Posted	Correcting Posted Vouchers
Paid	By request, OBM will enter a Reversal Voucher on the agency's behalf to restore the purchase order. A Corrective Voucher, referencing the correct purchase order, must be entered by the agency and placed on hold. OBM will remove the hold and both vouchers will run through the same pay cycle, offsetting each other so no additional payment will be produced.