Effective: 09/04/2025

Determining Next Steps

There are a variety of methods FSS AP associates use to process payments in OAKS FIN:

Once the invoice has been thoroughly examined and it's been determined that it's acceptable, the FSS AP associate must determine the next steps for creating the voucher:

Is the invoice future-dated within three (3) business days date?

Yes, assign to Team 1 Sorter with Exception Code 10.

INo, continue.

Is the invoice for a Special Handling Agency (Governor's Office, SOS, DNR)?

Does the invoice request a Single Payment Voucher?

Yes, verify Supplier record. If not set up, follow the Processing Manual Vouchers topic.

No, continue.

Does the invoice include a purchase order number?

Yes, follow the VOLTing with a PO topic.

No, continue.

Does the purchase require a purchase order?  

Yes, refer to the About AP Exceptions topic.

No, follow the VOLTing without a PO topic.

Is the DOT invoice mistakenly submitted to AP?

If Yes, DOT01 has now been added as an agency on the Invoice Return Tracker. The agency will receive a link to retrieve a copy of the invoice directly.

Business Unit Selection: AP Associates should now select "DOT01" from the dropdown menu instead of choosing "NONPART".

Origin Code: The DOT Origin Code is now set to XXX - this is the only available option for this agency.

Next Steps: Fill out the Sorter as usual and send it as you normally would.