Online Pre-Processing Form

The Online Pre-Processing Form (PPF) is available for use by all participating agencies at  https://fssportal.obm.ohio.gov.  The online form is designed to allow agencies to submit any agency-desired processing information in addition to the invoice. As agreed upon with OBM Financial Support Services (FSS) and its partner agencies, processing instructions from the PPF should be followed unless it is invalid information or does not follow standard processing procedures. When submitting invoices via the Online PPF, FSS associates will first see The Agency Pre-Processed Detail and Agency Submission Information page, followed by the invoice and any back up documentation. The invoice will be used as the primary source of information. The "Standard Invoice Pre-Processing Form" will be referred to for additional supplemental information.

• Some agencies will use the MS Excel version of the PPF for internal purposes, and will submit it with the invoice as backup documentation via the Online PPF portal.  This is acceptable and should not be rejected.

• If the PPF contains errors such as miskeyed information i.e., $100.00 and the invoice is $1,000 the invoice should be used as the primary document to follow. If enough information is provided to create a valid voucher based on the pre-processing information AND the primary invoice documentation, a voucher should be created.

• If a Purchase Order Number is provided on the Invoice AND on the Pre-Processing Form, use the Purchase Order Number provided on the Pre-Processing Form.

• If the invoice references a valid purchase order number, but the PPF lists a different purchase order number that is also valid, FSS is to use the purchase order number on the PPF to create the voucher.

• Payment Message instructions on PPF:

• • If requested, enter the invoice number in the payment message.

  • Do not enter a phone number, even if requested.

• If the agency requests that the payment be made by check, and there is an EFT established that matches the remit to address on the invoice, the processor should create the voucher using the EFT.

• There are some legitimate reasons for the agency to request payment via check:
  • The supplier does not have an EFT registered that matches the remit to address on the invoice.
  • The agency requests the check to be Returned To Agency (RA).

Click here for instructions on Using a Pre-Processing > Online Standard Invoice Pre-Processing Form in The FIN SOURCE.