VOLTing without a PO

1. If the Vendor Account Number is available on the invoice, click the Vendor Account Number lookup icon.

   • Account number may be identified on the invoice as the following: Customer #, customer ID, client #, client ID, Master Station, Merchant Number, ship to, Case #, Employer Code Number, Advertiser Number, Shipper Number, Payer Number, and Parcel ID [land/acreage].

   1. Search for the matching Account Number that's associated with the correct Business Unit and Supplier ID.
      • Use the Advance Search to lookup Supplier based on Vendor Account Number, Business Unit, Supplier ID, and Supplier Name 1 fields.
   2. If found - select the applicable Account Number.
      • The information stored on the Vendor Account Table will populate.

      • A red boxred box will display next to the Invoice Amount field throughout processing until the Invoice Amount is equal to the Merchandise Amount.

        

         

• If the Supplier Remit to Address listed on the invoice image is not in OAKS FIN, refer to "Working an Exception Code 07: Remit to Address not in OAKS."

2. Update the Origin Code field with the Origin Code of the agency location or division for which the voucher is being created to route the voucher to the correct FSS participating agency approver.

   • Origin Code Guidance.

   • If the origin code is changed after the FSS had been populated, unhideunhide the FSS string (arrow icon).

     

      

   • The Lines section displays.
3. If no search results are found that match the Vendor Account Number, Supplier ID, and Business Unit combination, click the Cancel button.
   • The AP Volt page displays.
   • Enter the new Vendor Account Number.

   • A red boxred box will display next to the Invoice Amount field throughout processing until the Invoice Amount is equal to the Merchandise Amount.

     

      

   • Once the VOLT work item is saved, the new Vendor Account Number will be saved to the Vendor Account Table for future use.
4. If a Vendor Account Number is not available on the Vendor Account Table (VAT):
   1. Enter the Business Unit with the buying agency's Business UnitBusiness Unit (i.e., the state agency receiving the goods and/or services as reflected on the invoice image).
      • If the invoice image received belongs to a Non-Participating Agency of FSS, refer to "Working an Exception Code 22: Non-Participating Agency."
      • If the invoice received has no agency identifying information and unable to determine Business Unit or Origin Code, refer to "Working an Exception Code 23: Unable to Determine BU/Origin."

      The Business Unit consists of 5 characters: the first 3 characters represent the agency and the last 2 characters are "01" (e.g., "DAS01" = Department of Administrative Services).

   2. A red boxred box will display next to the Invoice Amount field throughout processing until the Invoice Amount is equal to the Merchandise Amount.

      

       

   3. Update the Origin Code field with the Origin Code of the agency location or division for which the voucher is being created to route the voucher to the correct FSS participating agency approver.

      • Origin Code Guidance.

      • If the origin code is changed after the FSS had been populated, unhideunhide the FSS string (arrow icon).

        

         

      • The Lines section displays.
   4. Click the Supplier ID lookup icon.
      • The Look Up Supplier IDLook Up Supplier ID window displays.

        

         

   5. Click the Search by dropdown and select "name 1" to search by supplier name.
   6. Enter the supplier name in the begins with field as it appears on the invoice image.
   7. Click Look Up.
      • The Search Results display.
   8. Select the correct supplier record.
      • If it appears that the supplier listed on the invoice is not in OAKS FIN, refer to the "Working an Exception Code 05: Supplier Not in OAKS" process.
      • The Volt page displays with the Supplier ID, Default Location and Default Address fields populated.

5. Click the Address lookup icon and select the correct address sequence number.
6. Click the Location lookup icon and select the correct supplier payment method.
   • Ensure the following when entering the Location and AddressEnsure the following when entering the Location and Address.

     • The Supplier Location and the Address Sequence Number must always match if payment is to be made by EFT, SWCD, or WIA (e.g., select "EFT-2" if Address Sequence Number "2" is selected). If EFT does not have a corresponding address, use CHK.

     • EFT is the default payment type when available. The agency or supplier may redirect the payment type.

     • Select "CHK" only if "EFT" is not available with a corresponding address.

     • The address selected must be an exact match to the supplier address from which the invoice was sent (not necessarily the address where the warrant will be mailed).

     • Zip code information (only the first 5 digits) must match between the invoice and the supplier record in OAKS FIN to continue the voucher process.

     • If there is a discrepancy in the zip code between the invoice and OAKS information, follow the steps below:

     • Verify the zip code in USPS. If information in OAKS matches with information in USPS, the invoice can be processed.

     • If OAKS information requires updating, reach out to Supplier Operations. Once the update has been made in OAKS and it now matches what's in USPS and/or invoice, the invoice can be processed.

7. Update the Handling field if instructed by the FSS Standard Invoice Pre-Processing FormPre-Processing Form (PPF).

   This form is designed to allow agencies to submit any agency-desired processing information in addition to the invoice. However, the invoice should be used as the primary document to follow.

    

8. Enter a SpeedChart Key if provided.

9. Verify or edit Pay Terms.

   • The Pay Terms will default to "Due Now" or to the pay terms specified on a contract when a Contract Number is referenced.

   • Correct usage of supplier Pay Terms allows OAKS FIN to calculate late interest charges, early payment discounts, etc., (based on the Invoice Date).

10. Enter the Invoice Number based on the "Determining Invoice Number" process.

    • If the Invoice Number field populates with "Critical," click herehere.

      • Agencies will email critical invoices to criticalinvoices@obm.ohio.gov. After an automatic batch schedule completes in OAKS FIN, these images will appear on the AP Sorter and AP VOLT  page and "CRITICAL" will populate the Invoice/Invoice Number field. The critical invoices will appear in the VOLT Next In Queue and be worked immediately as they are received.
      • Statuses of critical items can be verified as proper system functionality (ensuring Tumbleweed/Mavro is working properly) maintained by running the query titles "OH_AP_OSS_SORTER_CRITICAL."
      • Critical invoices sent to Criticalinvoices@obm.ohio.gov will be processed within one business day provided that at least one of the following criteria is met:
      • Subject to a loss of discount.
      • Late fees will be added.
      • Potential disconnection of service.
      • Time-sensitive payments (i.e., grants/federal cash draw)
      • If the agency specifies that they are subject to a loss of discount, late fees, or disconnection of services, use Payment Terms of "DUE NOW."  Place a comment on the voucher indicating potential loss of discount, potential late fees, or potential disconnection of service.

      • Enterprise Content Management (ECM) will assist in monitoring the Critical mailbox error folder.
      • Items in the error folder that can be processed will be resubmitted back to the Critical mailbox.
      • Communication of items identified as improper submissions such as invalid format and items that do not contain attachments will be facilitated by ECM.
      • Items out of scope from the above will be escalated to the service line coaches.
      • If the "remit to" address is incorrect or not in OAKS, Accounts Payable will perform the following steps:
      1. Create voucher selecting CHK as the location and Return to Agency (RA) as the payment handling.
      2. Provide the following case solution: Voucher ID number and "Warrant was processed as Return to Agency (RA) and will need to be picked up from state accounting.
      • The agency will need to mail the payment to the correct supplier invoice address.
      3. Email image to Supplier Operations informing them of the "remit to" address issue.
      • Supplier Operations will contact the supplier to update address in OAKS.

11. Enter the Invoice Date based on the "Determining Invoice Date" process.
    • Invoices that have an Invoice Date that is a future date must be sent to manual processing using the create manual reason code “F”- Future Dated Invoice. If the Invoice date is greater than three business days from the current date, see "Working an Exception Code 10: Future Dated Invoice."
12. Enter the Invoice Received date based on the "Determining Invoice Date" process.
    • The Received Date listed on the AP VOLT page is the AP Sorter page Received Date.
13. Enter the date on which the goods or services were received in the Last Receipt Date field.

14. Enter the Invoice Total as it appears on the invoice image in the Invoice Amount field.

• When creating vouchers with the EFT payment method, do not enter a single voucher exceeding $99,999,999.99 (the payment must be split into separate payments). If processing the voucher to pay via warrant (CHK), the total may exceed the $99,999,999.99 ceiling.
• Enter or update the Invoice Amount with the lesser of "current charges" or "balance due" as it appears on the invoice image.
  • The amount entered should exclude "sales tax" listed on the invoice image when the supplier's "remit to" is in Ohio or when OHIO sales tax is explicitly stated (other taxes such as county tax, bed tax, or federal tax should be included).
  • Sales tax should be included if reimbursing a direct bill that was previously paid by an individual.
  • The amount entered should exclude past due charges.
  • The amount entered should exclude late payment fees (unless the supplier and service is a utility regulated by the Public Utilities Commission [PUCO]).
• FSS is to voucher the payment for JFS UC Tax Contribution Section Unemployment invoices only from the "Additions to Balance" unless the backup documentation  for past due balances is submitted or attached.
• If an invoice reflects a $0.00 total due, refer to "Working an Exception Code 18: Zero Balance Invoice."

15. Update the Payment Message field if requested.
    • Additional payment message should be entered if requested by the agency from the "Standard Invoice Pre-Processing Form" or "Agency Payment Request Form".
    • FSS payment message is auto-populated during the batch voucher build.
    • Both the FSS payment message and any additional payment message entered will display on the warrant (i.e., check) stub or EFT payment message (if bank captures the data).
16. Enter necessary Voucher Comments.
    • Enter Comments anytime deviation from the standard process is necessary. Some specific deviation examples aredeviation examples are:
      • OAKS rounding issues.
      • • State Accounting authority to deviate up to $2.00 based on OAKS rounding issues.
        • • If account code(s) can not be debited, pay closest to invoice amount.
          • If account code(s) can be debited, debit code the remaining balance of the invoice.

      • CRM Cases (Include CRM Case number).

There are 5 required fields in the Distribution Lines section. These fields are referred to as “FSSs” and are: Fund, Account, ALI, Department, and Service Location. When using a SpeedChart, it is critical that information is entered in a specific order for OAKS to correctly update the FSS lines.

17. Is a SpeedChart provided on the Invoice/FSS Pre-Processing Form?
    1. YesYes
       1. Enter the SpeedChart provided on the invoice/FSS Pre-Processing form.

       • The SpeedChart Key will automatically populate the Distribution Lines with the agency pre-determined FSS values.
         • If the SpeedChart was created with multiple FSS lines, the lines will display in the Distribution Lines section. Each line will allocate the amount entered in the Line Amount field based on the percentages set during the creation of the SpeedChart.

         • If a provided SpeedChart or Coding has invalid FSS string, refer to "Working an Exception Code 96: Invalid SpeedChart/Coding."

       2. Enter the Account (or search for code using the search icon) based on the good(s) and/or service(s) provided.
          • The appropriate Account Code must be used. An Account Code is acceptable if the description of the account code closely relates to the goods or services received.
          • When using a capital expense Account Code 57xxxx, the Project ChartField is required. If no Project Number is provided, contact your AP Coach.
       3. Add additional fields if directed per the agency (indicated via PPF, Agency Request for Payment, or Agency created invoice).
    2. NoNo
       1. Enter the Agency Default Coding SpeedChart.

       • The SpeedChart Key will automatically populate the Distribution Lines with the agency pre-determined FSS values.

       2. Is FSS Coding provided on the  Invoice/FSS Pre-Processing Form?
          13. YesYes
              1. Delete the Agency Default SpeedChart from the SpeedChart field and update the Distribution Lines with the FSS Coding provided on the Invoice/FSS Pre-Processing Form.
                 • If partial coding is provided, use agency default SpeedChart coding and enter the partial coding provided.
              2. Enter Fund (or search for code using search icon) to identify the appropriate agency fund code for the expenditure.
              3. Enter the Account (or search for code using the search icon) based on the good(s) and/or service(s) provided.
                 • The appropriate Account Code must be used. An Account Code is acceptable if the description of the account code closely relates to the goods or services received.
                 • If the Account Code provided is incorrect, use the correct Account Code and enter the comment, "A/C provided <insert the Account Code provided by the agency>, used <insert the Account Code entered to create the voucher>," in the voucher Comments and Payment Note.
                 • When using a capital expense Account Code 57xxxx, the Project ChartField is required. If no Project Number is provided, contact your AP Coach.

              4. Enter ALI (Appropriation Line Item)code (or search for code using search icon).

              5. Enter Department (or search for code using search icon).

              6. Enter Program Code (or search for code using search icon).

              7. Add additional fields if directed per the agency (indicated via PPF, Agency Request for Payment, or Agency created invoice).

          14. NoNo
              1. Leave the agency default coding populated in the Distribution lines.
              2. Enter the Account (or search for code using the search icon) based on the good(s) and/or service(s) provided.
                 • The appropriate Account Code must be used. An Account Code is acceptable if the description of the account code closely relates to the goods or services received.
                 • If the Account Code provided is incorrect, use the correct Account Code and enter the comment, "A/C provided <insert the Account Code provided by the agency>, used <insert the Account Code entered to create the voucher>," in the voucher Comments and Payment Note.
                 • When using a capital expense Account Code 57xxxx, the Project ChartField is required. If no Project Number is provided, contact your AP Coach.
18. Select the Line Item checkbox next to the line item.
19. Enter the Unit Price and press Enter on keyboard.
    • The page will refresh and the Merchandise AmountMerchandise Amount will update to match the Unit Price entered.

      

       

20. Click the Add a New Row icon to add an additional debit coding line. Repeat the steps above to update the Distribution Lines and Unit Total.

21. Click SaveSave.
    • If a VOLT work item requires a POrequires a PO and there is no PO provided on the invoice, refer to "Working an Exception Code 03: Valid PO Not Listed."

      A purchase order is required to be used for:

      • Invoice amounts over $5,000 that are not Grants, Subsidies, or Utilities.

      • Items with account codes not excluded from the PO requirement (refer to the OAKS FIN Account Code Reference)
    • 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 a Duplicated invoice is detected during batch process, the Voucher will be created under "Recycle" Status with the error message referencing the duplicate voucher ID.
    • Refer to "Correcting Recycled Vouchers" topic.