AP Revision History

The table below provides an overview of changes that have been made to the AP section of "The Source" for OSS. The revision history is a useful measure of the maintenance cycle and is often used during audits.

 

Effective Date

Section

Former Process/Procedure

New Process/Procedure

11/9/2017

Determining Invoice Date

  • If the supplier's invoice date is unavailable, use the:
  • Date Invoice Received listed on the OSS Standard Invoice Pre-Processing Form (PPF) (when sent to OSS from the agency) OR
  • Received Date from the AP Sorter page (when sent to OSS directly from the supplier) OR
  • When invoices are submitted as a CRM case with no invoice date on the invoice, use the date the invoice was emailed or the agency received date if a PPF is included.
  • If Sent from supplier/ Agency Integration (AI): (i.e not through normal channels)
    • Date on Invoice

    • Received date on OSS Standard Invoice Pre-Processing Form (PPF)

    • Email date from AI or Supplier

    • OSS scan date

    • Email rescans from ECM use date emailed to OSS

  • If the supplier's invoice date is unavailable, use the:
    • Date Invoice Received listed on the OSS Standard Invoice Pre-Processing Form (PPF) (when sent to OSS from the agency) OR
    • Received Date from the AP Sorter page (when sent to OSS directly from the supplier) OR
    • When invoices are submitted as a CRM case with no invoice date on the invoice, use the date the invoice was emailed or the agency received date if a PPF is included.

11/9/2017

Sorter Page Exception Codes Quick Reference Table

N/A

  • Added Exception Code 24 and Exception Code 25 to quick reference table.
  • Deleted the following Exception Code 3 categories:
  • Valid Po Not Listed - Po missing on invoice (submitted by supplier)
  • Valid PO Not Listed - PO cut off (submitted by supplier)
  • Valid PO Not Listed - FY 18 PO required - assigned to ECM.

11/9/2017

N/A

New topics added.

10/5/2017

Appendix A: Invoice Examples

Click here to see former process.

Removed ISTV Invoice examples.

10/5/2017

Non-PO Voucher - Invoice Information tab

Regardless of amount, even over $500, account code associated with postage can be debited.

Regardless of amount, even over $2,500, account code associated with postage can be debited.

10/5/2017

  • Working an Exception Code 15: Other
  • Throughout
Click here to see former process.
  • Topic deleted.
  • Removed all references to Exception Code 15 from all topics.

9/7/2017

  • Do not add any confidential information (e.g., juvenile names, etc.) or sensitive information as defined in Working an Exception Code 89: Sensitive Data.

 
  • Do not add any confidential information or sensitive information.

9/7/2017

Working an Exception Code 89: Sensitive Data N/A Topic Deleted and references to Working an Exception Code 89: Sensitive Data removed.

9/7/2017

Click here to see former process.
  1. If processing a Summary/Consolidated Invoice, verify the following.

9/7/2017

Determining Invoice Number Click here to see former process.

Revised:

To process a Summary/Consolidated Invoice, follow the guidelines below:

    • If a summary/consolidated invoice is received without a separate invoice(s)/folio(s), for each invoice/folio listed, it must be returned to the sender.

    • If a summary/consolidate invoice is received with a separate invoice(s), the voucher is created.

      • Check each individual invoice separately to ensure they have not already been paid. Any individual invoices that have already been paid should be excluded from the total.

Deleted:

9/7/2017

  • Click here for former  PO Voucher - Invoice Information Tab process.

  • Click here for former Non-PO Voucher - Payments Tab and PO Voucher - Payments Tab process.

  • 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.

9/7/2017

Working an Exception Code 19: Credit Memo

Click here to see former process.

Revised:

  1. Enter Invoice Number as determined by the Determining Invoice Number topic.
  2. Confirm Invoice Dt.
  3. Enter PO Number.
  4. Enter Gross Amt as a negative amount (e.g., -50).

9/7/2017

Working an Exception Code 08: Not an Invoice

Click here for former process.

Revised Spam Mail section:

  1. Enter "N/A" in the Invoice Number field.

  2. Confirm Invoice Dt.
  3. Enter PO Number.
  4. Enter "0.00" in the Gross Amt field.

Revised Statements section:

  1. Enter Invoice Number as determined by the Determining Invoice Number topic.
  2. Confirm Invoice Dt.
  3. Enter PO Number.
  4. Enter Gross Amt.
  5. If no amount due enter "0.00."

  6. If amount is due, enter the amount owed.

Revised Other Documents section.

  1. Enter Invoice Number as determined by the Determining Invoice Number topic.
  2. Confirm Invoice Dt.
  3. Enter PO Number.
  4. Enter "0.00" in the Gross Amt field.

9/7/2017

All Exception Code Topics

Enter Invoice Number.

Enter Invoice Number as determined by the Determining Invoice Number topic.

9/7/2017

Sorter Page Exception Codes Quick Reference Table

Click here to see former process.

Revised:

  • Please ensure ALL fields are accurately filled in on the Sorter page and check for duplicate vouchers before processing exceptions.

Added:

  • Items on the Sorter page that are incomplete or have any of the above inefficiencies will be returned by ECM to the originator.

Deleted:

  • For invoices that are being returned to the sender (for any reason) and also contains sensitive information, use Exception Code 89: Sensitive Data, but list the standard comment associated with the actual reason the invoice is being returned.

9/7/2017

Review the invoice to confirm alignment with the OAC Prompt Payment Requirements and ensure required backup documentation is provided.

Review the invoice to confirm alignment with the OAC Prompt Payment Requirements and Invoice Basics. Ensure required backup documentation is provided.

9/7/2017

Invoice Basics

N/A

Added the following:

  • If a request for an invoice is received, direct the requester to the supplier. If the requester cannot obtain the invoice from the supplier, refer to section 1.8.2 of the OBM Public Records, Retention, and Dissemination Policy for further instructions on handling the request.

8/3/2017

Processing Voided Warrant Requests

Click here to see former process.

Revised the following:

  • Coding should be the coding from the original voucher unless specified by the agency.
  •  
  • If coding, invoice number is not provided then lookup previous voucher.
    • By voucher reference provided.
    • Agencies may also only provide the payment reference.
  • RSC requires line description to be entered in the Invoice Line Description.
  • Agencies may request RA. Single Pay policy applies for voided warrants. Refer to Creating a Single Pay Voucher.

  • The original payee field should be the field that the new warrant be made payable to, unless sufficient description is given in the “describe the circumstances” field that sufficiently explains why a different payee should be paid. If by Power of Attorney (POA), it must be attached.

8/3/2017

Accessing Assigned Work Items

Incomplete work at the end of one’s shift is returned to their Team’s Work group (Team 2 or 3).

Incomplete work at the end of one’s shift is returned to their Team’s Work group (Team 2, 3 or 5).

8/3/2017

Assigning Work Items

AP associates are divided between "Team 2" and "Team 3" Team Captains assign work items on the AP Sorter page evenly between each work group (20 items at a time).

AP associates are divided between "Team 2," "Team 3," and "Team 5." Team Captains assign work items on the AP Sorter page evenly between each work group (50 items at a time per associate).

8/3/2017

The Basic Data Tab

Click here to see former process.

Deleted:

Taxes

    • OSS does not pay State Sales Taxes when the supplier remit to address is in Ohio.
    • Sales Taxes applied to an invoice when the supplier remit to address is outside of Ohio should be paid.
    • Local Taxes (County taxes, city taxes, etc.) applied to an invoice should be paid.
    • Bed Taxes applied to a hotel invoice should be paid.

8/3/2017

Working an Exception Code 15: Other

N/A

Added Exception Code 15 Sorter Page processing steps.

8/3/2017

N/A

Updated Determining Required Backup hyperlink.

8/3/2017

Working an Exception Code 05: Supplier not in OAKS

Enter OSS Comments for ECM Team indicating "RTV", any additional comments and include your initials and the date (MM/DD/YY).

 

Enter OSS Comments for ECM Team indicating "RTA or RTS", any additional comments and include your initials and the date (MM/DD/YY).

8/3/2017

Working an Exception Code 04: Duplicate Invoice
  1. ITO will pull a report for Code 04-Duplicate Invoice exceptions and mark them for deletion.

 

Deleted:

  1. ITO will pull a report for Code 04-Duplicate Invoice exceptions and mark them for deletion.

8/3/2017

Working an Exception Code 03: Valid PO Not Listed

Enter OSS Comments for ECM Team indicating "RTV", any additional comments and include your initials and the date (MM/DD/YY).

Enter OSS Comments for ECM Team indicating "RTA or RTS", any additional comments and include your initials and the date (MM/DD/YY)

8/3/2017

Working an Exception Code 08: Not an Invoice

N/A

Added:

  • If the document is a Time Sheet because it is not accompanied by an invoice, click here.

8/3/2017

Working an Exception Code 07: Remit to Address not in OAKS

Click here to see former process.

  • Revised Supplier Maintenance (SM)  to Supplier Operations (SO).
  • Revised vendor to supplier.

8/3/2017

Sorter Page Exception Codes Quick Reference Table

Click here to see former process.

Updated Exception Code Brief Descriptions and Comments based on AP process.

7/18/2017

Processing Voided Warrant Requests

Last receipt date field should match the invoice date field.

Last receipt date field should match the original voucher Last receipt Date.

7/3/2017

Click here to see former process.

Added the following:
  1. If processing a Summary Statement or Summary Invoice, check for the following:

7/3/2017

Working an Exception Code 08: Not an Invoice N/A Added steps on processing Exception Category 8 - Statements.

7/3/2017

Sorter Page Exception Codes Quick Reference Table Click here to see former process. Deleted the following Exception Code 15 categories:
  • Exception Code 15: Amount only check box Needs Checked
  • Exception Code 15: Decimal division by zero
  • Exception Code 15: PO QTY changed to AMT
  • Exception Code 15: ISTV created after upgrade

Revised Exception Code 8 - Statements not acceptable as invoice comment:

  • OSS received the following submission, this is not an invoice, this is a statement that we do not process or pay from. Please submit the listed invoices individually for processing. [Initials][MM\DD\YY]

Deleted "Processor Step" column.

Added the following:

  • Statements that list individual invoices require validation of invoices that have been paid. Return notification should only identify unpaid invoices and instruct that individual invoices are returned for payment.

  • Please identify the RTA or RTS designation for the ECM team.

Revised Exception Code 16, 22, and 23.

  • Supplier Submitted invoices are Returned to Sender (RTS).

 

7/3/2017

  • A purchase order is required to be used for:
  • Invoice amounts over $500 that are not Grants, Subsidies, and Utilities.
  • Items with account codes not excluded from the PO requirement (refer to the OAKS FIN Account Code Reference).
  • A purchase order is required to be used for:
  • Invoice amounts over $2,500 that are not Grants, Subsidies, and Utilities.
  • Items with account codes not excluded from the PO requirement (refer to the OAKS FIN Account Code Reference).

7/3/2017

AP Sorter Page Exception Codes

All exception codes are assigned to AP Team 1 for procession.

AP associates will not assign exception codes to Team 1 as all exception codes will be processed by AP associates. Removed all Team 1 processing steps and instructions on assigning items to Team 1.

4/6/2017

 

Enter Last Receipt Date based on the Determining Invoice Date and Last Receipt Date process.

 

Enter the date on which the goods or services were received in the Last Receipt Date field.

4/6/2017

Determining Invoice Date And Last Receipt Date

Click here to see former process.

Determining Invoice Date And Last Receipt Date

  • Renamed topic to Determining Invoice Date.
  • Removed steps on determining Last Receipt Date.

4/6/2017

PO Voucher - Invoice Information tab Click here to see former process.
  • Made corrections and revisions throughout topic.

4/6/2017

Determining Invoice Number

N/A Added the following to the Exceptions section:
  • Car Dealership Invoices (New Car Purchases and Equipment)

4/6/2017

  • "JFS UC Tax Contribution Section Unemployment" invoices are paid with "Due Now."

 

  • "JFS UC Tax Contribution Section Unemployment" invoices are paid with "Due Now."

    • OSS is to voucher the payment for this invoice type only from the "Additions to Balance" unless the backup documentation  for past due balances is submitted or attached. See Appendix A: Invoice Examples for an example invoice.

  • Added a "JFS UC Tax Contribution Section Unemployment" example invoice to Appendix A: Invoice Example topic.

3/9/2017

Click here to see former process.

Deleted the following from the list of pay term exceptions:

  • UPS invoices are paid with "Net 30" (unless DOH, BWC, or RSC).
  • Off duty law enforcement personnel hired for special duty are paid with "Due Now."
  • Ohio Shared Services Payment Request Forms are paid with "Due Now."
  • All single pay vouchers are paid with "Due Now."

Revised the following from the list of pay term exceptions:

  • ISTVs and Invoices for any government agency (Federal, state, county, cities, townships, municipalities, Universities, colleges, etc.) are paid with "Due Now."
  • All real property rent invoices are paid with "Due Now."
  • If the invoice does not fall into one of the exceptions above and the default Pay Terms exceeds 30 days, select "Net 30" from the dropdown.

Added the following to the list of pay term exceptions:

  • Ohio Industrial Commission (OIC) (a non-participating OSS agency) invoices are paid with “Due Now.”
  • Pay as “Due Now” when a contract is provided demonstrating a written agreement with the supplier (usually a discount is offered).

3/9/2017

The following change was published on 2/27/2017; however, process change was rescinded (never went into effect):

  • A purchase order is required to be used for:
  • Invoice amounts over $2,500 that are not Grants, Subsidies, and Utilities.
  • Items with account codes not excluded from the PO requirement (refer to the OAKS FIN Account Code Reference)

 

  • A purchase order is required to be used for:
    • Invoice amounts over $500 that are not Grants, Subsidies, and Utilities.
    • Items with account codes not excluded from the PO requirement (refer to the OAKS FIN Account Code Reference).

3/9/2017

The address selected must be an exact match to the supplier's "remit to" address as it appears on the invoice image.

  • If the payment method is "CHK," the address selected must be an exact match to the supplier's "remit to" address as it appears on the invoice image.

  • If the payment method is "EFT," the address selected must match the "remit to" street address (excluding acceptable variations of the suite, building, room number, etc.) on the invoice image.

3/9/2017

Working an Exception Code 89: Sensitive Data

Click here to see former process.

Deleted the following:

  • ITO will pull a report on code 89 exceptions and flag sensitive data items to be deleted.

Revised the following:

Invoices containing sensitive data can be processed, unless the sensitive data is for a juvenile. An exception code 89-Sensitive Data should only be used to identify an item that contains sensitive data and the invoice has to be returned to the sender for any reason. For details on how to determine sensitive data, click here.

    • Do not use this code to request a rescan or delete of an image except for sensitive data deletions.
    • ITO will pull a report on code 89 exceptions and flag sensitive data items to be deleted.

 

Exception 89 category items must be assigned to AP Team 1 for further review and return processing. The comment should reflect the standard comment for the actual reason the invoice is being returned. This combination of exception code and standard comment will indicate to the ECM team that the invoice must be returned due to specific issues AND the invoice also contains sensitive information.    

    • All public information requests must be forwarded to OBM Legal.

3/9/2017

Each field is required to be completed. Do not use short supplier name. ECM will return if fields are not complete as well as any discrepancies such as spelling or use of non-standard comment. Non-standard comments are acceptable if exception code 15- Other is used when no other exception code can give sufficient explanation.

  • Revised the following:

  • Each field is required to be completed and accurate. Do not use short supplier name. ECM will return if fields are not complete as well as any discrepancies such as spelling or use of non-standard comment. Non-standard comments are acceptable if exception code 15- Other is used when no other exception code can give sufficient explanation.

  • Added Team 1 processing steps for assigning items to AP Team 4.

 

3/9/2017

Modifying Vouchers

N/A

Added the folllowing:

  • AP Captains will email a report of all Match Exception and Recycled Vouchers to AP Associates. AP Associates are expected to correct the exception issue within one business day of receiving the report. AP Associates are expected to work with their Captains or Coaches for issues that require assistance.

3/9/2017

Sorter Page Exception Codes Quick Reference Table

N/A

Added the following:

  • Associates must use the appropriate Exception Code and Standard Comment. Additional comments by associates are expected to be in correct case, meaningful, and have correct spellings.

  • Each comment must contain at the end of the comment the date and initials of the AP Associate.

  • For invoices that are being returned to the sender (for any reason) and also contains sensitive information, use Exception Code 89: Sensitive Data, but list the standard comment associated with the actual reason the invoice is being returned.

3/9/2017

Accessing Assigned Work Items

Click here to see former process.

Added the following:

  • Work items must be assigned to specific employee numbers by the Team Captain before working them.

    • Work items must be worked in the order that they are assigned (First in, First Out) from the AP Sorter page.

    • Upon completion of assigned work, associates are required to send an Instant Message to their AP Team Captain and/or designee to request more work items. Additional work items cannot be requested until all individual assigned items are completed.

    • Incomplete work at the end of one’s shift is returned to their Team’s Work group (Team 2 or 3).

      • The employee ID must be removed from the Assigned To field.

      • If any items must remain assigned to an individual’s ID, enter a comment on the Comments tab with an explanation.

Revised the following:

  1. Select Status "Assigned" for AP Team 1, Team 2, or Team 3 or Status "New"

  2. Enter EMPL ID (employee ID number) in the  Assigned To field.

  3. Select appropriate Work Group (Team Number).

  4. Click Search.

3/9/2017

Click here to see former process.

Added the following:

  • Captains will assign the appropriate amount of work depending on work shift end times.

Added the following to the "Assigning Work Items to Individual Employees" section:

  • Distribute all items with an OSS scanned batch ID evenly between AP team members.

  • Distribute all identified grants evenly between AP team members.

    • The CRM representative will work with Team Captains to manage large numbers of grants that are requested as critical, so they are treated in the same manner as all other grants.

3/9/2017

Voucher Denials

Click here to see former process.

  • AP associates are expected to correct vouchers denied by agencies within one business day of receiving the denial.
  • If backup documentation is required the voucher is created, and the standard comment for the required backup documentation is selected and placed in the comments section of the voucher. This will notify the agency of the State Accounting requirement for voucher approval.

    • If denied and agency did not satisfy this requirement, AP associates will reach out to the agency to obtain the documentation or contact AI for assistance to obtain documentation.

    • If a response is not received within 2 business days, the invoice is returned to the submitter either supplier or agency for resolution.

3/9/2017

Click here to see former process.

  • Enter an additional Payment Message (up to 56 characters) if one is provided on the OSS "Standard Invoice Pre-Processing Form" (PPF).

  • Do not add any phone number (the "OSS" Message will populate the OSS contact information).

  • Do not add any confidential information (e.g., juvenile names, etc.) or sensitive information as defined in Working an Exception Code 89: Sensitive Data.

3/1/2017 Non-PO Voucher Process

The AP associate creates the non-PO (debit) voucher in OAKS FIN when the invoice image does not reference or require a PO. Purchase orders are not required for:

  • Invoice amounts under $500

The AP associate creates the non-PO (debit) voucher in OAKS FIN when the invoice image does not reference or require a PO. Purchase orders are not required for:

  • Invoice amounts under $2,500

3/1/2017 Non-PO Voucher - Invoice Information tab Regardless of amount, even over $500, account code associated with postage can be debited. Regardless of amount, even over $2,500, account code associated with postage can be debited.
3/1/2017
  • A purchase order is required to be used for:
  • Invoice amounts over $500 that are not Grants, Subsidies, and Utilities.

  • A purchase order is required to be used for:
  • Invoice amounts over $2,500 that are not Grants, Subsidies, and Utilities.

3/1/2017 Working an Exception Code 09: Insufficient PO Funds

Click here to see former process.

  • If invoice is for Grants, Subsidies, Utilities, or Invoice is less than $2,500, or invoice contains items with account codes excluded from the PO requirement (refer to the OAKS FIN Account Code Reference), process the invoice using default coding.
  • If invoice is more than $2,500 and does NOT contain items with account codes excluded from the PO requirement (refer to the OAKS FIN Account Code Reference), refer to the "Assign Item to AP Team 1" section below.
3/1/2017 Working an Exception Code 06: PO/Invoice Supplier Doesn't Match
  • If the invoice total is $500.00 or below, set up the voucher with default coding using the supplier listed on the invoice.
  •  If the invoice total is more than $500.00, assign the item to AP Team 1 to review.
  • If the invoice total is $2,500.00 or below, set up the voucher with default coding using the supplier listed on the invoice.
  •  If the invoice total is more than $2,500.00, assign the item to AP Team 1 to review.
3/1/2017 Creating Vouchers

Click here to see former process.

  • An invoice should be vouchered without a purchase order (PO) when the invoice image does not reference  or require a PO. Purchase orders are not required for:

  • Invoice amounts under $2,500

  • A purchase order is required to be used for:
  • Invoice amounts over $2,500 that are not Grants, Subsidies, and Utilities.

2/9/2017 Determining Invoice Number
  • An invoice number can be identified as:
  • Invoice Number
  • Document No.
  • Delivery Ticket No.
  • Job Number
  • Bill number
  • unique Ticket Number
  • Ad Number
  • Reference number
  • Policy Number
  • An invoice number can be identified as:
    • Invoice Number
    • Document No.
    • Delivery Ticket No.
    • Job Number
    • Bill number
    • unique Ticket Number
    • Ad Number / Advertisement Number (not Advertiser Number)
    • Reference number
    • Policy Number
1/5/2017 Determining Invoice Date And Last Receipt Date Click here to see former process.

Multiple updates made to the "Determining Last Receipt Date" section for clarity and consistency with State Accounting guidelines.

12/8/2016 N/A

Added the following in the Apply a SpeedChart Key section:

  • If a SpeedChart contains distribution lines, the invoice amount must be entered prior to applying the SpeedChart. Best practice is to always enter the invoice amount when applying a SpeedChart.
12/8/2016 All rent invoices are paid with "Due Now."

All real property rent invoices are paid with "Due Now."

12/8/2016 Appendix A: Invoice Examples N/A

Added examples of standardized medical forms (i.e., HCFA, hospital billing, dental, etc.)

12/8/2016 Determining Invoice Date And Last Receipt Date N/A

Added the following note:

  • Do not use the signature date on file. This date is from a separate form authorizing benefits and responsibility for insurance and can be on file prior to services. Refer to Appendix A: Invoice Examples to view example medical forms.
12/8/2016 Determining Invoice Number N/A

Added the following to determining invoice number when no invoice number is listed on a standardized medical form:

11/14/2016 N/A

Added the following:

  • After conducting a search, click the Recent Search Results icon at the end of the breadcrumb navigation anytime to display the Recent Search Results in a pop-up window.
11/14/2016 Working an Exception Code 04: Duplicate Invoice N/A

Updated Payment Inquiry page to include updated field names.

11/14/2016 Creating a Journal Voucher N/A

Updated images of Invoice Information tab to include new "Action" dropdown and "Run" button.

11/14/2016 Deleting Vouchers
  1. Select Delete/Reprocess Invoice, to reprocess status on the Sorter Page.

  2. Click Exception Category dropdown to select type of exception.

  • A Comments field will display to provide justification.

  1. Click Delete.

 
  1. Select Delete/Reprocess Invoice, to reprocess status on the Sorter Page.
  2. Click Exception Category dropdown to select type of exception.
    • If Exception Code 15 - Other is selected, a Comments field will display to provide justification.

  3. Click Delete.
 
11/14/2016
  1. Click  the Messages link to display the Payment Message window.

  2. Enter "OSS" in Message field.

  3. Click OK.

  1. Click  the Messages link.

    • The Payment Message page displays.

  1. Enter "OSS" in Message field.

  2. Click OK.

 
11/14/2016 Throughout all topics N/A
  • Updated all images to reflect slight changes to search pages.
11/3/2016 Sorter Page Exception Codes Quick Reference Table Click here to see former process. Added a new Exception Code 15: Other line for agency requests to return invoice to supplier.
11/3/2016 Working an Exception Code 15: Other If an item cannot be processed but does not fit into any other exception category, they can be assigned as an exception category “15-Other.” Do NOT use this code to request rescans or image deletions. Use appropriate exception category. Detailed comments are needed to identify the reason the item was labeled a code 15. If an item cannot be processed but does not fit into any other exception category or the agency has requested the invoice be returned to the supplier, the item can be assigned as an exception category “15-Other.” Do NOT use this code to request rescans or image deletions. Use appropriate exception category. Detailed comments are needed to identify the reason the item was labeled a code 15.
9/20/2016 Working an Exception Code 89: Sensitive Data Items with sensitive data do not have to be marked as an exception category “89-Sensitive Data” if the invoice is from a supplier that uses a Social Security number in lieu of a Tax ID Number (TIN), then the supplier waives right to privacy. Items with sensitive data do not have to be marked as an exception category “89-Sensitive Data” if the invoice is from a supplier that uses a Social Security number in lieu of a Tax ID Number (TIN).
9/13/2016 Sorter Page Exception Codes Quick Reference Table A valid Purchase Order is required to process payment, and must be identified on the invoice. If you do not have this information please contact the state agency you are conducting business. [Initials][MM\DD\YY] A valid Purchase Order is required to process payment, and must be identified on the invoice. If you do not have this information please contact the state agency you are conducting business with. [Initials][MM\DD\YY]
9/8/2016 N/A

Added the following to the "Updating Remaining Details" section pay term instructions:

  • All rent invoices are paid with "Due Now."
9/8/2016 Determining Invoice Number  

Click here to see former process.

Revised the process for  determine Invoice Number when Invoice contains an account number but no invoice number:

  • Account number may be identified on the invoice as the following: Customer #, customer ID, client #, client ID, Master Station, Merchant Number, ship to, Case #, and Employer Code Number.
8/4/2016 Appendix A: Invoice Examples N/A

Added a Mansfield Stark Summit invoice example to the PDF of example invoices.

8/4/2016 Sorter Page Exception Codes Quick Reference Table Click here to see former process.

Added two new 03 Valid PO Not Listed exception codes to the Sorter Page Exception Codes Quick Reference table.

8/4/2016
  • Click here to see Non-PO Voucher - Payments Tab previous process
  • Click here to see Creating a Single Payment Voucher previous process.
  • Click here to see PO Voucher - Payments Tab previous process

Updated steps on updating the Message field when entering payment Information.

8/4/2016

Determining Invoice Number

Click here to see former process.

Revised process for determining invoice number when no invoice number listed on an invoice on a standardized medical form.

8/4/2016

Determining Invoice Date And Last Receipt Date

Click here to see former process.
  • Revised process for the following:
  • Identifying Invoice date
  • Determining Invoice date when invoice date is unavailable.
  • Determining Invoice Received Date.
7/7/2016

Non-PO Voucher Process

  • N/A

Added the following:

  • Add additional fields if directed pay agency with the exception of the description field.
  • Unless a voided warrant request from RSC, enter the description field.
  • Always input and validate account codes.
7/7/2016
  • N/A

Added the following to the "Applying a SpeedChart Key" section:

  • Add additional fields if directed per agency with the exception of the description field.
  • Unless a voided warrant request from RSC, enter the description field.
  • Always input and validate account codes.
7/7/2016

Determining Invoice Number

  • N/A

Added the following note to the 'Follow the Rule: "Key What You See"' section:

Added the following example Real Estate Tax Invoice to the "Determine Invoice Number when No Invoice Number Listed on Image" section.

5/5/2016
  • Click here to view PO Voucher Invoice Information tab former process
  • Click here to view Non-PO Voucher Invoice Information tab former process
  • Click here to view Creating a Single Payment Voucher former process.
 

Revised the conditions on determining the origin code to read:

  • Use the following priority of resources, in the order below, to determine correct origin code (exceptions for DAS, DRC & DMH supersedes this hierarchy):
5/5/2016 Determining Invoice Date And Last Receipt Date Click here to see former process.

Made update to the Invoice Received Date section to add clarity.

5/5/2016 Agency Payment Request Form N/A

New topic added.

5/5/2016 Ohio Shared Services Payment Request Form The Payment Request Form (PRF) is  used for regularly scheduled payments (typically grants, subsidies, etc.) and stands in the place of the invoice for agency obligations.

The Payment Request Form (PRF) is  used for regularly scheduled payments (typically grants, subsidies, rent payments, etc.) and stands in the place of the invoice for agency obligations.

5/5/2016 Standard Invoice Pre-Processing Form Click here to see former process.

Updated the Pre-Processing form image to the most recent version.

5/5/2016 Working an Exception Code 13: Rescan Mail

Click here to see former process.

Deleted the following:

  • ECM Team will run an OAKS query on codes 11. 13, and 89 exceptions, will pull Exception Codes 13 and rescan.
4/18/2016 Standard Invoice Pre-Processing Form
  • N/A

Added the following:

  • As agreed upon with OSS and its partner agencies, processing instructions from the PPF should be followed unless it is invalid information or does not follow standard processing procedures.
  • 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 invoice references a valid purchase order number, but the PPF lists a different purchase order number that is also valid, OSS is to use the purchase order number on the PPF to create the voucher.
  • If the agency requests that the payment be made by check even though there is a EFT established, the processor should follow the PPF instructions.

 

4/18/2016 Assigning Work Items
  • Work Items on the AP Sorter page are first assigned to Work Groups. Once work items are assigned to specific Work Groups, the individual associates search for their team assigned items and then selects the first 20 images (or less, appropriate to the time remaining in the work day) to assign to their User ID.
  • Work Items on the AP Sorter page are first assigned to Work Groups. Once work items are assigned to specific Work Groups, the individual associates search for their team assigned items and then selects the first 20 images (or less, appropriate to the time remaining in the work day) to assign to their User ID. Each associate will use Instant Messenger (IM) to communicate that they are on the sorter page. Communication is required to be sent to Team members, Captains, and associates working CRM. First communication  indicating that they are on the sorter page, and sending another message once completed. Associates should not pull images until each increment of 20 is completed.
4/18/2016 PO Voucher - Invoice Information tab Revised to read:
  • If the purchase order provided on the invoice or PPF is invalid (PO No. field with a red background), search for a duplicate invoice.

Removed the following from a pop-up window and added as a note.

  • 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.

Added the following to the Direct Billed Hotel Invoices Pay Terms:

  • This does not include hotel facility rental, unless the fund code or the agency is a "Due Now" agency.

Added the following to the Purchase Order Only Section:

  • Do not research or search for another PO when creating a voucher.

    • Exception: If the PO on the Invoice or Standard Pre-Processing Form (PPF) is missing 1 or 2 digits and the processor can determine the correct PO, use the correct PO and add a comment on the voucher. Do not use the PO if it is exhausted, invalid, not dispatched or if there is a PO/supplier mismatch.

Added the following to the Purchase Order Receipt section:

  • To search for receipt numbers, select CTRL+F and enter the receipt number. The receipt will be highlighted in the search results.
4/18/2016 Determining Invoice Number
  • Click here to see former process.

When using an itemized Statement to create a voucher, use the Statement Number if no invoice number is listed on the document.

 

To process a Summary Statement or Summary Invoice, follow the guidelines below:

  • If a summary statement is received without a separate invoice(s)/folio(s), for each invoice/folio listed, it must be returned to the sender.

  • If a summary statement is received with a separate invoice(s), the voucher is created.

  • If the summary statement does not have an invoice number, it must be concatenated.

  • Each individual invoice listed in the statement must be attached.

  • Check each individual invoice separately to ensure they have not already been paid. Any individual invoices that have already been paid should be excluded from the total.

  • For invoices from the Ohio Attorney General that summarizes Outside Counsel Approved Invoices, create the voucher using the approval letter as the invoice (follow the guidelines listed in the "No Invoice Number for All Other Invoices" section below for creating the invoice number).

4/18/2016 Working an Exception Code 20: No Funds Available on PO

If reviewing an item on the AP Sorter page that requires a PO and a PO is provided in Complete Status or the PO has $0.00 left on it, assign the item to AP Team 1 to review.

Revised to read:

  • If the Purchase Order provided on the invoice or PPF is in "Complete" status or the PO is in "Dispatched" status with $0.00 left on it, refer to the "Assign Item to AP Team 1" section below.
4/18/2016 Determining Invoice Date And Last Receipt Date
  • Click here to see former process.
  • A Supplier Invoice Date can be identified as:
    • "Invoice Date"
    • If no "Invoice Date" available:
      • The last 8 numbers of the Invoice # on AT&T Mobility invoices
      • The earliest of the:
        • Issued Date
        • Printed Date
        • Document Date
        • Billing Date
        • Sale Date
        • Vehicle Out” date (for automobile service invoices)
        • Signature Date on standardized medical forms (e.g., HCFA, hospital billing, dental, etc.)
        • "Item Date"
        • "Mail Date"
        • "Today's Date"
        • "Delivery Date" ( e.g. Sysco invoices)
  • If the supplier's invoice date is unavailable:
    • If Sent from agency:
      • Use the Date Invoice Received listed on the OSS Standard Invoice Pre-Processing Form (PPF).
    • If Sent from supplier/ Agency Integration (AI):
      • Use the Original Emailed Date or Oldest Scan Date.
        • If an email submission was re-scanned, use the original date an emailed invoice was received by OSS.
    • If Sent via CRM case:
      • Use the Date Invoice Received listed on the OSS Standard Invoice Pre-Processing Form (PPF) if received.
      • If no PPF provided, use the date the invoice was emailed to OSS.

Enter the date on which the state received the invoice in the Invoice Received field.

  • Date Invoice Received listed on the OSS Standard Invoice Pre-Processing Form (PPF).
  • Received Date from the Original Emailed Date or Oldest Scan Date
    • If an email submission was re-scanned, use the original emailed date.
4/18/2016 Non-PO Voucher - Payments tab
  • N/A

 

Added the following to the Entering Payment Information section:

    • Do not add any confidential information (e.g., juvenile names, etc.) or sensitive information as defined in Working an Exception Code 89: Sensitive Data.

4/17/2016 Non-PO Voucher - Invoice Information tab
  • N/A

Updated the following links in Postage Meter Replenishment section to open example PDF files.

Added the following to the Direct Billed Hotel Invoices Pay Terms:

  • This does not include hotel facility rental, unless the fund code or the agency is a "Due Now" agency.

4/18/2016
  • N/A

Added the following:

  1. Review the invoice to confirm alignment with the OAC Prompt Payment Requirements and ensure required backup documentation is provided.

    1. Refer to the “Determining Required Backup” topic in “The FIN SOURCE” for Ohio.

    2. If required backup documentation is not provided:

      1. Enter the applicable comment in the Comments section of the voucher as indicated on the “Sorter Page Exception Codes Quick Reference Table” topic.

      2. Continue with the voucher creation process.

 

4/18/2016 Voucher Denials
  • N/A

Added the following note:

  • If backup documentation is required the voucher is created, and the standard comment for the required backup documentation is selected and placed in the comments section of the voucher. This will notify the agency of the State Accounting requirement for voucher approval.
4/18/2016 Working an Exception Code 16: Improper Invoice
  • N/A

Added the following to the list of issues that may be encountered.

  • Backup documentation needed - If a voucher was created and denied by state accounting and/or agency did not provide the required backup documentation, then the invoice is returned to the submitter (i.e., supplier or agency) for resolution.
4/18/2016 Working an Exception Code 05: Supplier not in OAKS

If processing a state employee reimbursement listed on the invoice is not in OAKS FIN, follow the steps below to request supplier setup from the OSS Supplier Operations team.

Revised to read:

  • If processing any state employee reimbursement / invoices such as special duty officers, non-compensated reimbursements (board members), recently retired employees, temporarily inactive due to various types of leave  listed on the invoice is not in OAKS FIN, follow the steps below to request supplier setup from the OSS Supplier Operations team.

    • Active employees for reimbursements are required to use the T&E module Per OBM policy
4/18/2016
  • Various
  • Modified instructions for adding comments on the sorter page to reflect the changes made to the comments column in Sorter Page Exception Codes Quick Reference Table.

  • Added the following:

    • Each field is required to be completed. Do not use short supplier name. ECM will return if fields are not complete as well as any discrepancies such as spelling or use of non-standard comment. Non-standard comments are acceptable if exception code 15- Other is used when no other exception code can give sufficient explanation.

 
4/18/2016 Determining Invoice Date And Last Receipt Date
  • N/A
Updated the following hyperlink:
  • To review the complete "State of Ohio - Policy for Coding the Last Receipt Date Field in the Ohio Administrative Knowledge System (OAKS)," click here.
1/14/2016 Determining Invoice Date and Last Receipt Date Click here to see former process.
  • Removed reference to AP team adding information on the AP sorter page.
  • Added the following:
    • If the supplier's invoice date is unavailable, use the :
      • Date Invoice Received listed on the OSS Standard Invoice Pre-Processing Form (PPF) (when sent to OSS from the agency) OR
      • Received Date from the AP Sorter page (when sent to OSS directly from the supplier) OR
      • When invoices are submitted as a CRM case with no invoice date on the invoice, use the date the invoice was emailed or the agency received date if a PPF is included.
  • Added the following to the Invoice Date list:
    • "Invoice Date"
    • "Delivery Date" (e.g. Sysco invoices)
  • Revised the "Invoice Received Date" to better reflect AP process.
  • Deleted the following:
    • The Last Receipt Date field will be greyed out and defaulted with the Received Date from the AP Sorter page during quarters 2, 3, and 4 of a Fiscal Year (i.e., October 1 through June 30).
  • Additional Minor Revisions.
1/14/2016 Determining Invoice Number Click here to see former process.
  • Removed "Invoice Date" instructions and inserted hyperlinks to the "Determining Invoice Date and last Receipt Date" topic.
  • Revised the following to the "Determine Invoice Number when No Invoice Number Listed on Image" section, number 1.
    • Use call number, ticket number, or run number.
1/14/2016 PO Voucher Process If a three-way match is successful, it is not necessary for the voucher to go through agency approval; however, depending on the account code the voucher may still need OBM (State Accounting) approval. The voucher is routed to the agency for approval if a three-way match is not successful or in the event of a two-way match (i.e., without a goods receipt). Revised to read:
  • If a three-way match is successful, it is not necessary for the voucher to go through agency approval; however, depending on the account code and/or dollar amount the voucher may still need OBM (State Accounting) approval. The voucher is routed to the agency for approval if a three-way match is not successful or in the event of a two-way match (i.e., without a goods receipt).
1/14/2016 Accessing Assigned Work Items
  • N/A
Added the following:
  • Work items must be assigned to specific employee numbers before working them. Once work items are assigned to specific Work Groups, the individual associates search for their team assigned items and then selects the first 20 images (or less, appropriate to the time remaining in the work day) to assign to their User ID.
1/14/2016 Assigning Work Items
  • Click here to view former process.
  • Revised topic to reflect AP process change to first assign Work Items from the AP Sorter page to work groups and then assign Work items to individual employees.
1/14/2016 The Basic Data Tab
  • The Invoice Number column displays an editable field pre-populated with "ZZZZZ" and should be updated to reflect the invoice number as it is captured from the invoice.

    • The invoice number will carry over to the Voucher Add/Update page when the Create Voucher icon is selected.

  • The Invoice Dt column displays an editable field pre-populated with the received date and should be updated to reflect the invoice date as it is capture from the Pre-Processing form if used.

    • The invoice date will carry over to the Voucher Add/Update page when the Create Voucher icon is selected.

Revised to read:

 

The following fields on the Basic Data tab are only populated if the work item is being sent to Research, Team 1.

  • The Invoice Number column displays an editable field pre-populated with "ZZZZZ" and should be updated to reflect the invoice number as it is captured from the invoice.

    • The invoice number will carry over to the Voucher Add/Update page when the Create Voucher icon is selected.
  • The Invoice Dt column displays an editable field pre-populated with the received date and should be updated to reflect the invoice date that the supplier issued or generated the invoice (as displayed on the invoice).

    • The invoice date will carry over to the Voucher Add/Update page when the Create Voucher icon is selected.
1/14/2016 PO Voucher - Payments Tab
  • If the invoice image and OSS Standard Invoice Pre-Processing Form lists a different “remit to” address for the supplier, use the “remit to” Location as indicated on the invoice, not the OSS Standard Invoice Pre-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. Search for the correct “remit to” address using the search icon () in the Location or Address fields.
  • Revised to read (replaced "Location with Address"):
    • If the invoice image and OSS Standard Invoice Pre-Processing Form lists a different “remit to” address for the supplier, use the “remit to” Address as indicated on the invoice, not the OSS Standard Invoice Pre-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. Search for the correct “remit to” address using the search icon () in the Location or Address fields
1/14/2016 PO Voucher - Invoice Information Tab
  • Click here to see former process.
  • Revised/Added the following:
    • Revised the process for updating the Origin Code in the "Updating Remaining Details" section.
    • Revised instructions on adding rounding issue comments to vouchers in the "Updating the Invoice Information Tab" section.
    • Added the following to the "Updating Remaining Details" section pay term instructions.
      • Off duty law enforcement personnel hired for special duty are paid with "Due Now."
      • Purchase of postage (payable to any supplier) are paid as "Due Now."
      • Vehicle loan or lease "pay off" payments are "Due Now" (this does not include new vehicle purchases).
      • All Real Estate purchases are "Due Now."
    • Moved the following to the "Update Remaining Invoice" Section: "Account Code is acceptable if the description of account code closely relates to the goods or services received."
    • Revised instructions on updating the Total field in the "Updating Remaining Invoice Details" Section.
    • Revised step 10 in the "Purchase Order Receipt" section to include the correct field name.
    • Added the following step to the "Update the Invoice Information tab" section:
      • Enter Invoice Received date.
    • Added "Determining Invoice Number" and "Determining Invoice Date and Last Receipt Date" hyperlinks to the "Updating the Invoice Information Tab" section.
    • Added information on verifying MBE Flag to the "Reviewing/Updating the Invoice Lines" section
    • Replaced reference to "vendor" with "supplier" in the "Update Remaining Invoice Details" section.
    • Removed reference to PO number be entered on the Sorter page in the "Purchase Order Only" section, step 3.
  • Deleted the following:
    • Deleted the following from the "Updating Remaining Details" section pay term instructions
      •  All DPS invoices (indicated by a fund code beginning with an "831" or "832"), are paid with "Due Now."
      • This includes off-duty law enforcement personnel hired for special duty.
1/14/2016 Non-PO Voucher - Invoice Information tab
 
Creating a Single Payment Voucher
Always look up a SpeedChart on the OCR Supply Account Table  for Non-PO vouchers where there is no coding provided on the PPF. Revised to read:
  • Always look up a SpeedChart on the "Vendor Account Table" for Non-PO vouchers where there is no coding provided on the PPF.
1/14/2016 Creating a Single Payment Voucher
  • Click here to see former process.
  • Updated the process for updating the Origin Code in the "Updating the Invoice Information Tab" section.
  • Revised instructions on updating the Total field in the "Updating the Invoice Information Tab" Section.
  • Added "Determining Invoice Number" and  "Determining Invoice Date and Last Receipt Date" hyperlink to the "Updating the Invoice Information Tab" section.
  • Removed reference to AP team adding information on the Sorter page in the "Updating the Invoice Information tab" section.
  • Revised instructions on entering Comments in the "Updating the Invoice Information Tab" section.
1/14/2016 Non-PO Voucher Process

In instances of specific account coding, OBM State Accounting reviews the voucher for approval. If OBM has questions, OSS is contacted. If OBM denied the voucher, it is returned to the OSS AP associate who created it.

Revised to read:
  • In instances of specific account coding and/or dollar amount of the voucher, OBM State Accounting reviews the voucher for approval. If OBM has questions, OSS is contacted. If OBM denied the voucher, it is returned to the OSS AP associate who created it.
1/14/2016 Non-PO Voucher Process Always look up a SpeedChart on the OCR Supply Account Table  for Non-PO vouchers where there is no coding provided on the PPF. Revised to read:
  • Always look up a SpeedChart on the "Vendor Account Table" for Non-PO vouchers where there is no coding provided on the PPF.
1/14/2016 Non-PO Voucher - Invoice Information Tab
  • Click here to see former process.
  • Revised/Added the following:
    • Revised the process for updating the Origin Code in the "Updating the Invoice Information Tab" section.
    • Revised instructions on adding rounding issue comments to vouchers in the "Updating the Invoice Information Tab" section.
    • Added the following to the "Updating the Invoice Information tab" section pay term instructions.
      • Off duty law enforcement personnel hired for special duty are paid with "Due Now."
      • Purchase of postage (payable to any supplier) are paid as "Due Now."
      • Vehicle loan or lease "pay off" payments are "Due Now" (this does not include new vehicle purchases).
      • All Real Estate purchases are "Due Now."
    • Revised instructions on updating the Total field in the "Updating the Invoice Information Tab" Section.
    • Added the following step to the "Update the Invoice Information Tab" section:
      • Enter Invoice Received date.
    • Added "Determining Invoice Number" and  "Determining Invoice Date and Last Receipt Date" hyperlink to the "Updating the Invoice Information Tab" section.
    • Removed reference to PO number be entered on the Sorter page in the "Purchase Order Only" section, step 3.
  • Deleted the following:
    • Deleted the following from the "Updating the Invoice Information Tab" section pay term instructions
      •  All DPS invoices (indicated by a fund code beginning with an "831" or "832"), are paid with "Due Now."
      • This includes off-duty law enforcement personnel hired for special duty.