ECM Revision History

The table below highlights the current revisions to the ECM 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

N/A

Added topics.

10/5/2017

Exception Code 15: Other

Click here to see former process.

Deleted topic.

9/7/2017

Exception Code 89: Sensitive Data

N/A

Topic deleted.

7/3/2017   Ensure all fields are complete and accurate. Return image to AP Team 4 if fields are not complete or there are any discrepancies such as spelling. Non-Standard comments are acceptable. Ensure all fields are complete and accurate. Return image to AP Associate if fields are not complete or there are any discrepancies such as spelling. Non-Standard comments are acceptable.
3/9/2017 Exception Code 15: Other N/A Added the following:
  • Ensure all fields are complete and accurate. Return image to AP Team 4 if fields are not complete or there are any discrepancies such as spelling. Non-Standard comments are acceptable.
3/9/2017 N/A Added the following:
  • Ensure all fields are complete and accurate. Return image to AP Team 4 if fields are not complete or there are any discrepancies such as spelling or use of non-standard comment.

3/9/2017

Exception Code 89: Sensitive Data

Click here to see former process.
  • Added steps on redacting sensitive data.
  • Revised the following:
  • During the AP voucher creation process in OAKS FIN, an exception code 89-Sensitive Data should only be used to identify an item that contains sensitive data and cannot be processed, or it contains sensitive data and must be returned to the sender for other reasons.
  • If the ECM associate has a question concerning AP's assignment of the exception code, contact an AP Team Captain.
12/8/2016

Determining Invoice Number

N/A Deleted Topic.
11/3/2016
  • Deleted steps on assigning items to AP Team 1 and steps on Team 1 Exception Code 22 and 23 processing.
  • Added ECM processing steps on navigating to AP Sorter Page, updating the Invoice Return Tracker, completing invoice return notification, and updating the AP Sorter Page.
11/3/2016
  • Click here to see former process on updating the AP Sorter Page.
  • Click here to see former process on returning invoice submitted to OSS via fax.
  • Revised steps on updating the AP Sorter Page.
  • Removed steps on returning an invoice submitted to OSS via fax.
11/3/2016 N/A

New Topics Added.

9/8/2016 Determining 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, and Case #.

 

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 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.

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.

4/18/2016 Determining Invoice Number Click here to see former process.

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 About AP Exception Processing
  • N/A
Added the following:
4/18/2016
  • Various
  • Modified instructions for adding comments on the Sorter page to reflect the changes made to the comments column in the Sorter Page Exception Codes Quick Reference Table AP topic.

  • Deleted topic on working an Exception Code 10: AR Open Item Not Found.