AP Frequently Asked Questions
Invoices and Supporting Documentation
Will supporting documentation remain with scanned invoices?
• All back-up documentation received with the invoice will be scanned and available in the OAKS image area.
Can agencies scan an invoice and e-mail it to Ohio Shared Services?
• Agencies can scan invoices and email them to Ohio Shared Services at email@example.com. Job aids are available with details on this process.
Should an agency highlight information on the invoice that the agency processor wants the Ohio Shared Services Associate to notice?
• Agencies should not highlight information on an invoice. The preferred method is to circle the information. When an invoice and supporting documentation is scanned, highlighters sometimes obscure this information.
How will invoices be handled when there is not enough money?
• If the invoice is within the 10% budget tolerance, the Ohio Shared Services Associate will issue the voucher for the amount included in the purchase order and debit the balance using default coding. The voucher will then flow to the agency for approval. • The invoice will become a problem invoice (exception) if the amount is above the 10% budget tolerance. The invoice will be added to the problem invoice sorter page for agency review and comments. • The agency will need to review problem invoices (exceptions) on the sorter page and supply additional information to Ohio Shared Services in the "comments" area so Ohio Shared Services can process the voucher.
How will invoices be processed that are coded to more than one purchase order?
• If the invoice is received from the vendor, Ohio Shared Services will use the purchase order number provided on the invoice. • If the invoice is received from the agency, the agency should list the correct purchase order numbers on the invoice or Standard Invoice Pre-processing Form and provide instructions on how the invoice is to be coded.
What date will Ohio Shared Services use as the invoice date?
• Ohio Shared Services will use the vendor's printed invoice date as the invoice date on the voucher. If this date is not provided, Ohio Shared Services will use the date the invoice was received by Ohio Shared Services or the scan date of the invoice.
What is Ohio Shared Services' process when the agency creates a purchase order and the remit to address on the invoice is different than what is listed on the purchase order?
• The remit to address, or the address listed on the invoice, if the remit to address is not specified, takes precedence over all other information regarding payment instructions. • The remit to address on the invoice must be listed in the vendor master file in OAKS. The Ohio Shared Services Associate will verify that the remit to address is located in OAKS. • If the address is not located in OAKS, Ohio Shared Services will contact the vendor with instructions for updating the remit to address. Note: The agency will also be notified. • Payment could be delayed until the vendor submits a request to correct the remit to address and the information is added and/or corrected in OAKS.
How will invoices be handled when there is incorrect coding on the PO?
• If the account coding is not correct, a problem invoice (exception) will result, the invoice will be added to the problem invoice sorter page for agency review and comments. • The agency will need to review problem invoices (exceptions) on the sorter page and supply additional information to Ohio Shared Services in the "comments" area so Ohio Shared Services can process the voucher.
Does the date of the receipt influence the last receipt date of the voucher?
• No, if a receipt is entered, the date the receiver will populate is the date the receipt is entered, not necessarily the day the goods were received.
Who enters receipts in OAKS?
• Agencies are able to enter receipts in OAKS based on individual internal policies and procedures. Typically receipts would be entered by the person in the area that receives the goods or services, or the fiscal area that initiated the order.
What happens when Ohio Shared Services receives an invoice from the vendor, and the agency has not yet created a receipt?
• If the Ohio Shared Services Associate does not find a receipt, the payment will be processed as a purchase order voucher (two-way voucher). The voucher will then route to the agency for approval. To avoid the need for agency approval, a receipt can be created in OAKS as soon as the goods and/or services are received. • Receipts entered after the voucher has been created will not be used by Ohio Services for processing.
Is receipt training recommended?
• Ohio Shared Services encourages all agencies to enter goods/services into the OAKS Financials receipt module. Agencies should ensure proper training for those employees who will be performing receiving functions. Web-based Training for receiving can be found at http://oakspmo.ohio.gov/oaks/training/ClassMaterials/FIN_PO220/homePO220.aspx. Asset Management training is also recommended.
How is a receipt printed from OAKS?
• To print a receipt from OAKS: screen print and copy the receipt into another application such as MS Word or MS PowerPoint.
How does Ohio Shared Services know receiving has been done using the purchase order?
• The Ohio Shared Services Associate will check for a receipt when vouchering for agencies that use OAKS receiving. Receipts are also shown as part of the purchase order document status.
How do you receive for a quantity based PO when the price for the quantity has changed due to discounts, price fluctuations, late fees, etc.?
• Ohio Shared Services recommends that purchase orders are completed using amount for commodities whenever possible • If you have a quantity based PO and the price per quantity has changed: • Manipulate the quantity while creating the receipt to receive a partial quantity • Do not do a receipt in OAKS. • If you do receive for the quantity, Ohio Shared Services will voucher according to the information provided on the invoice and use the price reflected on the invoice, which will result in a match exception. The voucher will then be re-processed without the receipt and flow to the agency for approval***.
Will OAKS stop you if you attempt to enter more on the receipt than what is listed on the purchase order?
• OAKS shows the available amount of what has not been received each time a new receipt is created. If an amount greater is entered on the receipt than what is available, OAKS will give an error message.
How do change orders affect receiving?
• Quantity based POs:
• If receipts have not been created against the initial purchase order, this is not an issue. • If a receipt has been created against the initial purchase order, but has not yet been vouchered, the receipt can still be used. • If a receipt has been created against the initial purchase order and has been vouchered, the receipt will have to be unmatched before the purchase order is modified. • Amount based POs:
• If receipts have not been created against the initial purchase order, this is not an issue. • If a receipt has been created against the initial purchase order, changes cannot be made to the purchase order. The initial purchase order would need to be closed and a new purchase order be created.
When a three-way match (i.e. invoice, purchase order, receipt entered into OAKS) is not possible on an invoice, how will Ohio Shared Services process?
• If Ohio Shared Services receives an invoice without an OAKS receipt, Ohio Shared Services will locate the associated purchase order, use the Ohio Shared Services agency origin code, and the voucher will route to the agency for approval.The agency will ensure that the goods/services have been received and then approve the voucher. •If the agency has not received the goods, the agency will deny the voucher with proper comments.
How does the three-way match process work?
• A three-way match is created when the invoice, purchase order, and receipt match. Agency approval is not required for vouchers that successfully three-way match.
Does the agency have the ability to see vouchers approved via the three-way match?
• The agency does have the ability to run a report to see this information. OSS_THREEWAY_AUTO_AGY_APPROVED is available in OAKS FIN under Reporting Tools, which shows Business Unit, Voucher Number, Vendor ID, Vendor Name, Origin, PO Number, Receipt Number, Invoice Line, Distribution Line, and Department ID.
If a receipt is added to an existing voucher, will a three-way match occur?
• No, once Ohio Shared Services creates the voucher, the voucher will process as a two-way voucher and will route to the agency for approval without a receipt. The agency will need to approve the voucher in order to remove it from its work list.
For reversal vouchers that are created for vouchers associated with a purchase order and receipt, what happens to the receipt in this situation?
• When a reversal voucher is processed, the receipt can no longer be used. To process another payment, a purchase order voucher without a receipt will be created and routed to the agency for approval.
How are vouchers corrected?
• For assistance, click here for the Voucher Grid
Are agencies charged for reversals?
• Agencies are not charged for reversals. Reversals are processed by OBM State Accounting. If there is an error on an Ohio Shared Services created voucher and the voucher is closed or deleted as a result, the agency will not be charged for the transaction.
What if the wrong origin is listed on the voucher?
• If the voucher has an incorrect origin it must be deleted and the Ohio Shared Services Associate will create a new voucher with the correct origin.
When a voucher is deleted, does the receipt get deleted as well?
• When a voucher is deleted, the receipt does not get deleted. In this case, unmatching must be performed prior to deleting the voucher. Once the voucher is unmatched, the purchase order and receipt are reset. The receipt can then be used on another voucher.
How will split-funded vouchers be handled?
• Agencies that submit the Standard Invoice Pre-processing form, Ohio Shared Services will use the information on this form. • If only a purchase order is available, Ohio Shared Services will create the voucher with the information from the purchase order and route it to the agency for approval. • If split-funded is incorrect, the agency should deny the voucher and provide the correct information to Ohio Shared Services.
If the agency approver discovers a coding error made when Ohio Shared Services processes a voucher, what should the agency do?
• Deny the voucher and enter comments explaining the error and what corrective actions should be taken. • Do not delete the voucher. • Ohio Shared Services will make the required corrections and retrigger the voucher for agency approval.
On P-Card transactions, the vendor sometimes sends a copy of the invoice to the agency. What if the vendor sends that information to Ohio Shared Services?
• If the copy is received at Ohio Shared Services and is under $500.00, the invoice will be processed and routed for agency approval, due to not having a receipt entered into OAKS. At that time, the agency would deny the voucher commenting that the invoice is for a payment card transaction and should be deleted. If the invoice is over $500.00, the invoice would be placed on the problem invoice (exception) agency sorter page and the agency would review and make the comment to delete the invoice. If the invoice is over $500.00 and there is no PO referenced, it will be returned to the vendor.
Can agency processors use Speed Charts?
• Agencies are able to use speed charts. Agencies should have access to create and maintain speed charts. In the OAKS menu, navigate to: Set Up Financials/Supply Chain>Product Related>Procurement Options>Management>Speed Charts-from here a Speed Chart can be created.
What is the character limit on the Invoice Number field on a voucher? Can the Invoice Number include text?
• The character limit on the Invoice Number field in OAKS is 30 and can include text.
What information is contained in the Payment Message field?
• Call Ohio Shared Services 1-877-644-6771 with questions. • The message will appear on the warrant but not on the voucher.
What are exceptions (problem invoices)?
• Exceptions (problem invoices) occur when Ohio Shared Services cannot create a voucher based on an invoice that we have received. These problem invoices (exceptions) will be listed on your OAKS Sorter Page by your Ohio Shared Services origin. Agencies can review documents on the Sorter Page, and add comments providing purchase order number or handling instructions. The comments will then route back to Ohio Shared Services, which will enable the Associate to process the invoice.
How will the agencies know when there are exceptions that need to be resolved?
• Agencies should review the Sorter Page on a regular basis to provide resolution. Failure to do so will result in delayed payments. Once the exception (problem invoice) information has been obtained and reviewed, update the sorter screen: • Review comments
• Enter the Purchase Order number in the "PO Number" field if required
• Update the "Comments" field with additional information (at beginning) to resolve the exception if necessary • Update "Sort Status" field using the dropdown list to Return from Agency
• Check the box next to the row and click the "Save" Button
• The "Work Group" field will automatically update and assign the invoice back to Ohio Shared Services Resolution Team.
What is a Match Exception?
• A match exception prevents a voucher from being routed through work flow for approval. Sample match exceptions are: 1. Using more funding than is available on the purchase order
2. The same receipt has been used multiple times
• Ohio Shared Services Associates review match exception errors for vouchers processed by Ohio Shared Services. Ohio Shared Services will resolve the exceptions and use the Sorter Page if further agency information or action is required
MBE / EDGE
Does Ohio Shared Services have the ability to edit MBE/EDGE on the voucher if a State Term Contract is affiliated?
• Ohio Shared Services does not have the ability to edit MBE/EDGE on the voucher if affiliated with a contract. When the voucher is created, the MBE/EDGE flag will automatically populate based on the flag in the contract. Depending upon the certification status of the vendor, an "E", "M", or "N" will populate.
When a vendor has been established as an EDGE vendor in OAKS, what populates on the voucher?
• "E" populates on the voucher as a default indicating an EDGE vendor. If referring to a state term contract, the flag on the contract will control the voucher. If the purchase order does not reference a contract, "E" will default.
When a vendor has been established as an MBE vendor in OAKS and the voucher is not affiliated with a State Term Contract, what populates on the voucher?
• "M" will populate on the voucher indicating an MBE vendor.
How will Ohio Shared Services establish that an invoice should be set as MBE/EDGE if there is not a contract and if comments have not been made in the requisition comments field?
• If the vendor has been established as an EDGE or MBE vendor in OAKS the voucher will automatically default to EDGE or MBE. • The agency can also indicate MBE/EDGE on the invoice or the Standard Invoice Pre-processing form.
If an MBE/EDGE credit is missed, is it possible to change once the voucher has processed and been approved?
• State Accounting will not process reversal vouchers so that an agency can receive MBE/EDGE credit.
Will auditors have access to the scanned invoices and supporting documentation?
• The Auditor of State and other external audit staff who have OAKS Financials access will have "read only" access and will be able to view supporting fiscal transactions and supporting documentation directly. Requests for additional documentation and/or information for a specific audit should be made to the agency contact identified in the auditor's engagement letter. If substantial data or documentation is requested, the request should be e-mailed to the Ohio Shared Services Contact Center at firstname.lastname@example.org
Do agencies need to keep paper copies of the invoice once Ohio Shared Services has scanned the invoice and it resides in OAKS?
• For documentation scanned by Ohio Shared Services, the agencies do not need to retain paper copies. • Documentation scanned by the agency and attached in OAKS will need to be retained according to the agency's retention policies.
Does the invoice have to be an original?
• Invoices received at Ohio Shared Services do not have to be originals, however, Ohio Shared Services recommends that agencies send the original invoice to Ohio Shared Services and refrain from making copies to alleviate the occurrence of duplicate invoices. If the invoice is lost or delayed en route from the agency, the agency should contact the vendor and request that a new invoice be sent.
Agency approver authority and routing in OAKS is not correct for the Ohio Shared Services origins. What needs to be done?
• Agency approvers can be added for Ohio Shared Services origins using the OAKS online security access form. If you believe you have submitted the forms correctly, but workflow routing is not working properly, follow the escalation path between your agency and Ohio Shared Services.
How does one request/receive access to the OAKS AP Sorter Page?
• To update or change access to the OAKS AP Sorter Page, an online security form must be submitted requesting the OH_AP_OSS_AGY_SORTER role.