Revised:  04/13/2023

Creating Reversal Vouchers

Reversal vouchers allow incorrect voucher coding to be backed out and can also enable you to restore the encumbrance for actuals and budgets and reduce the purchase order's matched quantity or amount.

Reversal vouchers are used to negate coding on a voucher that has paid when the wrong PO or PO line was referenced. When a reversal is done and the original coding is negated, the agency must enter a corrective voucher to properly charge the correct coding and PO for the invoice that was paid. The reversal and the corrective voucher are both put on hold during this process.  It is critical that the reversal voucher and the corrective voucher be taken off hold at the same time so the supplier will not receive a duplicate payment.  When they are taken off hold at the same time, during pay cycle, the reversal voucher will take money from the supplier and the corrective voucher will pay the supplier. Therefore, in order to not impact the supplier, the holds must be released at the same time.  

• Not following the above steps may result in the voucher workflow being "Terminated" and re-triggering the approval workflow.

OBM will only process reversal vouchers to correct coding or purchase order referenced on the voucher. Reversal vouchers cannot be used to correct origins, pay terms, last receipt dates, etc. Reversal vouchers can be done for vouchers paid in the prior fiscal year or current year, as long as all POs are open.

• OSS-participating agencies should click here for the OSS "Correcting Vouchers" process.
• When a reversal voucher is necessary for an ISTV voucher, contact obm.reversalvouchers@obm.ohio.gov.

Reversal vouchers are processed by OBM and put on hold. If an agency requires a reversal voucher to correct coding errors it should submit the request to the OBM mailbox and include the following information in the email:

1. Original voucher number.

2. Invoice number.

3. Invoice date.

4. Supplier.

5. PO number that was used on original voucher.

6. PO number that should have been used on the voucher.

7. Explanation of why a reversal voucher is being requested.

OBM will email the agency when the reversal voucher has been completed. At that time the agency must enter the corrective voucher and put it on hold then notify OBM once the corrective voucher is approved.

• If the reversal is for an ISTV voucher, then the handling code would be RE because a check is not generated for a return to agency. The payment method for an ISTV must always be GE. Only State Accounting can create a corrective ISTV voucher.

The system will not duplicate vouchers. In this case the business unit, supplier, dollar amount, and invoice number are the same as the original. In order to create the corrective voucher, use the original invoice number and append a "CORR" (to indicate corrective) at the end.

The corrective voucher must indicate.

• Payment Method as "CHK" (check)

• Handling as "RA" (return to agency)

• Hold Payment check box selected with the Reason Code of "ACC"

• Payment Terms marked "Due Now"

The reversal voucher goes through the pay cycle process as a credit memo. The reversal voucher offsets the original voucher during payment creation. The original voucher and the reversal voucher zero out.