Creating a PO Voucher

References

Purchase order (PO) Vouchers must be created when funds are encumbered for the purchase or when the invoice total is $2,500 or greater.

• Refer to the "OAKS FIN Account Code Reference" for items with account codes excluded from the PO requirement.

The entry for a PO Voucher is similar to a non-PO voucher, except that the invoice lines (item, description, quantity, etc.) can be pulled from the purchase order systematically. OAKS FIN provides the capability to create a voucher by copying information from a purchase order that already exists in OAKS FIN. Copying from the PO saves time and reduces the possibility of voucher data entry errors. Copying PO information onto the voucher also allows OAKS FIN to perform an automated matching process, which ensures that the State only pays for goods/services that were ordered.

Some vouchers may require central approval, which includes a requirement for supporting documentation.

• Refer to Vouchers Requiring Central Approval to see if the voucher applies.

Prompt Payment

An agency‘s responsibility to make prompt payment does not begin until the agency receives a proper invoice as defined by OBM Rule 126-3-01 (A)(4-5). If the agency receives a defective or improper invoice from a supplier, there are certain responsibilities under the Ohio Administrative Code. OBM Rule 126-3-01 (B)(4)(b) details the actions to take upon receiving a defective or improper invoice.

• Utilities regulated by Public Utilities Commission (PUCO) may bill late payment charges based on the rates approved by PUCO. This is not subject to ORC 126.30.
• Except for prompt payment fees and PUCO late fees, late charges of any other type will not be paid.

• Click here for assistance with accessing the OAKS FIN AP Module.

Steps

• myOhio.gov > OAKS FIN > Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry

1. Leave "NEXT" in the Voucher ID field. Only OAKS FIN assigns IDs to vouchers.

2. Do not add or change any information on this page.

   • The Voucher Style for a PO voucher should always be Regular Voucher.

3. Click Add.

   

    

• The Invoice Information page displays.

• When creating PO vouchers, fill in the Invoice Number, Invoice Date, Invoice Received, and Last Receipt Date fields only. OAKS FIN completes the remaining fields when copying the purchase order information.

4. Enter the number printed on the supplier’s invoice in the Invoice Number field.

   

    

• OAKS FIN checks for duplicates when the voucher is saved. The check reviews the following field combinations: Business Unit, Invoice Number, supplier ID, and Amount. The check is not case sensitive. OAKS FIN uses the invoice number as a reference for duplicate invoice checking.
5. Enter the date printed on the supplier's invoice in the Invoice Date field in MM/DD/YYYY format.

   

    

• Discount calculations are based on this field
• Enter the current date by typing "today" in the field.
6. Enter the date on which the state received the proper invoice in the Invoice Received field.

   

    

• This is not the date on the supplier invoice. It is the date the invoice was received and deemed a valid invoice. Interest calculations are based on this field.
7. Enter the date on which the goods or services were received in the Last Receipt Date field.

   

    

• A correct Last Receipt Date must be entered.
• Refer to the "Determining Last Receipt" topic for guidance.
8. Verify or edit the Pay Terms.

   

    

• Click here for Pay Term guidelines.

  • Accept the Pay Terms default unless the invoice offers a discounted pay term or falls into one of the exceptions listed below:

  • If federal funds are being used (indicated by a fund code beginning with a “3”), pay invoice “Due Now” regardless of vendor or if the invoice is paid partially or fully with federal funds.

  • Account Code Classification beginning with "55" (payments to Grants and Subsidies) in any portion of a payment, are paid with "Due Now."

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

  • ISTVs and invoices for any government agency (Federal, state, county, cities, townships, municipalities, Universities, colleges, etc.) are paid with "Due Now."

  • Utility and grants/subsidies are paid with "Due Now."
  • Petty cash, reimbursements, and refunds are paid with "Due Now."
  • Direct Billed Monthly Parking invoices are paid with "Due Now."

  • Direct Billed Hotel invoices are paid with "Due Now."

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

  • Vehicle loan or lease "pay off" payments are "Due Now" (this does not include new vehicle purchases).

  • DAS Liability payments are "Due Now."

  • All tax liens are paid with "Due Now."

  • Purchase of postage (payable to any supplier) are paid as "Due Now."

  • All Real Estate purchases are "Due Now."

  • Livestock Purchases are paid with "Due Now."

  • Ohio Industrial Commission (OIC) (a non-participating OSS agency) invoices are paid with “Due Now.”

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

  • Capital Payments are paid with "Due Now" (ALI of "C," Account Code "57XXXXX").

  • Pay as “Due Now” when a contract is provided demonstrating a written agreement with the supplier (usually a discount is offered).

  • 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.

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

   

• OAKS FIN automatically displays the supplier's preferred payment terms, based on the supplier Record, in the Pay Terms field. The pay term code may be overwritten with a different code if necessary - for example, if the supplier offers discount payment terms. Make every effort to pay invoices in a timely manner to take advantage of discount terms.
• Utilities regulated by Public Utilities Commission (PUCO) may bill late payment charges based on the rates approved by PUCO. This is not subject to ORC 126.30.
• Except for prompt payment fees and PUCO late fees, late charges of any other type will not be paid.

9. Expand the Copy From Source Document section.

   

    

10. Select "Purchase Order Only" from the Copy From dropdown.

    

     

11. Click Go.

    

     

• The Copy Worksheet page displays.

• Use the Copy Worksheet page to copy the appropriate purchase order lines into the voucher.

12. Enter Business Unit in the PO Business Unit field.

    

     

13. Enter the PO Number in the PO Number From field.

    

     

14. Click Search.

    

     

• The available PO Lines display.

15. Click the Select checkbox for each line that should be copied into the voucher.

    

     

16. Click Copy Selected Lines.

    

     

• The Invoice Information tab displays the invoice line and distribution line details based on the PO Number selected.

• If the supplier is "ENC," update the supplier information in the header to match the supplier information on the invoice. On occasion, agencies will encumber funds when the recipient is unknown (e.g., grant payments, capital contingency). Purchase orders are established using "ENC" as the supplier.

• ENC purchase orders do not go through threshold validation; however, when updating the supplier during voucher creation, the voucher will route through threshold validation.

• Click here to view steps on correcting an obsolete Supplier ID.

   

17. Click here to view the steps for creating a PO voucher using a quantity-based purchase order.

    1. Update the Quantity.
    2. Click Adjust PO Percentage.
    3. A message will appear stating that the PO Percentage contains different values. Click Yes to adjust the percent values on the page.
       • The Percent fields are now editable and the values are reset to the same as PO Percent values.
    4. Click Allocate by Percentage.
       • The Merchandise Amt and Quantity are adjusted to the correct percentage as the PO Percentage.
    5. Click Calculate.
       • This validates the line amount matches the sum of distribution amount.
    6. Click Calculate in the Header section below the Invoice total group box.
    7. Replace the Invoice Total amount with the sum of line amount.
    8. Save the voucher.
       • The voucher is in Postable status and Ready to be matched.

18. Enter the lesser of "current charges" or "balance due" as it appears on the invoice in the Invoice Total field.

    

     

• The total voucher amount must correspond to the invoice amount. An invoice may not be altered by the agency. If the invoice amount is incorrect, the agency should request a new invoice from the supplier, according to requirements of prompt pay legislation.

• 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 excise taxes, local taxes, environmental taxes, or other types of taxes are not exempt to the State and should be included).

  • Exclude past charges.

  • Exclude late payment fees (unless the supplier and service is a utility regulated by the Public Utilities Commission [PUCO]).

• The Invoice Total amount is populated based on the unliquidated amount remaining on the PO. The amount in the Invoice Total field should equal the invoice amount; update this field if necessary.
• It is possible to charge the entire amount of the voucher to a single ChartField distribution line or split the cost into multiple distribution lines. For example, use two distribution lines to split the cost between two different departments. However, the total of the Amount field on all the distribution lines must equal the amount displayed in the Total field.

19. If the invoice is a portion of the PO, alter the Invoice Line Amount.

• Update the Invoice Lines fields (Quantity, or Unit Price, if it changed, etc.).

  

   

• The appropriate account code must be used. Account code definitions are issued from the office of the Administrator of State Accounting. Account code definitions may be updated periodically during the year.
• Refer to the "OAKS FIN Account Code Table Online Reference" for assistance. Click here for additional guidance regarding supply vs. equipment account codes.

  In some instances, agencies must consider the cost per individual item being purchased to determine if the goods should be considered a supply or equipment.

  • For items with a per unit price of $1,000 or more.
  • • For the purchase or lease of supplies, items and/or equipment with a per unit cost of $1,000 or more use an account code within the 53xxxx series (equipment).
  • For items with a per unit cost of less than $1,000
  • • For the purchase or lease of supplies, items and/or equipment with a per unit cost of less than $1,000 use an account code within the 521xxx or 524xxx series (supply).

  If the invoice contains both equipment and supplies (items with a per unit cost of $1,000 or more and items with a per unit cost less than $1,000), each line item must be coded accordingly and placed on separate lines on the voucher.

• There are five ChartFields that are required for all vouchers: Fund, Account, ALI, Department, and Program.
• When using a capital expense account, the Project ChartField will also become required.

20. Select Calculate to verify that the Invoice Total in the Header is equal to the Line Total amount (sum of all the invoice lines) in the Header. Also verify that the Invoice Line Amount and Distribution Line Amount on the selected invoice line are equal.

    

     

• Dollar amount updates are driven by changes to the Invoice Line Amount; changing the Quantity or Unit Price, then clicking Calculate, does not update the Invoice Line Amount.
• The total voucher amount must correspond to the invoice amount. An invoice may not be altered by the agency. If the invoice amount is incorrect, the agency should request a new invoice from the supplier, according to requirements of prompt pay legislation.
• Invoice Total: Checks that the Invoice Total in the Header is equal to the Line Total amount (sum of all the invoice lines) in the Header.
• Invoice Lines: Checks that the Invoice Line Amount and Distribution Line Amount on the selected invoice line are equal.

21. Verify that the Distribution Line Amount matches the Invoice Total and the Invoice Line Amount.

    

     

• If the distribution lines do not equal the merchandise amount, OAKS FIN displays an error message when trying to save the voucher.

22. Confirm the correct Supplier Location code (supplier payment method) using the Look up Location icon.

    

     

• The Location will default to the Supplier Location copied over by the PO.
• The Supplier Location and Address Sequence Number must always match if payment is to be made by EFT, (e.g., select "EFT-2" if Address Sequence Number "2" is selected). If EFT does not have a corresponding address, use "CHK."
• EFT must be selected when available.
• If the location isn't set up in OAKS FIN, refer to the State of Ohio Supplier Portal  website for instructions on submitting the request.

23. Verify and/or update the Account Code.

• The Account Code can be changed if it's in the same budget category (i.e. 510, 520, 230, etc.).
• The appropriate Account Code must be used. Account Code definitions are issued from OBM State Accounting. Account code definitions may be updated periodically during the year.
• Refer to the "OAKS FIN Account Code Table Online Reference" for assistance.  

24. Add Attachments in the Header.
25. Items such as invoices or backup documentation must be added by the Voucher Processor.

1. Select the Attachments link.

   

    

• The Voucher Header Attachment page displays.

• 2. Click Add Attachment.

     

      

  3. Browse to find the appropriate item and then click Upload.

     

      

  4. Click OK.

     

      

      

  5. The Invoice Information page displays and the number of attachments is listed next to the Attachments link

     

      

25. Click the Payments tab.

    

     

• The Payments page displays.

• • Use the Payments tab to view payment related details for this voucher, including payment method, schedule, and options information. OAKS FIN displays the information on the Payments tab based on the detail set up in the supplier record such as payment terms, default location, and handling code.

  • Only certain selected users can update the Payments tab details on the voucher.

26. Verify the Handling field (under the Payment Method section).

    

     

• • This field specifies who mails payments. The default is "Regular Payment." The options are:

  • • Return to Agency: Warrants are returned to the agency for mailing.

    • Regular: Warrants are mailed centrally.

    • Liens: OBM uses this code for lien processing.

    • Bond Payments: Warrants are sent to OBM for processing.

27. Use the Location field to specify what payment method will be used to pay the supplier. The default location is CHK for warrant.

    

     

28. The Address field contains the address from which the invoice was received. The address located in the Payment Information section indicates where the payment is to be sent.

    

     

    • Often, suppliers will use a different address from the address shown in their letterhead to receive payments, known as a "remit to" address. Use this Address field to indicate where the payment will be sent.

29. The Bank and Account fields are not editable. They specify the account from which payment is drawn.

    

     

30. The Method field displays the payment method for a voucher. The Method field cannot be edited; it is determined by the location entered.

    

     

31. Add a Payment Message.

    • There are 2 methods for entering Payment Messages: manually (using the free-form Message field) or selecting an agency-specific pre-defined message (using the Messages hyperlink). Both messages will display on the warrant (CHK) stub (up to 70-characters), but free-form Messages will not display on EFT.

      

       

    1. To apply a pre-defined message to the warrant, click the Messages link in the payment method section.

       

        

       • The Payment Message page displays.
         
         

       • Use the magnifying glass to select a pre-set message.

         

          

       • Click OK.

         

          

     

32. To hold a payment, select the Hold Payment check box.   

    

     

33. Select the Hold Reason.

    

     

    • Remember to resolve the reason for the hold and to remove the hold as quickly as possible..

34. The Reference field currently does not display any information. Once saved, a voucher and the pay cycle occurs, OAKS FIN displays the warrant or EFT reference number in this field.

    

     

35. Review the voucher information, such as accounting instructions and approval information.

• The voucher processor can change the Pay Terms on the voucher during voucher creation; however, once the voucher is saved, OBM State Accounting must be contacted to revise the scheduled payment terms if necessary.

36. Click the Invoice Information tab to go back to the Invoice Information page.

    

     

37. The Print button allows the agency to print a voucher.

    

     

38. Click Save or Save For Later.

    

     

    • The Save for Later function allows users to save vouchers that are in progress but not completed; users can come back later to complete the voucher. The following details are required in order to use the Save for Later functionality:

    • • Supplier Information

      • Invoice Date

      • Last Receipt Date

      • Account Code

    • After a voucher is saved for later, a voucher number will be created, but no voucher balance or combo edit checks will be performed. A status of Incomplete (“I”) will be displayed and the voucher will not be routed for approval. Instead, it will go into a recycled status and be displayed in the Voucher Processor’s WorkCenter.

    • • If saved for later, a status of Incomplete (“I”) will be displayed and the voucher will not be routed for approval.

        

         

      • Another Voucher Processor with the same security may complete the pending voucher.

• OAKS FIN assigns the next sequential Voucher ID number to the voucher.