Approving an ISTV Voucher

Overview

When the selling (billing) agency creates a pending item (receivable) using a speedchart and the correct AP origin code a voucher is automatically created and routed to the buying agency for approval.

Incorrectly Routed Vouchers

Vouchers sent to the appropriate Business Unit cannot be built using an origin that does not belong to the same Business Unit. If the wrong AP origin code was used to route the voucher for approval, the buying agency will seek authorization from the approver with the authority to approve the voucher. They should not deny the voucher. The buying agency will need to obtain  an email from the appropriate approver stating the okay to pay. This email will need to be attached via the Attachments link on the Approval page. The buying agency should reach out to the selling agency to ensure the records are updated to reflect the correct origin code for all future vouchers.

Viewing the Worklist

• MyOhio.gov > OAKS FIN > Worklist
  
  
  

• OAKS FIN automatically displays all the transactions that require approval on the Worklist page based on your origin code.
• The Worklist link structure is as follows: Voucher Origin, Business Unit, Voucher ID, Supplier Name, Invoice Number, Voucher Gross Amount, and Worklist Sequence Number.

1. Click the Voucher link.

   

    

• The Voucher Review Page displays.
  
  
  
2. Click New Window.

   

    

• MyOhio.gov > OAKS FIN > Accounts Receivable > AR Custom Batch Processes > > ISTV Viewer Page
  
  
3. Enter agency business unit in the AP Business Unit field.

   

    

4. Enter voucher id in the Voucher ID field.

   

    

5. Click Search.

   

    

• This AR tab for the ISTV will display.
  
  
  
6. Select the Item Attachments link to view the invoice.

   

    

7. Click New Window.

   

    

• MyOhio.gov > OAKS FIN > Accounts Payable > Vouchers > Add/Update > Regular Entry
  
  
8. Select the Find an Existing Value Tab.

   

    

9. Enter the Invoice Number.

   

    

10. Click Search.

    

     

• The Voucher displays.
  
  
  
11. Select the Invoice Information tab.

    

     

• Review Last Receipt Date, Pay Terms (Due Now), and Invoice Total to ensure accuracy.

  

   

  

   

  

   

• Review Chartfields on distribution lines and/or PO’s to ensure accuracy.

  

   

• If Invoice was not attached on the ISTV Viewer Page, click the Attachments link on the Regular Entry page to view invoice.

  

   

• Review Comments link to verify if any comments were entered.

  

   

12. Return to the Approval Worklist screen.
13. Select Approve or Deny.

    

• Denying a voucher requires a reason to be entered into the Add Comments field located directly below the Approval Information field area.

  

   

• ISTV Vouchers can be denied, but if they are, notification will not be sent through the workflow. Therefore, if an ISTV voucher is denied, it is critical to notify the selling agency via email or ensure that there's a process in place for them to be identified.
• The Agency Voucher Processor will click on the Approval History to review denied comments and save the comments to perform the corrective action.

  

   

• Approving a voucher does not require a comment.