Processing ISTV Vouchers

Overview

If an incomplete or invalid speedchart is used by the selling (billing) agency the voucher created will be in recycle status and the voucher processor must access and process the voucher in the same way they process EDI vouchers, through the Voucher Build Error Detail page.

• The Voucher Processor must review the ISTV Viewer Page to determine if the backup documentation has been attached. If it isn't attached, the documentation will be forwarded to the processor through the mail or email.

Incorrectly Routed Vouchers

If the wrong AP origin code was used to route the voucher, the buying agency will request the Chartfield coding from the correct department within their agency to modify the voucher.

2. Click here to watch a quick tutorial on Processing ISTV Vouchers.

Pre-Steps

Open 2 both of the following pages in separate windows:

• MyOhio.gov > OAKS FIN > Main Menu > Accounts Payable > Vouchers > Maintain > Voucher Build Error Detail

• Click the New Window link at the top, right of screen.

• MyOhio.gov > OAKS FIN > Main Menu > Accounts Receivable > AR Custom Batch Processes >  ISTV Viewer Page

Steps

1. On the Voucher Build Error Detail page, enter the Business Unit in the Business Unit field.

   

    

2. Enter origin code in the Origin field.

   

    

3. Select “Custom Interfaces” under the Voucher Source.

   

    

4. Click Search.

   

    

5. Click on a link for the desired voucher in the Search Results list.

   

    

• The Voucher Build Error Detail page displays.  Leave this window open to pull information from for later use.
  
  
  

6. Copy the Voucher ID shown on the Voucher Build Error Detail page.

7. Go to the ISTV Viewer Page you opened in your Pre-steps
   1. Enter the Agency in the AP Business Unit field.

      

       

   2. Enter the Voucher ID.

      

       

   3. Click Search.

      

       

   4. The Accounts Receivable tab will display.
      
      
      
   5. Select the Item Attachments to view the invoice.

      

       

   • If the invoice is not attached here contact the selling agency to retrieve the invoice, if it has been at least one week. A copy of the invoice and/or backup documentation is needed to move through the process.

     The invoice might be sent through the mail and the buying agency should provide the selling agency with at least one week to provide the invoice adequate time to route through email / mail before contacting them.

   • If the invoice is not attached by the selling agency, the buying agency (once the buying agency obtains the invoice) must attach the invoice to the voucher.

8. Return to the Voucher Build Error Detail page.
9. Click Correct Errors.

   

    

   • OAKS FIN will display the voucher.
     
     
     
10. Click on the Invoice Information tab.

    

     

    • The last receipt date will need to be updated based on the last date of service.

      

       

11. Modify ChartField lines.
    • Non-PO ISTV
    • 1. Scroll to the bottom of the page.
      2. Add/Update the fields on the Distribution Lines.

         

          

         1. Fund.

            

             

         2. Account Code.

            

             

         3. ALI

            

             

         4. Dept

            

             

         5. Program Code

            

             

         6. ISTV XREF (Selling agency Business Unit – Ex. COM)

            

             

            • DAS and DRC have two (DASA; DASB)
            • Check with the agency office which is correct
         • The agency may require more than the required 6 chart fields to be entered.

         • If additional distribution lines are needed click the + sign to add additional rows.

    • PO ISTV
    • 1. Delete line 1 of voucher which contains the default chartfield information.

         

          

      2. Click the triangle for copy from source document.

         

          

      3. Click in Copy from drop down and select Purchase Order Only.

         

          

      4. Click Go.

         

          

         1. The Copy Worksheet page will display.
            
            
            
      5. Enter agency Business Unit in the PO Business Unit field.

         

          

      6. Enter the purchase order number in the PO Number field.

         

          

      7. Select Search.

         

          

      8. Click the Select check box on the correct line items.

         

          

      9. Select Copy Selected Lines.

         

          

         • OAKS FIN updates the voucher line and distribution line details on the Invoice Information tab based on the PO Number selected.
12. Verify or edit the Invoice Total amount in the Invoice Total.

    

     

    • The Invoice Total amount is populated based on the total amount of the PO. The amount in the Invoice Total field should equal the invoice amount; update this field if necessary.
13. 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.
    • If the invoice is a portion of the PO, alter the Invoice Line Amount.

      

       

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

    

     

15. Click Calculate.

    

     

    • Also verify that the Invoice Line Amount and Distribution Line Amount on the selected invoice line are equal.

      

       

      

       

    • The dollar amount is populated based on the total of the PO. The amount entered is the Invoice amount, if it differs from the PO.
    • All ChartFields should be populated based on what was pulled over from the PO.

      

       

16. Click Save.

    

     

17. Use the Comments link to enter comments.

    

     

18. Click the Summary link.
    • The Entry Status is now Postable. This means that OAKS FIN can continue processing the voucher.