Approving a Voucher

References

Overview

Approval is required for all vouchers entered in OAKS FIN. Vouchers require approval before they can move on to the next step in a business process—such as purchase requisitions awaiting approval before they can become purchase orders or vouchers awaiting approval before they can be posted or paid.

Vouchers can be Approved or Denied.

• Approved vouchers go on to be posted and paid.

• Denied vouchers are sent back to the Voucher Processor for corrections. The Voucher Processor must correct the voucher and resubmit it for approval.

•  Do not deny an ISTV or EDI voucher.

A Preview Approval link is displayed on the Voucher Summary page after the voucher has been entered. Clicking on the link brings up approval history and routing status for review. If the voucher has been denied, the user can find the reason why in the Comments section.

Users having the Voucher Processor role may add new or additional ‘Ad Hoc’ approvers to specific vouchers. When adding an ad hoc approver, the Voucher Processor must confirm that the additional person is already set up with the Approver role in OAKS FIN FIN. If the additional person does not have the Approver role, an error message will display indicating that the proposed approver is not authorized. If the Voucher Processor edits a field in the voucher after adding an ad hoc approver, the ad hoc approver will be erased. The Voucher Processor must add the ad hoc approver to the edited voucher.

When a voucher is denied, an email is automatically sent to the Voucher Processor to notify them of the denial. The Voucher Processor must revise the voucher and resubmit it for processing.

• Correcting a denied Non-PO Voucher

• Unmatching a Voucher to delete or update

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

Steps

• myOhio.gov > OAKS FIN  > Main Menu > Accounts Payable > Vouchers > Approve > Approval Framework - Vouchers
  
  

1. Enter the desired Search criteria.
2. Click Search.

   

3. Select the correct Voucher to view and approve or deny.

   

    

   • The Approval Framework - Vouchers page displays.
     
     
     
4. Click Approve.

   

    

   • The Approval Status changes to Approved.
     
     

• If the attachment isn't available on the Approval page, verify it is available through the Image button (if processed by OBM Shared Services) or the ISTV Review Page (for ISTVs).
  

  

   

   

  1. Open a New Window.

     

      

  2. Go to Main Menu > Accounts Payable > Voucher >Add/Update.
  3. Enter the Voucher ID and click search.

     

      

  4. Click the Image button to view the image.

     

      

Denying a Voucher

• Do not deny an ISTV or EDI voucher.

• myOhio.gov > OAKS FIN > Worklist

1. Select the correct Voucher to view and approve or deny.

   

    

   • The Approval Framework - Vouchers page displays.
     
     
     
2. Enter Comments.

   

    

   • Comments must be entered before a voucher may be denied. If comments are not entered before the Approver selects Deny, a warning message will be displayed.

     

      

3. Click Deny.

   

    

   • The Approval Status changes to Denied and the voucher is sent back to the Voucher Processor for correction.