AP Revision History

The table below provides an overview of the recent changes that have been made to the Accounts Payable section of OAKS FIN Online Process Manual. The revision history is a useful measure of the maintenance cycle.

Revised

Date

Section/Page Changed

Description of Change

01/07/2020

Updated steps on correcting an obsolete supplier.

01/07/2020

Understanding Invoices

Updated the information under proper invoice.

10/01/2019

Multiple

Changed breadcrumb navigation trail to include myOhio with link.

10/01/2019

Modifying SpeedCharts

Removed "Click here for assitance with accessing the OAKS FIN AP Module"
Changed breadcrumb navigation trail to include myOhio with link.

10/01/2019

Creating SpeedCharts

Removed "Click here for assitance with accessing the OAKS FIN AP Module"
Changed breadcrumb navigation trail to include myOhio with link.

09/03/2019

Submitting a Pcard Form

09/03/2019

Associating Cardholders with Requestors

09/03/2019

Disputing Pcard Transactions with US Bank

Updated link for the Dispute Form.

09/03/2019

Various

Updated various hyperlinks to new OBM website.

08/12/2019

Deleting Vouchers

Added critical note - Do not delete an ISTV or EDI voucher. for ISTVs, refer to the "Deleting ISTV Vouchers" topic. For EDIs, contact OBM.

08/12/2019

Approving A Voucher

Added critical note - Do not deny an ISTV or EDI voucher.

08/12/2019

Reviewing ISTV Viewer Page

Revised situation in Overview section:
From: The buying agency will deny the voucher (Accounts Payable), when an improper invoice is received.
To: The buying agency will work with the selling agency to correct errors, when an improper invoice is received.

Revised heading, Denying Improper Invoices, to Handling Improper Invoices.

Revised the Handling Improper Invoices section:
From: When the buying agency identifies an improper invoice, such as an incorrect amount was charged, the buying agency will deny the voucher. The status of the voucher can be seen by accessing the Accounts Payable tab on the ISTV Viewer Page.
To: When the buying agency identifies an improper invoice, such as an incorrect amount was charged, the buying agency will contact the selling agency to correct the issue. If necessary, the selling agency will contact OBM State Accounting to request a voucher deletion.

07/30/2019

Added the following note within the Voucher Save steps:
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.

07/30/2019

Creating a Single Payment Voucher

Updated the Pay Term guidelines:

Previous Guidelines
- The Pay Terms will default from the Supplier Record.
- Accept the Pay Terms default unless the invoice offers a discounted pay term or falls into one of the "Due Now" 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
- Seminars/Conferences Registration Fees
- Witness Fees/Expert Witness
- "JFS UC Tax Contribution Section Unemployment" invoices: All BWC, RSC, GOV, and SOS invoices
- ISTVs and invoices for any government agency (Federal, state, county, cities, townships, municipalities, Universities, colleges, etc.)
- ODJFS unemployment invoices
- Utility and grants/subsidies
- Petty cash, reimbursements,and refunds
- Direct Billed Monthly Parking
- Direct Billed Hotel invoices
- - 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 (this does not include new vehicle purchases)
- DAS Liability payments
- All tax liens
- Purchase of postage (payable to any supplier)
- All Real Estate purchases
- Livestock purchases
- Ohio Industrial Commission (OIC) (a non-participating OSS agency) invoices
- All real property rent invoices
- Capital Payments (ALI of "C," Account Code "57XXXXX").
- When a contract is provided demonstrating a written agreement with the supplier the invoice should be paid "Due Now."
- 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 supplier Pay Terms allows OAKS FIN to calculate late interest charges, early payment discounts, etc. (based on the Invoice Date).
New Guidelines
- Accept the Pay Terms default unless the invoice offers a discounted pay term or falls into one of the "Due Now" 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
- Witness Fees/Expert Witness
- Utility and grants/subsidies
- Petty cash, reimbursements,and refunds
- DAS Liability payments
- Ohio Industrial Commission (OIC) (a non-participating OSS agency) invoices
- 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 supplier Pay Terms allows OAKS FIN to calculate late interest charges, early payment discounts, etc. (based on the Invoice Date).

07/30/2019

Updated Pay Term guidelines to align with the OAKS enhancement to populate the payment terms from a contract to the voucher. Changed "The Pay Terms will default from the Supplier Record." to "The Pay Terms will default from the Supplier Record or from a Contract when a Contract number is referenced on the Purchase Order."

05/08/2019

Updated pay term guidance.

03/25/2019

Purchasing with the Petty Cash Account

Added "Special Use accounts will provide an internally prepared receipt to document the transaction date, amount and reason for purchase that does not compromise the confidential nature of the work performed."

03/22/2019

Added under Pay Term Guidelines:

(Account Code "510060" or "510061" only) to Seminars/Conference Registration Fees
(Account Code "510052, " "510053," or "510073" only) to Witness Fees/Expert Witness

03/21/2019

Requesting a Custom Interface

New topic.

03/21/2019

Added gratuities to the list of Non-allowable expenditures from petty cash accounts.

03/20/2019

Submitting Invoices to OSS

Changed "When submitting (via email, fax, or mail) an OSS “Standard Invoice Pre-Processing Form” (PPF) with the invoice, the actual invoice must be the first document and will be used as the primary source of information. The "Standard Invoice Pre-Processing Form" will be referred to for additional (supplemental) information" to "When submitting (via email, fax, or mail) an OSS “Standard Invoice Pre-Processing Form” (PPF) with the invoice, the PPF must be the first document in the image followed by the invoice, then any back up documentation. The invoice will be used as the primary source of information. The "Standard Invoice Pre-Processing Form" will be referred to for additional (supplemental) information."
Changed "Email submissions must include the invoice followed by the OSS “Standard Invoice Pre-Processing Form” (then any other necessary documentation) as a single attachment (i.e., all items scanned as one image)" to "Email submissions must include the invoice followed by the OSS “Standard Invoice Pre-Processing Form” followed by the invoice (and any other necessary documentation) as a single attachment (i.e., all items scanned as one image).

03/20/2019

Updated the Pay Term Guidance to include:

Seminars/Conferences Registration Fees
Witness Fees/Expert Witness

03/06/2019

Creating A Journal Voucher

Changed Step 16 from "Validate that the Budget Period on each Distribution Line falls in the same budget period as the original voucher." to read "Validate that the Budget Date on each Distribution Line falls in the same fiscal year as the original voucher." Removed "OBM is the only agency that can change this. Contact the agency's Budget Analyst if this is necessary".

03/06/2019

Added Pay Term Guidance

03/05/2019

Updating a Submitted Voucher

New Topic

3/01/2019

Changed Ohio Shared Services to OBM Shared Services.

3/01/2019

Determining Last Receipt Date

New topic added.

2/22/2019

Updated Pay Term guidelines to include GOV and SOS and "Due Now".

12/28/2018

Vouchers Overview

Updated "Voucher Status" section.

11/26/2018

Voucher Overview

Added an image describing Voucher Statuses

10/15/2018

AP Quick Video Tutorials

Added AP Sorter Page video tutorial.

10/15/2018

AP Sorter Page

Revised Overview.
Added steps 9 and 11.
Updated screenshot for step 10.
Added a tutorial video.

08/07/2018

Creating A Journal Voucher

Slight revisions throughout to reflect the OAKS FIN Enhancement to provide an online validation for journal vouchers to make sure that the sum of all the cash distribution lines is zero.

07/30/2018

Processing a Credit

Topic removed.

07/24/2018

Revised Payment Message instructions.

6/11/2018

Accessing the AP Module

Updated the new myOhio page image and access.

6/04/2018

Exceeding Threshold

New topic added.

5/21/2018

AP Sorter Page

Added Priority Status to the Field Details

5/21/2018

Using a Pre-Processing Form

Removed "The form is to be printed, generated, not handwritten".
Added " The PPF used must be the PPF with the latest version 8.2.1"

5/18/2018

Understanding Invoices

Updated Proper Invoice section.

5/18/2018

Frequently Visited AP Pages

Biannual update

5/04/2018

Added "or when OHIO sales tax is explicitly stated" to the sales tax information.

4/09/2018

Processing a Credit

New topic added.

2/20/2018

Added information about 3 way match.

1/17/2018

Included instructions on how transactions are validated to see if threshold has been exceeded.

Revised Date	Section/Page Changed	Description of Change
01/07/2020	Creating a Non-PO Voucher Creating a PO Voucher	Updated steps on correcting an obsolete supplier.
01/07/2020	Understanding Invoices	Updated the information under proper invoice.
10/01/2019	Multiple	Changed breadcrumb navigation trail to include myOhio with link.
10/01/2019	Modifying SpeedCharts	Removed "Click here for assitance with accessing the OAKS FIN AP Module" Changed breadcrumb navigation trail to include myOhio with link.
10/01/2019	Creating SpeedCharts	Removed "Click here for assitance with accessing the OAKS FIN AP Module" Changed breadcrumb navigation trail to include myOhio with link.
09/03/2019	Submitting a Pcard Form
09/03/2019	Associating Cardholders with Requestors
09/03/2019	Disputing Pcard Transactions with US Bank	Updated link for the Dispute Form.
09/03/2019	Various	Updated various hyperlinks to new OBM website.
08/12/2019	Deleting Vouchers	Added critical note - Do not delete an ISTV or EDI voucher. for ISTVs, refer to the "Deleting ISTV Vouchers" topic. For EDIs, contact OBM.
08/12/2019	Approving A Voucher	Added critical note - Do not deny an ISTV or EDI voucher.
08/12/2019	Reviewing ISTV Viewer Page	Revised situation in Overview section: From: The buying agency will deny the voucher (Accounts Payable), when an improper invoice is received. To: The buying agency will work with the selling agency to correct errors, when an improper invoice is received. Revised heading, Denying Improper Invoices, to Handling Improper Invoices. Revised the Handling Improper Invoices section: From: When the buying agency identifies an improper invoice, such as an incorrect amount was charged, the buying agency will deny the voucher. The status of the voucher can be seen by accessing the Accounts Payable tab on the ISTV Viewer Page. To: When the buying agency identifies an improper invoice, such as an incorrect amount was charged, the buying agency will contact the selling agency to correct the issue. If necessary, the selling agency will contact OBM State Accounting to request a voucher deletion.
07/30/2019	Creating a Non-PO Voucher Creating a PO Voucher Creating a PO Receipt Voucher Creating a Single Payment Voucher	Added the following note within the Voucher Save steps: 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.
07/30/2019	Creating a Single Payment Voucher	Updated the Pay Term guidelines: Previous Guidelines The Pay Terms will default from the Supplier Record. Accept the Pay Terms default unless the invoice offers a discounted pay term or falls into one of the "Due Now" 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 Seminars/Conferences Registration Fees Witness Fees/Expert Witness "JFS UC Tax Contribution Section Unemployment" invoices: All BWC, RSC, GOV, and SOS invoices ISTVs and invoices for any government agency (Federal, state, county, cities, townships, municipalities, Universities, colleges, etc.) ODJFS unemployment invoices Utility and grants/subsidies Petty cash, reimbursements,and refunds Direct Billed Monthly Parking Direct Billed Hotel invoices 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 (this does not include new vehicle purchases) DAS Liability payments All tax liens Purchase of postage (payable to any supplier) All Real Estate purchases Livestock purchases Ohio Industrial Commission (OIC) (a non-participating OSS agency) invoices All real property rent invoices Capital Payments (ALI of "C," Account Code "57XXXXX"). When a contract is provided demonstrating a written agreement with the supplier the invoice should be paid "Due Now." 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 supplier Pay Terms allows OAKS FIN to calculate late interest charges, early payment discounts, etc. (based on the Invoice Date). New Guidelines Accept the Pay Terms default unless the invoice offers a discounted pay term or falls into one of the "Due Now" 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 Witness Fees/Expert Witness Utility and grants/subsidies Petty cash, reimbursements,and refunds DAS Liability payments Ohio Industrial Commission (OIC) (a non-participating OSS agency) invoices 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 supplier Pay Terms allows OAKS FIN to calculate late interest charges, early payment discounts, etc. (based on the Invoice Date).
07/30/2019	Creating a Non-PO Voucher Creating a PO Voucher Creating a PO Receipt Voucher	Updated Pay Term guidelines to align with the OAKS enhancement to populate the payment terms from a contract to the voucher. Changed "The Pay Terms will default from the Supplier Record." to "The Pay Terms will default from the Supplier Record or from a Contract when a Contract number is referenced on the Purchase Order."
05/08/2019	Creating a Non-PO Voucher Creating a PO Voucher Creating a PO Receipt Voucher Creating a Single Payment Voucher	Updated pay term guidance.
03/25/2019	Purchasing with the Petty Cash Account	Added "Special Use accounts will provide an internally prepared receipt to document the transaction date, amount and reason for purchase that does not compromise the confidential nature of the work performed."
03/22/2019	Creating a Non-PO Voucher Creating a PO Receipt Voucher Creating a PO Receipt Voucher Creating a Single Payment Voucher	Added under Pay Term Guidelines: (Account Code "510060" or "510061" only) to Seminars/Conference Registration Fees (Account Code "510052, " "510053," or "510073" only) to Witness Fees/Expert Witness
03/21/2019	Requesting a Custom Interface	New topic.
03/21/2019	Purchasing with the Petty Cash Account Petty Cash Accounts Overview	Added gratuities to the list of Non-allowable expenditures from petty cash accounts.
03/20/2019	Submitting Invoices to OSS	Changed "When submitting (via email, fax, or mail) an OSS “Standard Invoice Pre-Processing Form” (PPF) with the invoice, the actual invoice must be the first document and will be used as the primary source of information. The "Standard Invoice Pre-Processing Form" will be referred to for additional (supplemental) information" to "When submitting (via email, fax, or mail) an OSS “Standard Invoice Pre-Processing Form” (PPF) with the invoice, the PPF must be the first document in the image followed by the invoice, then any back up documentation. The invoice will be used as the primary source of information. The "Standard Invoice Pre-Processing Form" will be referred to for additional (supplemental) information." Changed "Email submissions must include the invoice followed by the OSS “Standard Invoice Pre-Processing Form” (then any other necessary documentation) as a single attachment (i.e., all items scanned as one image)" to "Email submissions must include the invoice followed by the OSS “Standard Invoice Pre-Processing Form” followed by the invoice (and any other necessary documentation) as a single attachment (i.e., all items scanned as one image).
03/20/2019	Creating a Non-PO Voucher Creating a PO Receipt Voucher Creating a PO Receipt Voucher Creating a Single Payment Voucher	Updated the Pay Term Guidance to include: Seminars/Conferences Registration Fees Witness Fees/Expert Witness
03/06/2019	Creating A Journal Voucher	Changed Step 16 from "Validate that the Budget Period on each Distribution Line falls in the same budget period as the original voucher." to read "Validate that the Budget Date on each Distribution Line falls in the same fiscal year as the original voucher." Removed "OBM is the only agency that can change this. Contact the agency's Budget Analyst if this is necessary".
03/06/2019	Creating a PO Receipt Voucher Creating a Single Payment Voucher	Added Pay Term Guidance
03/05/2019	Updating a Submitted Voucher	New Topic
3/01/2019	Creating a Non-PO Voucher Creating a PO Receipt Voucher Vouchering with OSS Process Submitting an Invoice to OSS AP Sorter Page Replenishing the Petty Cash Accounts Approving a Voucher 1099 Processing	Changed Ohio Shared Services to OBM Shared Services.
3/01/2019	Determining Last Receipt Date	New topic added.
2/22/2019	Creating a Non-PO Voucher Creating a PO Voucher	Updated Pay Term guidelines to include GOV and SOS and "Due Now".
12/28/2018	Vouchers Overview	Updated "Voucher Status" section.
11/26/2018	Voucher Overview	Added an image describing Voucher Statuses
10/15/2018	AP Quick Video Tutorials	Added AP Sorter Page video tutorial.
10/15/2018	AP Sorter Page	Revised Overview. Added steps 9 and 11. Updated screenshot for step 10. Added a tutorial video.
08/07/2018	Creating A Journal Voucher	Slight revisions throughout to reflect the OAKS FIN Enhancement to provide an online validation for journal vouchers to make sure that the sum of all the cash distribution lines is zero.
07/30/2018	Processing a Credit	Topic removed.
07/24/2018	Creating a Non-PO Voucher Creating a PO Voucher Creating a PO Receipt Voucher Creating a Single Payment Voucher	Revised Payment Message instructions.
6/11/2018	Accessing the AP Module	Updated the new myOhio page image and access.
6/04/2018	Exceeding Threshold	New topic added.
5/21/2018	AP Sorter Page	Added Priority Status to the Field Details
5/21/2018	Using a Pre-Processing Form	Removed "The form is to be printed, generated, not handwritten". Added " The PPF used must be the PPF with the latest version 8.2.1"
5/18/2018	Understanding Invoices	Updated Proper Invoice section.
5/18/2018	Frequently Visited AP Pages	Biannual update
5/04/2018	Creating a Non-PO Voucher Creating a PO Voucher Creating a Single Payment Voucher Creating a PO Receipt Voucher	Added "or when OHIO sales tax is explicitly stated" to the sales tax information.
4/09/2018	Processing a Credit	New topic added.
2/20/2018	Creating Vouchers Process Creating a PO Receipt Voucher Approving a Voucher	Added information about 3 way match.
1/17/2018	Voucher Maintenance Process Correcting Vouchers	Included instructions on how transactions are validated to see if threshold has been exceeded.