Revised:  08/16/2024

Vouchers Overview

Vouchers are used to schedule and make payments for expenditures in OAKS FIN. Vouchers are created from invoices and each voucher corresponds to one invoice. Once created, vouchers go through a series of edits, matching, agency-level approvals (including centralized OBM approval if required), budget checks, and threshold validation before a check or EFT is created.

OBM Shared Services (OSS) processes a wide variety of Accounts Payable transactions by managing the receipt and handling of invoices for numerous state agencies. Whenever possible, participating OSS agencies shall require suppliers to submit invoices to OSS. Occasionally, OSS participating agencies may receive an invoice that needs sent to OSS. When this occurs, the agency must submit an OSS "Standard Invoice Pre-Processing Form" (PPF) with the invoice. Once a supplier provides goods or services, the invoice is submitted to OSS and is scanned into OAKS FIN for paperless processing and retention. The invoice image is then presented to the Accounts Payable (AP) associate to enter critical invoice details into OAKS FIN.

The voucher process includes creating vouchers, voucher inquiries, voucher maintenance, and voucher approval.

Creating Vouchers

Non-OSS participating agencies will need to determine the appropriate type of voucher to create for the specific invoice. Different types of vouchers can be created based upon the amount, supplier, type of purchase, and a variety of other factors.

• Non-PO Voucher
• • A purchase order (PO) is not required for a voucher for:

  • • Invoice amounts under $5,000 OR

    • Items with account codes excluded from the PO requirement (refer to the OAKS FIN Account Code Reference) OR
    • Grants, Subsidies, Utilities, or ISTVs (regardless of invoice amount).
• PO Voucher
• • A purchase order (PO) is required to be used for:
  • • Invoice amounts over $5,000 that are not Grants, Subsidies, Utilities, ISTVs
    • Items with account codes not excluded from the PO requirement (refer to the OAKS FIN Account Code Reference)
• ISTV
• • Intrastate Transfer Vouchers (ISTVs) are used to invoice agencies for goods or services provided.
• Single Payment Voucher
• • A Single Payment Voucher (SPV) is used in special circumstances for one-time payments only to suppliers not in the OAKS FIN database.

• EDIs

• • Electronic Data Interchange (EDI) is a method in which suppliers transmit invoice information electronically. In order to implement EDI, both the state of Ohio and the supplier must agree on the terms of EDI (e.g., the document types to be exchanged, who will pay for the transfers, how the transactions will be mapped, dates, etc.). These discussions are very technical in nature and it is not necessary for agency officials to understand all aspects of EDI. However, agency officials should contact suppliers to determine if they are interested in implementing EDI and who will be the primary contact for the EDI implementation. If an agency has a supplier who is interested in implementing EDI, they should contact OBM and provide the supplier details.

  • EDI vouchers will be built automatically in OAKS FIN and routed in the system based on the information included. If the voucher is created with an incomplete or invalid SpeedChart, the voucher will be in "Recycle" status and a voucher processor must access and process the voucher in the same way they process ISTV vouchers, through the Voucher Build Error Detail page.

• EDI Credits

• • Suppliers will submit credits as a negative amount  EDI credit invoices are used for goods only. These invoices are used to correct previously sent invoices that are in error. EDI credit invoices are not used for utility suppliers. Utility suppliers correct minor billing problems on subsequent bills.

• Paying Payment Card Transactions

Voucher Status

Explore the various voucher statuses by clicking on the boxed areas.

Vouchering with OSS

OBM Shared Services (OSS) processes a wide variety of Accounts Payable transactions by managing the receipt and handling of invoices for numerous state agencies.

Voucher Inquiries

A Voucher Inquiry allows searching for a voucher's status information and any related payment information. This inquiry allows users to look for information in a variety of ways, such as supplier invoice number, voucher ID, supplier name.

Voucher Maintenance

Maintenance of vouchers within OAKS FIN is occasionally needed to correct entry, delete, or cancel voucher or unmatch an encumbrance of funds that has been made against a voucher.

Voucher Approval

Once a voucher is created, OAKS FIN routes the voucher for approval. OAKS FIN provides up to three levels of approval with an agency. Vouchers that include pre-audit account codes, whether through direct data entry or by interface, will be routed to OBM for approval in OAKS FIN.