Revised:  10/07/2024

Creating Maintenance Worksheets

ReferencesReferences

Overview

A Maintenance Worksheet is used to offset an Original Item with a Credit Item, or a Credit Item with a Debit Item. Once a Maintenance Worksheet is successfully processed, the offsetting items will net to zero dollars and the status will be closed.

Non-posted items can also be adjusted on a Payment Worksheet.

• Pending items can only be adjusted if authorization has been received from the Attorney General's Office (for third-party customers) or the Office of Budget and Management (OBM) for fellow state agencies.

Always check the ChartField strings for each group prior to posting. Reason codes provide “shortcuts” for coding ChartField strings, but they are not necessarily complete. Generic codes fill in many of the fields but may leave various fields empty that need to be completed by the agency. Reason codes may also change and, occasionally, may contain errors that have not yet been corrected.

Steps

Create Maintenance Worksheet

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Accounts Receivable > Receivables Maintenance > Maintenance Worksheet > Create Maintenance Worksheet

1. Click the Add a New Value tab.

2. Enter the Business Unit in the Worksheet Business Unit field.

3. Accept "NEXT" as the Worksheet ID so that OAKS FIN assigns the next available ID.

4. Click Add.

• The Worksheet Selection page displays.

5. Enter the customer ID in the Cust ID field.

   • Customers are unique to agencies. The customer must be a valid customer.

6. Enter the agency code in the Business Unit field.

7. Click Save to display the customer's name.

   • An error message will appear if the customer is invalid.

8. Click Build to create a worksheet for the identified customer.

• The Worksheet Application page displays.

9. Select Offset an Item from the Entry Type drop-down list.

10. Search for the items to offset.

11. Click the Sel checkbox beside each item that needs to be edited.

• OAKS FIN will automatically create an Entry Type of " OI" (Offset an Item). In the Balance section, the debit amount ( Dr ) will be offset with the credit amount ( Cr ) and will net to zero.

12. Click Save .

13. Click the Worksheet Action link to set the posting action.

• The Worksheet Action page displays.

14. Click Create/Review Entries.

• OAKS FIN displays the ChartField strings on the Accounting Entries tab.

15. Review the ChartFields - at a minimum, the Fund , Account , and Dept fields - and make updates if necessary.

    • Because some Reason codes are fairly generic, add detailed information to the resulting ChartFields.

16. Click Return to Previous Panel.

• The Worksheet Action page displays.

15. Select Batch Standard from the Action dropdown list.

16. Click OK.

17. Click Save.

• The worksheet is saved to OAKS FIN.

Validate that the maintenance worksheet has successfully posted.

20. https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > NavBar > Menu > Accounts Receivable > Customer Accounts > Item Information > View/Update Item Details

1. Enter the agency specified Business Unit Code in the Business Unit field.
2. Enter the Customer ID in the Customer ID field.
3. Enter the Item ID in the Item ID field.
4. Click Search.

• The Detail 1 tab displays.

5. Verify that the Status is "Closed" and the Balance of the Item Activities nets to zero.