Revised:  10/10/2025

Requesting Reversal Vouchers

Reversal vouchers allow incorrect voucher coding to be backed out and can also enable you to restore the encumbrance for actuals and budgets and reduce the purchase order's matched quantity or amount.

Reversal vouchers are used to negate coding on a voucher that has paid when the wrong PO or PO line was referenced. When a reversal is done and the original coding is negated, the agency must enter a corrective voucher to properly charge the correct coding and PO for the invoice that was paid. The reversal and the corrective voucher are both put on hold during this process.It is critical that the reversal voucher and the corrective voucher be taken off hold at the same time so the supplier will not receive a duplicate payment.

• Not following the above steps may result in the voucher workflow being "Terminated" and re-triggering the approval workflow.

POs must be open in order to request a reversal voucher.  Reversal vouchers can be done for vouchers paid in the prior fiscal year or current year, as long as all POs are open. OBM will only process reversal vouchers to correct coding or purchase order referenced on the voucher. Reversal vouchers cannot be used to correct origins, pay terms, last receipt dates, etc.

• FSS-participating agencies should click here for the FSS "Correcting Vouchers" process.

Reversal vouchers are processed by OBM and put on hold. If an agency requires a reversal voucher to correct coding errors it should submit the request to the OBM mailbox and include the following information in the email:

1. Original voucher number.

2. Invoice number.

3. Invoice date.

4. Supplier.

5. PO number that was used on original voucher.

6. PO status.

7. PO number that should have been used on the voucher.

8. Explanation of why a reversal voucher is being requested.

OBM will email the agency when the reversal voucher has been completed. At that time the agency must enter the corrective voucher and put it on hold then notify OBM once the corrective voucher is approved.

• If the reversal is for an ISTV voucher, contact obm.reversalvouchers@obm.ohio.gov with the above information and instructions on how to create the corrective.  Only State Accounting can create a corrective ISTV voucher.

To prevent voucher duplication, OAKS FIN will not allow vouchers with identical business unit, supplier, dollar amount, and invoice number. In ordeer to create the corrective voucher:

• Use the original invoice number.
• Append “CORR” to the end of the invoice number (e.g., INV12345CORR).

Configure the corrective voucher under the Payments tab as follows:

• Payment Terms: Due Now

• Payment Method: CHK (check)

• Handling: Return to Agency (RA)

• Separate Payment:  Leave unchecked

• Hold Payment check box selected 

• Hold Reason: Accounting in Dispute

The reversal voucher is processed as a credit memo through the pay cycle. It offsets the original voucher during payment creation, resulting in a net-zero balance.