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
05/29/2025	Requesting Reversal Vouchers	Adjusted bullet point to read "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."
05/20/2025	Various	Updated screenshots of the Pcard Forms page
04/04/2025	Various	All references to Warrant now read Warrant (Check)
04/04/2025	Cancelling Payments	Remove section "Cancelling an Issued Warrant (Check)"
03/21/2025	Pcard FAQs	Multiple updates to FAQs
02/05/2025	Requesting Reversal Vouchers	Updated the following: Added new #6. PO status. Changed title to Requesting Reversal Vouchers Added statement: 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.
12/17/2024	Entering Transaction Details	Added updated screens for system enhancements
11/04/2024	Pcard Overview	Changed reference from PREP to the Pcard Reconciliation Portal.
10/29/2024	Pcard Reconciliation Portal	New topics added
10/09/2024	Reissuing Warrant (Check)	Removed the following from the first two paragraphs: " except for Income Tax / Corporate Tax Refunds," "Income Tax / Corporate Tax Refund Warrant (Check) currently void for age 2 years after the issue date." "Income Tax / Corporate Tax Refund Warrant (Check) currently void for age 2 years after the issue date."
10/07/2024	Various	Updated images to recent OAKS FIN update
06/27/2024	Various	Replaced various OBM website links to applicable myOhio links
5/31/2024	Determining Required Backup	Removed Food Event section
5/31/2024	Pcard FAQs	Revised "Can I pay another state agency with my Pcard?" The fee is less than $2,500 Changed to $5,000
05/17/2024	Associating Cardholders with Requestors	Updated link to new forms page.
05/17/2024	Submitting a Pcard Form	Added new screenshots of Pcard forms page.
05/17/2024	Disputing Pcard Transactions with US Bank	Updated link to new forms page.
05/15/2024	Submitting Invoices to OBM FSS	Added information about critical invoice payments.
04/18/2024	Pcard FAQs	Changed "Supplier" to "Payee". Fixed the link for "Payment Card Program Safe Manual Policy". Changed "Calendar Days" to "Business Days". Revised "How do I dispute a transaction?".
04/03/2024	EDI FAQs	New topic added
01/19/2024	Submitting Invoices on the OBM FSS Agency Portal	Updated screenshot of attachment Metadata to reflect the maximum file size change from 50 MB to 30 MB. Updated screenshot of Supplier Payment Details to reflect change in Invoice # description.
01/10/2024	Submitting Invoices on the OBM FSS Agency Portal	Updated Submission History screenshot.
01/05/2024	Vouchering With OBM OSS Process Submitting Invoices to OBM FSS Submitting Invoices on the OBM FSS Agency Portal Viewing Work In Progress on the FSS Agency Portal	Updated references to "OSS" to "OBM FSS". Updates throughout for the new OBM FSS Agency Portal.
12/06/2023	Pcard FAQs	Removed text from are agent/service fees permitted FAQ "If the fee is disclosed upfront, the allowable dollar limit on the fee is 15% of the total bill, but not to exceed $30."
08/23/2023	Reconciling and Approving Pcard Transactions	Added an image of the purchasing details to step 4.
08/01/2023	Securing the Petty Cash Account Closing/Reducing The Petty Cash Account Handling Unauthorized Use of the Petty Cash Account	Updated email for OBM State Petty Cash.
07/01/2023	Global Change	Replaced reference to "Fund, Account, ALI, Department , and Program" to "Enter at least "Fund, Account, ALI, Department , and Service Location"
04/13/2023	Creating Reversal Vouchers	Changed "Best practice is to use the original invoice number and append a "C" (to indicate corrective) at the end." to Best practice is to use the original invoice number and append a "CORR" (to indicate corrective) at the end." to align with the Prompt Payment, Invoices, and Vouchers SAFE Policy.
02/08/2023	Processing a Payment Credit	Updated the reference to a policy in the SAFE manual and included the term “payee” to all references to “supplier.”
02/08/2023	Understanding Invoices	Removed a link to a rescinded policy
01/06/2023	Creating a Non-PO Voucher	Updates links. Replaces the term “supplier” with “payee” Aligns instructions on avoiding duplicate voucher processing with current policy. Replaces a reference to a rescinded rule with a statutory section.
01/06/2023	Creating a PO Voucher	Update links. Increase the dollar amount threshold from $2,500 to $5,000 to conform to current policy. Aligns instructions on avoiding duplicate voucher processing with current policy. Replaces a reference to a rescinded rule with a statutory section.
01/06/2023	Creating a PO Receipt Voucher	Update links. Aligns instructions on avoiding duplicate voucher processing with current policy.
01/06/2023	Creating a Single Payment Voucher	Updates links. Replaces the term “supplier” with “payee” Aligns instructions on avoiding duplicate voucher processing with current policy. Replaces a reference to the office of the Administrator with Deputy Director of State Accounting
01/06/2023	Creating Vouchers Process	Increase the dollar amount threshold from $2,500 to $5,000 to conform to current policy.
01/06/2023	Submitting Invoices to OSS	Increase the dollar amount threshold from $2,500 to $5,000 to conform to current policy.
12/16/2022	Vouchers Overview	Updated invoice amount from $2,500 to $5,000.
12/16/2022	Pcard Process	Removed "and adding the voucher ID and build date to the Pcard log".
12/16/2022	Pcard Overview	Removed "and adding the voucher ID to the Pcard log". Added review of transactions in PREP.
12/16/2022	1099 Processing	Added 1099-NEC to list of Internal Revenue Service Forms. Removed text "A list of 1099 Reportable Chartfield Values can be found here on the OBM Website".
12/05/2022	Determining Required Backup	Removied "Approval email from OBM if the purchase exceeds the allowance as stated in the guidelines" from Food Event.
10/10/2022	Accessing the AP Module	Updated to reflect the updates to myOhio and OAKS FIN.
07/07/2022	Vouchering With OSS	Added the following bullets: OSS does not process ISTVs, Interface, EDI, or Pcard vouchers. For non-purchase order (debit) voucher processing the agency must provide the debit coding, or OSS will use default coding. Credit memos must be submitted with the Invoice it should be applied to and submitted as a single attachment (i.e., email), single transmission (i.e., fax) or single document (i.e., mail). Some suppliers require that a credit memo be applied only to an invoice for the same Account Number that the credit is being issued for.
07/07/2022	Changing the Bill Address (Bill To) and Warrant (Check) Return Address	Deleted from the Bill Address: "...and inform their OSS Agency Integration representative."
07/07/2022	Submitting Invoices to OSS	Added section: Special Instructions for OSS Portal.
07/07/2022	Using a Pre-Processing Form	Added section: Online Standard Invoice Pre-Processing Form
07/07/2022	Using a Payment Request Form	Added to Overview: "A mail merge from a MS Excel spreadsheet will auto-populate the Payment Request Form information."
07/07/2022	AP Sorter Page	Updated: Comments
04/26/2022	Unmatching a Voucher to Delete or Update	Removed "A message may appear stating "Unable to connect to the RenServer." Removed under step 7: Change the Invoice Number . The Invoice Number should be changed back to the original value. Re- Save the voucher. The voucher will be re-routed back through Workflow Added: Most fields can be changed once the voucher is unmatched. The fields that cannot be changed are: Origin Code - Voucher should be deleted Payment Terms - User should email OBM Helpdesk.
03/03/2022	Creating a PO Voucher	Added "More than one purchase order can be referenced on a voucher, as long as both purchase orders are for the same supplier. If multiple purchase orders, repeat steps 9-16."
03/03/2022	Creating a PO Receipt Voucher	Added "PO Receipt Vouchers must be used when an agency has created a PO to encumber the funds being used to make the payment and when they have entered a receipt in OAKS FIN to show they have received the goods / services. A 3-way match occurs when OAKS validates an exact match of fields on the voucher, purchase order and receipt. OAKS approval is documented through the authorized purchase order and the matching of the amount/quantity received. The voucher is system approved. Some vouchers (based on the account code used) may require central approval, which includes a requirement for supporting documentation.
09/27/2021	Reconciling and Approving Pcard Transactions	Added"Purchase Orders to be used with Pcard transactions must have AMT as the Unit of Measure." to step for associating a purchase order.
08/19/2021	Petty Cash Accounts Overview Petty Cash Accounts Process Establishing or Increasing The Petty Cash Account Securing the Petty Cash Account	Updated references from Petty Cash Memorandum of Understanding to Biennial Petty Cash Certification form.
03/24/2021	Creating Reversal Vouchers	Fixed a link to the Correct Vouchers topic.
02/16/2021	AP Quick Videos	Deleted
02/16/2021	Various	Various updates (images, navigation paths, etc.) as a result of the OAKS FIN Technical Upgrade to Image 35
02/16/2021	Creating a Non-PO Voucher Creating a PO Voucher Creating a PO Receipt Voucher Creating a Single Payment Voucher Creating Vouchers Process Submitting Invoices to OSS Understanding Invoices	Remove reference to OAC 126-3-01.
07/01/2020	Creating a Non-PO Voucher Creating a PO Voucher Creating a PO Receipt Voucher Creating a Single Payment Voucher	Update Invoice Number step to read: Enter the number printed on the supplier's invoice in the Invoice Number field (including leading zeros and/or special characters). OAKS FIN checks for duplicates when the voucher is saved. The check reviews the following field combinations: Business Unit, Invoice Number, supplier ID, and Amount. The check is not case sensitive. OAKS FIN uses the invoice number as a reference for duplicate invoice checking. To avoid duplicate voucher processing If the Invoice Number contains a single space or multiple, consecutive spaces, substitute with an underscore character "_" as shown in the following examples: Example 1 Invoice Number: 123 - May 2020 (There is a "space" before and after the dash [ - ] and a "space" after "May".) Type: "123_-_May_2020" Example 2 Invoice Number: 0000567 04 (There is an indiscernible number of spaces following the number "7".) Type: "0000567_04"
06/05/2020	Processing ISTV Vouchers	Changed "If an incomplete or invalid speedchart is used by the selling (billing) agency the voucher created will be in recycle status and the voucher processor must access and process the voucher in the same way they process EDI vouchers, through the Voucher Build Error Detail page" to "When the selling (billing) agency creates a pending item receivable, the voucher will be in recycle status and the voucher processor must access and process the voucher through the Voucher Build Error Detail page"
06/05/2020	AP Sorter Page	Updated OH_AP_OSS_AGY_SORTER to OH_AP_OSS_AGY_SORTER [Agency Sorter Role (OSS Only)]
05/04/2020	Creating a Non-PO Voucher Creating a PO Voucher Creating a PO Receipt Voucher Creating a Single Payment Voucher	Removed the following from Pay Terms: Update the Pay Terms if the supplier offers discount payment terms on the invoice.
04/30/2020	Creating a Non-PO Voucher Creating a PO Voucher Creating a PO Receipt Voucher Creating a Single Payment Voucher	Changed Pay Terms to read: Verify or edit Pay Terms. The Pay Terms will default to "Due Now" or to the pay terms specified on a contract when a Contract Number is referenced. Update the Pay Terms if the supplier offers discount payment terms on the invoice Correct usage of vendor Pay Terms allows OAKS FIN to calculate late interest charges, early payment discounts, etc. based on the Invoice Date.
03/02/2020	Determining Last Receipt Date	Streamlined information.
02/27/2020	Creating a Non-PO Voucher	Removed optional steps for entering quantity and unit price.
02/20/2020	Creating a Non-PO Voucher Creating a PO Voucher Creating a PO Receipt Voucher Creating a Single Payment Voucher	Updated the Pay Term guidelines.
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.
12/04/2017	1099 Guidance	Updated email contact for contact information.
11/20/2017	Creating a Non-PO Voucher Creating a PO Voucher Creating a Single Payment Voucher Creating a PO Receipt Voucher	Added the following note "When using a capital expense account, the Project ChartField will also become required."
10/18/2017	Correcting Budget Check Exceptions	Added steps for selecting "Errors Exist" on the Process Instance dropdown list.
10/02/2017	Approving an ISTV Voucher .	Added information about denying an ISTV voucher.
8/30/2017	Vouchers Overview	Changed Debit voucher limit from $500 to $2,500.
8/29/2017	Creating Vouchers Process	Updating Shipping verbiage.
8/25/2017	Frequently Visited AP Pages	Updated with the most visited AP topics.
8/24/2017	Creating Reversal Vouchers	Updated "Reversal vouchers can be done only for vouchers created during the current fiscal year" to read "Reversal vouchers can be done for vouchers paid in the prior fiscal year or current year, as long as all POs are open"
8/24/2017	Voucher Maintenance Process Correcting Vouchers	Included instructions on how transactions are validated to see if threshold has been exceeded.
8/24/2017	Correcting Vouchers	Updated to match the voucher maintenance process
8/24/2017	Reissuing Warrant (Check) Cancelling Payments	New topics added
8/17/2017	Establishing or Increasing the Petty Cash Account	Updated section 7 of the form to read Amount of this Request.
7/24/2017	Submitting a Pcard form	New topic added
7/1/2017	Creating Vouchers Process Creating a Non-PO Voucher Creating a PO Voucher Vouchering with OSS Process	Changed Debit voucher limit from $500 to $2,500.
6/21/2017	Replenishing the Petty Cash Account	Changed The replenishment voucher is entered into OAKS FIN.... to read The replenishment voucher is submitted to invoices@ohio.gov by Ohio Shared Services participating agencies or created directly in OAKS FIN by other agencies.
4/25/2017	Correcting Match Exceptions	Changed Clicking the Details icon to Match Exception summary.
4/21/2017	Pcard FAQs	Added new FAQs
4/07/2017	Creating a PO Voucher	Added content about changing the Account Code. Added content about the Location defaulting to the Supplier Location from the PO.
3/20/2017	Deleting Vouchers	Added a note about deleting vouchers in threshold validation.
03/16/2017	Closing Vouchers	Added content for Pcards in Threshold error. Added content for non-Pcard vouchers in Threshold error.
03/10/2017	Pcard FAQs	Added Pcard new functionality demonstration video Added new FAQs
03/10/2017	Finding a Pcard Merchant's Supplier ID	Topic Added
03/03/2017	Reconciling and Approving Pcard Transaction	Added steps for referencing a PO. Added MBE/EDGE participation information.
03/03/2017	Associating Cardholders with Requestors Accessing Cardholder Account Information Using a Purchase Order with a Pcard Transaction Disputing Pcard Transactions Reporting Lost or Stolen Cards Pcard FAQs	Topics added.
03/01/2017	Creating Vouchers Process Vouchers Overview Creating a Non-PO Voucher Creating a PO Voucher Vouchering with OSS Process	Changed Debit voucher limit from $2,500 to $500.
03/01/2017	Vouchers Overview	Added Create Voucher graphic.
03/01/2017	Creating Vouchers Process	Updated Membership information.
03/01/2017	Creating a Non-PO Voucher	Added pay term guidelines.
03/01/2017	Creating a PO Voucher	Updated link to State of Ohio Suppliers website. Added a note about ENC POs not going through threshold validation. Added pay term guidelines.
02/28/2017	Creating Vouchers Process Vouchers Overview Creating a Non-PO Voucher Creating a PO Voucher Vouchering with OSS Process	Changed Debit voucher limit from $500 to $2,500. (Effective 03/01/2017)
11/16/2016	Replenishing the Petty Cash Accounts	Removed: Petty cash custodians submit a request as needed to OBM State Accounting for replenishment. Added: Petty cash custodians create a voucher in OAKS FIN as needed for replenishment of petty cash.
11/14/2016	Various	Replaced screenshots of the Invoice Information pages.
11/14/2016	Various	Added description of new Recent Search Results icon to topics that include search instructions.
11/14/2016	Closing Vouchers	Added the following Closed voucher comments will appear on the Voucher Summary page.
09/27/2016	Voucher Overview	Removed If an agency believes a credit voucher must be created (supplier cannot return payment), e-mail: State Accounting Template Voucher OAKS FIN provides you with the ability to create a template for voucher information that you frequently enter when the same voucher details are used multiple times.
07/27/2016	Purchasing with the Petty Cash Account	Removed the bullet point: Purchases that can be made with the Pcard. From the Non-allowable expenditures from petty cash accounts section.
07/15/2016	Unmatching a Voucher to Delete or Update	Added step 12 describing how to change a voucher and re-triggering workflow.
07/15/2016	Correcting a Denied Non-PO Voucher	Topic Added
07/15/2016	Creating a Non-PO Voucher Creating a Receipt Voucher Creating a PO Voucher Creating a Single Payment Voucher	Updated the following text: Exclude "sales tax" listed on the invoice image when the supplier's "remit to" is in Ohio (other taxes such as county tax or bed tax should be included). To read: Exclude "sales tax" listed on the invoice image when the supplier's "remit to" is in Ohio (other taxes such as excise taxes, local taxes, environmental taxes, or other types of taxes are not exempt to the State and should be included).
06/14/2016	Correcting Recycled Vouchers	Added sub-steps below step 9.
5/16/2016	Creating a PO Voucher	Revised tutorial instructions on copying invoice line and distribution line details from a PO.
05/16/2016	Petty Cash Accounts Overview Petty Cash Accounts Process Establishing Or Increasing The Petty Cash Account Reporting On The Petty Cash Account Purchasing with the Petty Cash Account Replenishing the Petty Cash Accounts Closing/Reducing The Petty Cash Account Handling Unauthorized Use of the Petty Cash Account Securing the Petty Cash Account	Various changes throughout such as explaining change funds, added information on Petty Cash Coordinators and Administrators, updated OBM Petty Cash contact information.
05/06/2016	Creating a PO Voucher	Revised instructions on copying invoice line and distribution line details from a PO.
04/29/2016	Approving a Voucher	Deleted the following text: When a voucher is submitted for approval, an email is automatically sent to the Approver to notify them of the new item in their worklist. The voucher cannot be approved in the email itself. Instead, the Approver can follow the link provided within the email to review and approve the voucher within OAKS FIN. The Approver may also log into OAKS FIN, navigate to their worklist, and review and approve the voucher from there. Multiple levels of approval may be required. When a voucher is approved, an email is automatically sent to the Voucher Processor to notify them of the approval.
03/17/2016	Creating a Non-PO Voucher Creating a PO Voucher Creating a PO Receipt Voucher Creating a Single Payment Voucher Finalizing A PO On A Voucher Line Related To Multiple Receipts	Updated hyperlink for " OBM guidelines for entering the Last Receipt Date ."
03/08/2016	Petty Cash Accounts Overview Petty Cash Accounts Process Establishing Or Increasing the Petty Cash Account Securing the Petty Cash Account Purchasing with the Petty Cash Account Replenishing the Petty Cash Account Reporting On The Petty Cash Account Closing/Reducing The Petty Cash Account Handling Unauthorized Use of the Petty Cash Account	Modified processes in order to increase accountability and more clearly define the responsibilities in the operation of these accounts (e.g., adding instructions for the "Petty Cash Account Memorandum of Understanding," internal controls, and audits).
03/07/2016	Correcting Match Exceptions	Added a link to common match exceptions.
03/07/2016	Reviewing ISTV Viewer Page	Added the following: Click here for a quick tutorial on the ISTV Viewer page.
03/07/2016	Processing ISTV Vouchers	Added the following: Click here for a quick tutorial on processing an ISTV Voucher.
03/07/2016	Creating a Non-PO Voucher Creating A Journal Voucher	Added the following: Click here for a quick tutorial on adding voucher attachments. Click here for a quick tutorial on reviewing a Supplier's address.
03/07/2016	Creating a PO Voucher	Added the following: Click here for a quick tutorial on adding voucher attachments. Click here for a quick tutorial on copying from a PO.
03/07/2016	Creating SpeedCharts	Added the following: Click here for a quick tutorial on adding SpeedChart coding lines.
03/07/2016	Creating a PO Receipt Voucher Creating a Single Payment Voucher	Added the following: Click here for a quick tutorial on adding voucher attachments.
02/17/2016	Processing ISTV Vouchers	Added a note about the Voucher Source column.
02/09/2016	Petty Cash Accounts Overview	Modified instructions on establishing or increasing Petty Cash accounts.
02/09/2016	Establishing Or Increasing The Petty Cash Account	Modified instructions on establishing a petty cash policy.
02/09/2016	Replenishing the Petty Cash Accounts	Modified instructions on petty cash replenishment documentation requirements.
02/09/2016	Purchasing with the Petty Cash Account	Modified instructions on expenditures exceeding $100.
02/09/2016	Correcting Single Pay Interface Errors	Topic Added
02/01/2016	Vouchers Overview	Adding information about EDI and EDI credits
02/01/2016	Understanding Voucher Attachments Process	Topic Removed
02/01/2016	Understanding Invoices	Previous topic title: "Understanding Voucher Attachments" Added guidance regarding proper invoice.
02/01/2016	Determining Required Backup	Topic Added
02/01/2016	Creating Vouchers Process	Added "Additional Vouchering Guidance" section
02/01/2016	Vouchering with OSS Process	Topic Added
02/01/2016	Submitting Invoices to OSS	Topic Added
02/01/2016	Changing the Bill Address (Bill To) and Warrant (Check) Return Address	Topic Added
02/01/2016	Using a Pre-Processing Form	Topic Added
02/01/2016	Using a Payment Request Form	Topic Added
02/01/2016	AP Sorter Page	Topic Added
02/01/2016	Correcting Vouchers	Topic Added
02/01/2016	Voucher Maintenance Process	Streamlined content (removed from table)
02/01/2016	Creating Reversal Vouchers	Added instruction for ISTV Reversal Vouchers and streamlined content
02/01/2016	1099 Guidance	Topic Added
02/01/2016	Pcard Overview	Topic Added
02/01/2016	Pcard Process	Topic Added
02/01/2016	Reconciling And Approving Pcard Transactions	Topic Added
02/01/2016	Disputing Pcard Transactions	Topic Added
02/01/2016	Adding The Voucher ID And Build Date To The Pcard Log	Topic Added
02/01/2016	Closing Vouchers	Topic Added
02/01/2016	Creating a Non-PO Voucher	Added information on setting up a supplier and invoice total
02/01/2016	Creating a PO Voucher	Added information on setting up a supplier and invoice total
02/01/2016	Creating a PO Receipt Voucher	Added information on setting up a supplier and invoice total
02/01/2016	Creating a Single Payment Voucher	Added information on setting up a supplier and invoice total
1/05/2016	Vouchers Requiring Central Approval	Topic Removed
12/28/2015	Creating Reversal Vouchers	Added information about ISTV reversal vouchers
12/28/2015	ISTV Overview	Added information about ISTV reversal vouchers
12/28/2015	Deleting ISTV Vouchers	Topic Added
12/17/2015	Reviewing ISTV Viewer Page	Added information about PO corrections using a reversal voucher.
12/16/2015	Creating a Template Voucher	Removed Topic
12/01/2015	Understanding Voucher Attachments	Added information on Proper Invoice and Pre-Payment of Expenses and renamed from Understanding Invoices
12/01/2015	Understanding Voucher Attachments Process	Renamed from Understanding Invoices Process
11/30/2015	Deleting Vouchers	Topic Added
10/29/2015	Modifying Speedcharts	Topic Added
10/29/2015	Creating SpeedCharts	Topic Added
10/29/2015	SpeedCharts Process	Topic Added
10/29/2015	SpeedCharts Overview	Topic Added
10/29/2015	Finalizing a PO on a Voucher Line Related to Multiple Receipts	Topic Added
10/29/2015	Creating a PO Voucher	Added steps for creating a PO voucher using a quantity-based purchase order
10/29/2015	Handling Unauthorized Use of the Petty Cash Account	Topic Added
10/29/2015	Closing the Petty Cash Account	Topic Added
10/29/2015	Reporting On the Petty Cash Account	Topic Added
10/29/2015	Replenishing the Petty Cash Account	Topic Added
10/29/2015	Purchasing with the Petty Cash Account	Topic Added
10/29/2015	Securing the Petty Cash Account	Topic Added
10/29/2015	Establishing or Increasing the Petty Cash Account	Topic Added
10/29/2015	Petty Cash Accounts Process	Topic Added
10/29/2015	Petty Cash Accounts Overview	Topic Added
10/29/2015	Unmatching a Voucher to Delete or Update	Topic Added
9/28/2015	Correcting Recycled Vouchers	Topic Added.
9/21/2015	Voucher Maintenance Process	Topic Added.
9/21/2015	Creating Reversal Vouchers	Topic Added.
9/21/2015	Creating a Journal Voucher	Topic Added.
9/21/2015	Correcting Match Exceptions	Topic Added.
9/21/2015	Correcting Budget Check Exceptions	Topic Added.
9/21/2015	Approving a Voucher	Added information about attachments.