OBM Shared Services processes invoice payments for more than 25 state agencies. The Accounts Payable team is focused on providing exceptional service to agency and supplier partners. The goal is to stage all invoices for payment within three days of receipt of a valid invoice. A Service Charter between OBM Shared Services and state agency partners defines the responsibilities and commitments necessary of both partners in order to meet the service level commitments to our customers. Key responsibilities include:
- Both parties recognize the interdependencies between one another and the need to work together in order to meet or exceed expectations.
- Both parties understand they cannot be expected to achieve stated performance targets if the other party fails to perform their defined responsibilities.
OBM Shared Services measures success using nine Key Performance Indicators (KPIs). Quality and performance are measured daily and made available to agency partners. The results of these quality measurements are used to improve the service delivery framework, processes, and the overall customer experience.
The timely payment of invoices is one of OBM Shared Services key performance indicators. To ensure the payment process is not delayed, invoices should be complete, accurate, and contain the following information:
- Unique Invoice Number
- Invoice Date
- Purchase Order Number (if applicable)
- Contract Number (if applicable)
- Supplier Name, Address, and Remit to information
- Description of goods and/or services provided
- Date goods/services were provided
- Delivery Location or Ship To address
- Amount Due
- Payment Terms and Discounts
State Sales Tax: The State of Ohio does not pay State Sales Tax charged by an Ohio-based supplier for goods and/or services.
Late Fees and Interest Charges: No agency is authorized to pay late payment or interest fees charged by suppliers other than fees charged by regulated utilities.
Payment Terms: Unless otherwise established by written agreement, or a discount is offered for early payment, all invoices will be paid as Net30.
Confidential Personal Information: Confidential personal information should be omitted or redacted from the invoice.
How to Submit Invoices to OBM Shared Services
Email is the preferred and most efficient way to submit invoices to OBM Shared Services. Each invoice and associated documentation must be a separate image, and must be in the .pdf or .jpg format. MS Word and MS Excel formats are not accepted. Invoices submitted in an unaccepted format or the submission of multiple invoices as one image will be returned to the sender for correction and re-submission. Please email invoices to:
Invoices submitted through U.S. Postal service are accepted.
OBM Shared Services
Attn: Accounts Payable
P.O. Box 182880
Columbus, Ohio 43218-2880
OSS Standard Processes
Standardization is a key component of an efficient and effective shared services environment. In order to provide world-class service to State of Ohio suppliers, it is imperative that invoices are processed in a consistent manner. This is even more important when suppliers are providing goods or services to multiple state agencies. OBM Shared Services worked in conjunction with our agency partners to define and thoroughly document our standard processes. These processes are available to our agency partners via an online, searchable repository called "The Source" at:
The OBM Shared Services Accounts Payable standard processes are consistent and compliant with the Ohio Revised Code (ORC) and the Ohio Administrative Code (OAC):
- ORC 126.30 Interest on late payments for goods and services
- OAC 126-3-01 Prompt payment requirements
- Payment must be made within 30 days of receipt of a valid invoice, unless other terms have been established by written agreement.
- When an invoice contains a defect or impropriety, written notice to the supplier must be made within 15 days of receipt of the invoice.
Occasionally there is a need to have an invoice processed immediately. OBM Shared Services provides the Critical Invoice Payment option for agencies that have such a need. Invoices received via this express payment option will be processed within 24 hours, provided they meet one or more of the following criteria:
- Subject to a loss of discount
- Potential disconnection/termination of services
- Risk of late fees
- Time sensitive (i.e., grants, federal cash draw)
Express payment requests should be sent to the following mailbox: Criticalinvoices@obm.ohio.gov
Accounts Payable Forms
The following Payment Request forms and Mail Merge documents are for state agency use only:
- Steps for Mail Merge, Job-Aid
- Mail Merge Documents
- Payment Request Form Data Template
- Payment Request Form Mail Merge
For assistance with submitting invoices or any of the above forms by email or fax, the following provides step-by-step instructions:
For more information on OBM Shared Services accounts payable forms, please submit an inquiry via our Contact Us page or call 1.877.OHIOSS1 (1.877.644.6771).
Invoices and Supporting Documentation
Will supporting documentation remain with scanned invoices?
All back-up documentation received with the invoice will be scanned and available in the OAKS image area.
Can agencies scan an invoice and email it to OBM Shared Services?
Agencies can scan invoices and email them to OBM Shared Services at Invoices@Ohio.Gov. Resources are available with details on this process.
Should an agency highlight information on the invoice that the agency processor wants the OBM Shared Services Associate to notice?
Agencies should not highlight information on an invoice. The preferred method is to circle the information. When an invoice and supporting documentation is scanned, highlighters sometimes obscure this information.
How will invoices be handled when there is not enough money on the Purchase Order?
- The invoice will become a problem invoice (exception) and added to the agency sorter page for agency review and comments if:
- the amount is above the 10% budget tolerance (for goods).
- the invoice or Pre-Processing Form references a PO with insufficient funding
- The agency will need to review problem invoices (exceptions) on the sorter page and supply additional information to OBM Shared Services in the "comments" area so OBM Shared Services can process the voucher.
How will invoices be processed that are coded to more than one purchase order?
When processing an invoice, OBM Shared Services will use either the Invoice Date field, Invoice Received Date or the Last Receipt Date in the following manner:
- Invoice Date field: OBM Shared Services will enter the supplier's invoice date in this field.
- Invoice Received Date: OBM Shared Services will enter the date the state received a valid invoice.
- If the supplier sends the invoice directly to OBM Shared Services, the date entered will be the scan date.
- If the agency submits the invoice to OBM Shared Services, this will be the date the agency lists on the Pre-Processing Form.
- Last Receipt Date: There is no change to the current process.
What is OBM Shared Services' process when the agency creates a purchase order and the remit to address on the invoice is different than what is listed on the purchase order?
- The remit to address listed on the invoice takes precedence over all other information regarding payment instructions. The purchase order has no role in providing payment direction on the voucher.
- The remit to address on the invoice must be listed in the supplier master file in OAKS. The OBM Shared Services Associate will verify that the remit to address is located in OAKS.
- If the address is not located in OAKS, OBM Shared Services will contact the supplier with instructions for updating the remit to address. Note: The agency will also be notified.
- Payment could be delayed until the supplier submits a request to correct the remit to address and the information is added and/or corrected in OAKS.
How will invoices be handled when there is incorrect coding on the PO?
- If the invoice has been pre-processed by the agency and sent to OBM Shared Services, a voucher will be created if the coding is accepted by OAKS.
- Upon review and identification of a coding change needed, the agency approver can deny the voucher back to OBM Shared Services and relay the updated coding information in the comments.
- If a voucher cannot be created in OAKS, the invoice will be returned to the agency via email.
Does the date of the receipt influence the last receipt date of the voucher?
No, if a receipt is entered, the date the receiver will populate is the date the receipt is entered, not necessarily the day the goods were received.
Who enters receipts in OAKS?
Agencies are able to enter receipts in OAKS based on individual internal policies and procedures. Typically receipts would be entered by the person in the area that receives the goods or services, or the fiscal area that initiated the order.
What happens when OBM Shared Services receives an invoice from the supplier, and the agency has not yet created a receipt?
- If the OBM Shared Services Associate does not find a receipt, the payment will be processed as a purchase order voucher (two-way voucher). The voucher will then route to the agency for approval. To avoid the need for agency approval, a receipt can be created in OAKS as soon as the goods and/or services are received.
- Receipts entered after the voucher has been created will not be used by OBM Shared Services for processing.
Is receipt training recommended?
OBM Shared Services encourages all agencies to enter goods/services into the OAKS Financials receipt module. Agencies should ensure proper training for those employees who will be performing receiving functions. Web-based Training for receiving can be found at MyOhio.OAKS.Ohio.Gov/ . Asset Management training is also recommended.
How is a receipt printed from OAKS?
To print a receipt from OAKS: screen print and copy the receipt into another application such as MS Word or MS PowerPoint.
How does OBM Shared Services know receiving has been done using the purchase order?
The OBM Shared Services Associate will check for a receipt when vouchering for agencies that use OAKS receiving. Receipts are also shown as part of the purchase order document status.
How do you receive for a quantity-based PO when the price for the quantity has changed due to discounts, price fluctuations, late fees, etc.?
- OBM Shared Services recommended that purchase orders are created using amount base for commodities whenever possible.
- If you have a quantity based PO and the price per quantity has changed:
- Manipulate the quantity while creating the receipt to receive a partial quantity
- Do not do a receipt in OAKS.
- If you do receive for the quantity, OBM Shared Services will voucher according to the information provided on the invoice and use the price reflected on the invoice, which will result in a match exception. The voucher will then be re-processed without the receipt and flow to the agency for approval***.
Will OAKS stop you if you attempt to enter more on the receipt than what is listed on the purchase order?
OAKS shows the available amount of what has not been received each time a new receipt is created. If an amount greater is entered on the receipt than what is available, OAKS will give an error message.
How do change orders affect receiving?
- Quantity based POs:
- If receipts have not been created against the initial purchase order, this is not an issue.
- If a receipt has been created against the initial purchase order, but has not yet been vouchered, the receipt can still be used.
- If a receipt has been created against the initial purchase order and has been vouchered, the receipt will have to be unmatched before the purchase order is modified.
- Amount based POs:
- If receipts have not been created against the initial purchase order, this is not an issue.
- If a receipt has been created against the initial purchase order, changes cannot be made to the purchase order. The initial purchase order would need to be closed and a new purchase order be created.
When a three-way match (i.e., invoice, purchase order, receipt entered into OAKS) is not possible on an invoice, how will OBM Shared Services process?
- If OBM Shared Services receives an invoice without an OAKS receipt, OBM Shared Services will locate the associated purchase order, use the OBM Shared Services agency origin code, and the voucher will route to the agency for approval. The agency will ensure that the goods/services have been received and then approve the voucher.
- If the agency has not received the goods, the agency will deny the voucher with proper comments.
How does the three-way match process work?
A three-way match is created when the invoice, purchase order, and receipt match. Agency approval is not required for vouchers that successfully three-way match.
Does the agency have the ability to see vouchers approved via the three-way match?
The agency does have the ability to run a report to see this information. OH_AP_OSS_3_WAY_MATCH is available in OAKS FIN under Reporting Tools, which shows Business Unit, Voucher Number, Supplier ID, Supplier Name, Origin, PO Number, Receipt Number, Invoice Line, Distribution Line, and Department ID.
If a receipt is added to an existing voucher, will a three-way match occur?
No, once OBM Shared Services creates the voucher, the voucher will process as a two-way voucher and will route to the agency for approval without a receipt. The agency will need to approve the voucher in order to remove it from its work list.
For reversal vouchers that are created for vouchers associated with a purchase order and receipt, what happens to the receipt in this situation?
When a reversal voucher is processed, the receipt can no longer be used. To process another payment, a purchase order voucher without a receipt will be created and routed to the agency for approval.
How are vouchers corrected?
- When corrections are required for a voucher created by OBM Shared Services, the agency approver will provide instructive comments on the voucher and deny it back to OBM Shared Services.
- The OBM Shared Services associates are required to address denied vouchers within 24 hours if the requested corrections can be accomplished.
- Vouchers that have received a State Accounting denial may require additional involvement and input / documentation from the agency. These may take longer to complete.
- If a voucher that has already been approved and posted requires correction, please contact the OBM Shared Services Contact Center to identify the modification needed.
Are agencies charged for reversals?
Agencies are not charged for reversals. Reversals are processed by OBM State Accounting. If there is an error on an OBM Shared Services created voucher and the voucher is closed or deleted as a result, the agency will not be charged for the transaction.
What if the wrong origin is listed on the voucher?
If the voucher has an incorrect origin it must be deleted and the OBM Shared Services Associate will create a new voucher with the correct origin.
When a voucher is deleted, does the receipt get deleted as well?
When a voucher is deleted, the receipt does not get deleted. In this case, unmatching must be performed prior to deleting the voucher. Once the voucher is unmatched, the purchase order and receipt are reset. The receipt can then be used on another voucher.
How will split-funded vouchers be handled?
- Agencies that submit the Standard Invoice Pre-processing form, OBM Shared Services will use the information on this form.
- If only a purchase order is available, OBM Shared Services will create the voucher with the information from the purchase order and route it to the agency for approval.
- If split-funded is incorrect, the agency should deny the voucher and provide the correct information to OBM Shared Services.
If the agency approver discovers a coding error made when OBM Shared Services processes a voucher, what should the agency do?
- Deny the voucher and enter comments explaining the error and what corrective actions should be taken.
- Do not delete the voucher.
- OBM Shared Services will make the required corrections and retrigger the voucher for agency approval.
On P-Card transactions, the supplier sometimes sends a copy of the invoice to the agency. What if the supplier sends that information to OBM Shared Services?
If the copy is received at OBM Shared Services and is under $2,500, the invoice will be processed and routed for agency approval, due to not having a receipt entered into OAKS. At that time, the agency would deny the voucher commenting that the invoice is for a payment card transaction and should be deleted. If the invoice is over $2,500, the invoice would be placed on the problem invoice (exception) agency sorter page and the agency would review and make the comment to delete the invoice. If the invoice is over $2,500 and there is no PO referenced, it will be returned to the supplier.
Can agency processors use SpeedCharts?
Agencies are able to use SpeedCharts. Agencies should have access to create and maintain SpeedCharts. In the OAKS menu, navigate to: Set Up Financials/Supply Chain>Product Related>Procurement Options>Management>SpeedCharts-from here a SpeedChart can be created.
What is the character limit on the Invoice Number field on a voucher? Can the Invoice Number include text?
The character limit on the Invoice Number field in OAKS is 30 and can include text.
What information is contained in the Payment Message field?
- Call OBM Shared Services 1-877-644-6771 with questions.
- The message will appear on the warrant but not on the voucher.
Will OBM Shared Services redact confidential personal information from an invoice?
- OBM Shared Services will not redact sensitive information from invoices. It is the responsibility of the agency to work with suppliers to ensure confidential personal information is omitted from invoices.
Will OBM Shared Services process Capital payments?
- OBM Shared Services will process Capital payments if requested to do so.
- OBM Shared Services will process Capital payments with Due Now payment terms.
- A project chartfield is required when using a Capital expense Account Code.
If an agency retains Capital payments and processes them internally, will it count against that agency's OBM Shared Services utilization percentage?
- Capital payments processed by the agency will not count against the agency's OBM Shared Services utilization percentage, however, Capital payments processed by OBM Shared Services will count towards the agency's utilization.
When is it appropriate to create a Single Payment Voucher (SPV)?
- Single Payment Vouchers are used to make a one-time, small dollar amount payment to a supplier that is not in the OAKS Supplier database.
- Single Payment Vouchers may not be used when:
- The Supplier is established and active in OAKS.
- The Account Code being used on the payment voucher is reportable to the Internal Revenue Service (IRS).
- The Amount of the payment requires a purchase order.
When should Return to Agency (RA) be used on a voucher?
- The RA should only be used when the agency requires a check to complete a transaction (i.e., real estate, legal, etc.) or will include the check with other documentation being provided to the Supplier.
- RA should not be used to avoid needed Supplier address updates.
Why does OSS exclude late fees, interest charges, and State Sales Tax?
- No agency is authorized to pay late payment or interest fees charged by suppliers other than fees changed by regulated utilities and Unemployment Compensation payments.
- The State of Ohio does not pay State Sales Tax charged by an Ohio-based supplier for goods/services provided.
What are exceptions (problem invoices)?
Exceptions (problem invoices) occur when OBM Shared Services cannot create a voucher based on an invoice that we have received.
How will the agencies know when there are exceptions that need to be resolved?
Agencies should review the Sorter Page on a regular basis to provide resolution. Failure to do so will result in delayed payments. Once the exception (problem invoice) information has been obtained and reviewed, update the sorter screen:
- Review comments
- Update the "Comments" field with additional information (at beginning) to resolve the exception if necessary
- Update "Sort Status" field using the dropdown list to Return from Agency
- Check the box next to the row and click the "Save" Button
- The "Work Group" field will automatically update and assign the invoice back to OBM Shared Services Resolution Team.
What is a Match Exception?
- A match exception prevents a voucher from being routed through work flow for approval. Sample match exceptions are:
- Using more funding than is available on the purchase order
- The same receipt has been used multiple times
- OBM Shared Services Associates review match exception errors for vouchers processed by OBM Shared Services. OBM Shared Services will resolve the exceptions.
Why does a voucher appear on my Recycle report?
- A voucher will appear on the Recycle report if information is missing or incomplete (such as ChartField information) or if the voucher is a potential duplicate payment.
- The OBM Shared Services Accounts Payable team will resolve Recycle issues if the voucher was created by OBM Shared Services.
MBE / EDGE
Does OBM Shared Services have the ability to edit MBE/EDGE on the voucher if a State Term Contract is affiliated?
OBM Shared Services does not have the ability to edit MBE/EDGE on the voucher if affiliated with a contract. When the voucher is created, the MBE/EDGE flag will automatically populate based on the flag in the contract. Depending upon the certification status of the supplier, an "E", "M", or "N" will populate.
When a supplier has been established as an EDGE supplier in OAKS, what populates on the voucher?
"E" populates on the voucher as a default indicating an EDGE supplier. If referring to a state term contract, the flag on the contract will control the voucher. If the purchase order does not reference a contract, "E" will default.
When a supplier has been established as an MBE supplier in OAKS and the voucher is not affiliated with a State Term Contract, what populates on the voucher?
"M" will populate on the voucher indicating an MBE supplier.
How will OBM Shared Services establish that an invoice should be set as MBE/EDGE if there is not a contract and if comments have not been made in the requisition comments field?
- If the supplier has been established as an EDGE or MBE supplier in OAKS, the voucher will automatically default to EDGE or MBE.
- The agency can also indicate MBE/EDGE on the invoice or the Standard Invoice Pre-processing form.
If an MBE/EDGE credit is missed, is it possible to change once the voucher has processed and been approved?
State Accounting will not process reversal vouchers so that an agency can receive MBE/EDGE credit.
Will auditors have access to the scanned invoices and supporting documentation?
The Auditor of State and other external audit staff who have OAKS Financials access will have "read only" access and will be able to view supporting fiscal transactions and supporting documentation directly. Requests for additional documentation and/or information for a specific audit should be made to the agency contact identified in the auditor's engagement letter. If substantial data or documentation is requested, the request should be emailed to the OBM Shared Services Contact Center at firstname.lastname@example.org
Do agencies need to keep paper copies of the invoice once OBM Shared Services has scanned the invoice and it resides in OAKS?
For documentation scanned by OBM Shared Services, the agencies do not need to retain paper copies.
Documentation scanned by the agency and attached in OAKS will need to be retained according to the agency's retention policies.
Does the invoice have to be an original?
Invoices received at OBM Shared Services do not have to be originals, however, OBM Shared Services recommends that agencies send the original invoice to OBM Shared Services and refrain from making copies to alleviate the occurrence of duplicate invoices. If the invoice is lost or delayed en route from the agency, the agency should contact the supplier and request that a new invoice be sent.
Agency approver authority and routing in OAKS is not correct for the OBM Shared Services origins. What needs to be done?
Agency approvers can be added for OBM Shared Services origins using the OAKS online security access form. If you believe you have submitted the forms correctly, but workflow routing is not working properly, follow the escalation path between your agency and OBM Shared Services.
How does one request/receive access to the OAKS AP Sorter Page?
To update or change access to the OAKS AP Sorter Page, an online security form must be submitted requesting the OH_AP_OSS_AGY_SORTER role.