State of Ohio Financials Process Manual

Page 1 of 918 State of Ohio Financials Process Manual State of Ohio Financials Process Manual Table of Contents STATE OF OHIO FINANCIALS PROCESS MANUAL ............ 7 Manual Overview.................................................................................................... 8 GETTING STARTED ................................................................ 9 User IDs and Passwords ...................................................................................... 10 Security Updates .................................................................................................. 11 Connecting to OAKS ............................................................................................ 12 OAKS Contacts .................................................................................................... 15 GENERAL LEDGER ............................................................... 16 ChartFields ......................................................................................... 17 Creating and Maintaining ChartFields .................................................................. 18 Spreadsheet Journal Entries ............................................................. 22 Creating Spreadsheet Journal Entries.................................................................. 23 Reviewing and Uploading Spreadsheet Journal Entries ....................................... 35 Running the Journal Edit Batch Process .............................................................. 44 Review Journal Entries......................................................................................... 51 Budget Journals ................................................................................. 57 Creating a Budget Journal .................................................................................... 58 Creating a Budget Transfer .................................................................................. 65 Creating Spreadsheet Budget Journal Entries ..................................................... 73 Reviewing and Uploading Spreadsheet Budget Journal Entries .......................... 85 Grant Attributes .................................................................................. 94 Entering Grants .................................................................................................... 95 Updating Converted Grant Data ......................................................................... 101 VENDORS ............................................................................ 105 Vendor Entry..................................................................................... 106 Review Vendor Information ................................................................................ 107 Establishing a New Vendor ................................................................................ 111 Establishing a State Employee as a Vendor ...................................................... 115 Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 2 of 918 State of Ohio Financials Process Manual Vendor Maintenance ........................................................................ 118 Changes to Existing Vendors ............................................................................. 119 Vendor Payment Terms ..................................................................................... 124 ACCOUNTS RECEIVABLE .................................................. 126 Entering Customers ......................................................................... 127 Adding a Customer............................................................................................. 128 Creating Contacts............................................................................................... 133 Entering Pending Items ................................................................... 140 Entering Pending Items ...................................................................................... 141 Maintaining Customers and Pending Items ................................... 150 Maintaining Customers ....................................................................................... 151 Reviewing Customer Accounts........................................................................... 155 Reviewing Customer Item Activity ...................................................................... 161 Reviewing and Correcting Pending Items .......................................................... 167 Aging Open Items............................................................................................... 176 Write off a Pending Item ..................................................................................... 182 Creating Debit and Credit Memos ...................................................................... 188 Updating Worksheets ......................................................................................... 196 Transfer Worksheets .......................................................................................... 202 Deleting Groups ................................................................................................. 208 Entering Deposits............................................................................. 213 Creating Direct Journals ..................................................................................... 214 Entering Regular Deposits ................................................................................. 224 Using Payment Worksheets ............................................................................... 234 Updating Payment Predictor Worksheets ........................................................... 245 Approving Deposits ............................................................................................ 251 Depositing into the State Treasury ..................................................................... 260 Corresponding with Customers ...................................................... 267 Creating Customer Statements .......................................................................... 268 Creating Customer Follow-up Letters ................................................................. 274 Creating Customer Dunning Letters ................................................................... 279 Creating ISTVs.................................................................................. 284 Creating ISTV Receivables ................................................................................ 285 Printing ISTV Invoices ........................................................................................ 291 Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 3 of 918 State of Ohio Financials Process Manual PURCHASING ...................................................................... 296 Creating Requisitions ...................................................................... 297 Creating Requisitions Using Catalog Items ........................................................ 298 Creating a Blanket Requisition ........................................................................... 308 Creating a Special Request Requisition ............................................................. 316 Creating Requisitions Using Split Accounting Lines ........................................... 325 Release/Permit (DAS, OIT) ................................................................................ 333 Requesting an Order from State Printing ........................................................... 339 Personal Services .............................................................................................. 344 Approving Requisitions ................................................................... 348 Approving a Requisition ..................................................................................... 349 Requisitions Requiring Central Approval ............................................................ 356 Managing Requisitions .................................................................... 360 Checking Requisition Status .............................................................................. 361 Updating a Requisition ....................................................................................... 367 Sourcing Workbench – Requisition Errors .......................................................... 374 Managing Purchase Orders ............................................................. 380 Approving Interfaced PO .................................................................................... 381 Budget Check and Threshold Validation ............................................................ 387 Modifying PO Distributions ................................................................................. 394 Dispatching Purchase Orders ............................................................................ 399 Creating a PO Change Request ......................................................................... 406 Approving a Purchase Order (PO) Change Request.......................................... 413 Reviewing PO Information .................................................................................. 418 Reviewing PO Activity Information ..................................................................... 424 Managing Receipts........................................................................... 428 Creating a Receipt.............................................................................................. 429 Reviewing Delivery and Comment Detail ........................................................... 433 Managing Return to Vendors (RTVs) .............................................. 435 Entering a Return to Vendor ............................................................................... 436 Reviewing a RTV................................................................................................ 441 Dispatching a RTV ............................................................................................. 444 ACCOUNTS PAYABLE ........................................................ 448 Creating Vouchers ........................................................................... 449 Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 4 of 918 State of Ohio Financials Process Manual Creating a non-PO Voucher ............................................................................... 450 Creating a PO Voucher ...................................................................................... 464 Creating a PO Voucher Using an ENC Vendor .................................................. 472 Creating a PO Receipt Voucher ......................................................................... 478 Creating Reversal Vouchers .............................................................................. 487 Creating a Journal Voucher ................................................................................ 494 Additional Steps for ISTVs ................................................................................. 501 Entering Online Travel Expense Reports ........................................................... 505 Creating a Single Payment Voucher .................................................................. 515 Creating Speedcharts ......................................................................................... 525 Using Control Groups ...................................................................... 530 Creating a Control Group ................................................................................... 531 Viewing a Control Group .................................................................................... 538 Entering Vouchers into Control Groups .............................................................. 541 Voucher Approval ............................................................................ 550 Approving a Voucher .......................................................................................... 551 Vouchers Requiring Central Approval (Pre-Audit) .............................................. 558 Post Audit of Vouchers ....................................................................................... 562 Maintaining Vouchers ...................................................................... 566 Inquiring on Payments........................................................................................ 567 Inquiring on Vouchers ........................................................................................ 573 Reviewing and Correcting Match Exceptions ..................................................... 579 Reviewing and Correcting Budget Exceptions ................................................... 585 Correcting Recycled Vouchers ........................................................................... 590 Electronic Commerce ...................................................................... 598 Reconciling & Approving P-Card Transactions................................................... 599 Tracking & Resolving Disputed P-Card Charges................................................ 611 Billing ................................................................................................ 616 Creating and Processing Billing Invoices ........................................................... 617 Entering a Bill ..................................................................................................... 618 Printing a Pro Forma Invoice .............................................................................. 626 Changing Bill Status ........................................................................................... 633 Use this process to change the status of a bill, which is mandatory to further process the bill. .................................................................................................. 633 Return to Table of ContentsFinalizing and Printing Invoices .............................. 634 Finalizing and Printing Invoices .......................................................................... 635 Reprinting a Bill .................................................................................................. 641 Correcting Bill Interface Errors ........................................................................... 645 Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 5 of 918 State of Ohio Financials Process Manual Running an Invoice Register Report................................................................... 650 Creating a Recurring Bill Template & Defining a Schedule ................................ 656 Running the Generate Recurring Bills Process .................................................. 666 Copying a Single Bill and Updating the Copy ..................................................... 671 Defining a Bill Copy Group Header and Detail ................................................... 676 Running the Bill Copy Group .............................................................................. 681 Crediting an Entire Bill ........................................................................................ 690 Crediting an Entire Bill and Rebill ....................................................................... 696 Creating a Consolidated Bill Header .................................................................. 705 Viewing Consolidated Bills ................................................................................. 714 Viewing Attached Bills ........................................................................................ 715 Creating Installment Bills .................................................................................... 717 Creating an Installment Bill Schedule ................................................................. 718 Running the Generate Installment Bills Process ................................................ 728 Reviewing the Installment Bill Schedule ............................................................. 734 BUDGET ............................................................................... 737 Creating Working Versions ................................................................................ 738 Locking and Unlocking Working Versions .......................................................... 744 Entering an OAKS Line Item .............................................................................. 746 Defining, Applying and Verfying Mass Adjustments ........................................... 752 Defining and Applying Allocations ...................................................................... 759 Entering, Viewing and Deleting Line Item Notes ................................................ 769 Entering Revenue and Transfer Estimates ......................................................... 773 Attaching Supporting Documentation ................................................................. 779 Submitting a Planning Center Budget for an Activity .......................................... 782 Viewing Planning Center Budget Status ............................................................. 785 Reviewing Planning Center Budgets .................................................................. 790 Rejecting Planning Center Budgets.................................................................... 796 Submitting an Approved Planning Center Budget for an Activity ........................ 800 Running the Six-Year Summary Report ............................................................. 805 Running the Fund Activity Summary Report ...................................................... 814 Running the Executive Agency Budget Request Report .................................... 819 FINANCIALS TROUBLESHOOTING GUIDE ...................... 824 Accounts Payable (AP) ...................................................................................... 824 Purchase Orders (PO)........................................................................................ 835 Accounts Recievable (AR) ................................................................................. 837 OTHER ............................................................................................................... 838 Vendors .............................................................................................................. 839 EFT Remittance ................................................................................................. 840 E-Controlling Board ............................................................................................ 841 Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 6 of 918 State of Ohio Financials Process Manual APPENDIX ............................................................................ 842 Appendix A – Pre Audit Account Codes ............................................................. 843 Appendix B – Information Technology (IT) Procurement.................................... 844 OIT Release and Permits ................................................................................... 844 Appendix C – Proper Invoice .............................................................................. 850 Appendix D – Tax Issues ................................................................................... 851 Appendix E – Specific Types of Expenditures .................................................... 854 Appendix F – Purchase Order Requirements for Meetings, Training, and Conference Room Facilities ............................................................................... 864 Appendix G – ISTV Processing Codes............................................................... 865 Appendix H – OBM Travel Policy 126 – 1 – 02 .................................................. 868 Appendix I – Training ......................................................................................... 886 Appendix J – OAKS Accounting Basics ............................................................. 888 Appendix K – Agency Report Book and Inventory.............................................. 889 Appendix L - Forms ............................................................................................ 890 Appendix N: Imprest Fund/Petty Cash Accounts............................................... 899 Appendix O: 1099 REPORTABLE CHARTFIELD VALUE LISTING................... 910 Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 7 of 918 State of Ohio Financials Process Manual State of Ohio Financials Process Manual Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 8 of 918 State of Ohio Financials Process Manual Manual Overview This manual is designed to assist Financials Personnel perform the required Financial (FIN) processes in OAKS. The manual is a technical guide that explains each process step-by-step. The manual also documents all the related policy, procedural and legal considerations that impact the processes. As such, the manual provides not only the ―how‖ but also the ―why‖ of the various processes utilized by Financials Personnel. Each process will be divided into five sections. These sections include: Overview: This section outlines the name of the process along with a written description of the process and when your agency would use this process. A high level process flowchart guides the user through the process. The overview also contains the Navigation Path which visually depicts how to navigate to the screen on which the process resides. Notes: This section sets forth those items that are needed prior to starting the process. Typically, forms and approvals are listed in this area. This section also contains citations to Legal, Procedural and Policy References. Attachments: This section provides a list of actual forms needed to complete the process. Key Differences: This section outlines the known differences between the legacy system and the OAKS system and provides a crosswalk of legacy terms v. OAKS terms that will be encountered for the process. Process: This section outlines the step-by-step process that is required to perform the process in OAKS. These sections assume that the audience has already gone through OAKS training. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 9 of 918 State of Ohio Financials Process Manual Getting Started Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 10 of 918 State of Ohio Financials Process Manual User IDs and Passwords To access OAKS, each user must have their Employee ID and a password. The Employee ID is the username and the pas Each application that comprises OAKS is a stand alone application. Although OAKS HCM/ePay, OAKS EPM, and OAKS Financials share information, they are separate applications. A username and password is required in order to access all OAKS applications, including OAKS Financials. For all OAKS applications, the username is the employee ID number (EmplID). In order to synchronize passwords across applications, a user must reset the passwords for OAKS HCM/ePay and OAKS Financials using the password reset function in each application and make them the same. The OAKS EPM (OAKS Data warehouse) contains both HCM and Financial data. The password for the OAKS EPM (OAKS Data warehouse) is always the same as the OAKS HCM/ePay password. If a user would like for their OAKS EPM password to match their OAKS Financials password, the user must synchronize the passwords by resetting the OAKS HCM/ePay password and the OAKS Financials password within each application and make the password the same. Please refer to OAKS job aid FINJA065 on OAKS Training Online (http://oakspmo.ohio.gov/oaks/training/FIN_Job_Aids/index.asp) for assistance in changing OAKS passwords. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 11 of 918 State of Ohio Financials Process Manual Security Updates To change an existing user‘s security access or to grant access to an OAKS FIN user for the first time, the new FIN Agency Security Request Form must be completed. The FIN Agency Security Request Form, along with the Agency FIN Role Handbook and OAKS Agency Form Instructions, can be downloaded from http://www.obm.ohio.gov/forms/OAKS.asp. • The Agency FIN Role Handbook is intended to aid agencies in the process of mapping personnel to the appropriate OAKS FIN roles. The roles listed in the Handbook are all of the OAKS FIN security roles available to agencies. OAKS security roles are not intended to reflect State of Ohio job titles. Rather, these roles were configured through functional analysis of OAKS business processes. The Handbook should be used in conjunction with the FIN Agency Security Request Form in order to assign the proper security access for agency personnel. • The OAKS Agency Form Instructions provide guidance for completing each section of the FIN Agency Security Request Form. Agencies can submit completed FIN Agency Security Request Forms via email. However, forms can only be submitted by the agency Director, CFO, or their delegate. Agency Director, CFO, or delegate can submit the form to OAKS.FINSecurity@oaks.state.oh.us. NOTE: Agencies should continue to follow the existing process with DAS for any changes to OAKS HCM security access. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 12 of 918 State of Ohio Financials Process Manual Connecting to OAKS Hardware Requirements The requirements below are generated from previous implementations and therefore, are higher than the manufacturer‘s minimum requirements for a given web browser and operating system combination. Feature RAM Description 256 MB RAM recommended (128 MB RAM minimum) 1 GHz Pentium or equivalent processor recommended (Pentium 800 MHz minimum) VGA controller and display of 1024 x 768 resolution or higher and High Color (16 bit) mode for the best display results (800 x 600 minimum) Standard Standard CPU VGA (Monitor) Mouse Keyboard Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 13 of 918 State of Ohio Financials Process Manual Application Software Requirement If any of the following software applications are needed, they will be required to use the following operating systems: Windows: 2000, XP & 2003 Mac: OS 9, X Feature Microsoft Word Windows: (2000 & up) Mac: (2001 & up) Description Word would be used if a user would need to access a document such as a resume Excel is used as an export tool for queries and reports in PeopleSoft Application Adobe Reader is used for any Portable Document Formats (PDFs) which is necessary for viewing reports Text Editor used to read .txt files (i.e. log files) Communications tool. For example, used in Workflow processing. Tools used for web based training purposes and simulations. Microsoft Excel Windows: (2000 & up) Mac: (2001 & up) Adobe Reader Windows: (5.0 & up) Mac: (5.0 & up) Notepad (or comparable text editor) E-mail Client Adobe Flash (version 7 and higher) Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 14 of 918 State of Ohio Financials Process Manual Internet Browser Requirements Feature Internet Explorer (5.5 & up) Netscape (7.x & up) Operating Systems Windows 98, NT, 2000, XP & 2003 Windows 98, NT, 2000, XP & 2003 Mac OS 9, X Considerations: For the best performance, Internet Explorer 6 or Netscape 7 are the recommended web browsers running on the Windows NT, 2000, or XP platforms with 256 MB of ram. Requirements outlined in this document are based on normal activities required by a user of PeopleSoft. Examples of normal activity may include:     Multiple Internet Browser windows open when logged onto the PeopleSoft application via the Web Entering, requesting and updating data via the PeopleSoft application Downloading or viewing reports via Microsoft Excel, Word and Adobe Reader Receiving web based training via Adobe Flash Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 15 of 918 State of Ohio Financials Process Manual OAKS Contacts Agencies use this mailbox for:  Agency questions about OBM.Vendor@obm.state.oh.us entering/updating vendors Submitting vendor forms  General questions to OBM OBM.Communications@obm.state.oh.us and newsletter responses  Questions regarding setting OBM.JournalSpreadsheets@obm.state.oh.us up the Journal Spreadsheets  Contacting the OBM Help OBM.HelpDesk@obm.state.oh.us Desk - this replaces the CAS Help Desk mailbox  Super users to OBM.Superuser@obm.state.oh.us communicate with OBM  Questions regarding ChartField values  Submitting ChartField OBM.ChartField@obm.state.oh.us update forms  Submitting Grant Information forms OBM.COGNOS@obm.state.oh.us  Questions regarding Cognos OBM.PaymentIssuance@obm.state.oh.us  Sending stops, voids, and rewrites to the Payment Issuance team OBM.AP@obm.state.oh.us  Questions regarding Accounts Payable OBM.AR@obm.state.oh.us  Questions regarding Accounts Receivable OBM.GL@obm.state.oh.us  Questions regarding General Ledger carolyn.chavanne@ohio.gov or  Questions regarding OIT rose.perkins@ohio.gov Release and Permit system Mailbox Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 16 of 918 State of Ohio Financials Process Manual General Ledger The General Ledger (GL) is a central repository where accounting transactions are recorded. The GL is also where we manage and maintain budgets, create journal entries, run allocations, and where OAKS receives accounting entries from other OAKS modules. The OAKS General Ledger (GL) is the State‘s official accounting record and stores financial data for all state agencies. Agencies can use the GL to get a summary view of their financial transactions, create reports, and perform analysis. Budgets, budget checking rules, ledgers, and the chart of accounts are all set up in the General Ledger. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 17 of 918 State of Ohio Financials Process Manual ChartFields  Creating and Maintaining ChartFields Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 18 of 918 State of Ohio Financials Process Manual Creating and Maintaining ChartFields Overview Use this process to enter and update ChartFields in your agency‘s Chart of Accounts. High Level Workflow: None Available – OBM Process. Navigation Path None Available – OBM Process Notes Needed Prior to Starting Process: 1. Agency Use – CF Value Change Request Form - (PDF) 2. Budget Reference – CF Value Change Request Form - (PDF) 3. Construction Project – CF Value Change Request Form - (PDF) 4. Department – CF Value Change Request Form - (PDF) 5. Non-Construction Project – CF Value Change Request Form - (PDF) 6. Program – CF Value Change Request Form - (PDF) 7. Reporting – CF Value Change Request Form - (PDF) 8. Service Location – CF Change Request Form - (PDF) All ChartField (CF) Value Change Request Forms (Excel and PDF versions) can be found on OBM‘s web-site: http://www.obm.ohio.gov/forms/OAKS.asp Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 19 of 918 State of Ohio Financials Process Manual Legal, Procedural, Policy References: 1. OBM enters and maintains all ChartFields. 2. Submit completed forms via e-mail to OBM.ChartField@obm.state.oh.us 3. All of the ChartField values, with the exception of Department, will be pushed automatically from OAKS FIN to OAKS HCM as they are added. For the Department ChartField, there is a special column on the Department ChartField Value Change Form called ―Combo Code‖. If the new value needs to be tied to a combo code, agencies need to indicate that using this column. OBM will enter the new ChartField value and then forward to DAS HRD any new Department ChartField values that need to be tied to a combo code. Those values will then be entered in OAKS HCM by DAS HRD so that agencies can use them for combo codes. 4. If a Department ChartField value already exists in OAKS FIN and an agency later determines it needs to be used in a combo code, please contact DAS HRD at HCM.Departments@das.state.oh.us to have it added to OAKS HCM. 5. Agencies have the ability to create their own combo codes in OAKS. In order to do so, a user will need the Agency Budget Specialist role in OAKS HCM. Click here for the OAKS HCM User Security Access Form. Attachments 1. Agency Use – CF Value Change Request Form - (PDF) 2. Budget Reference – CF Value Change Request Form - (PDF) 3. Construction Project – CF Value Change Request Form - (PDF) 4. Department – CF Value Change Request Form - (PDF) 5. Non-Construction Project – CF Value Change Request Form - (PDF) 6. Program – CF Value Change Request Form - (PDF) 7. Reporting – CF Value Change Request Form - (PDF) 8. Service Location – CF Change Request Form - (PDF) Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 20 of 918 State of Ohio Financials Process Manual Key Differences Legacy (CAS) OAKS Comments Agencies have the ability to complete spreadsheet journals using a predefined template to upload them for review and approval by OBM. The Spreadsheet Journal Entry process allows your agency to enter journals in Excel and upload the journals into OAKS. OAKS provides an automated process in which the journal entry is validated for correct accounting information. OAKS provides an automated process in which the transaction is validated against the budget to ensure appropriate funding is available. The ―Approved‖ status used in CAS no longer exists. The status has been replaced with ―Posted‖. The PS/GL Jrnl Edit and Error Report runs the edit process for journal entries and produces an error report. The OAKS Commitment Control Budget prohibits spending when your agency exceeds your agency‘s allocated budget limit. When an agency submits a budget transfer or an adjustment journal, OBM reviews and posts the budget journal after they approved the transaction. Agencies transfer funds online and may record adjustments either online or by using an OAKS budget spreadsheet journal. N/A Journal Entry Spreadsheet OBM reviews a journal entry request form and approves it. OBM views journal correction line details and compares with SAC. If these do not match, an error occurs. Approved Edit Check Budget Check Posted PS/GL Edit & Error Report Commitment Control Budget N/A Budget Spending Authority Adjustment (SAD) OBM posts a budget journal online in OAKS Plan Adjustment Transaction (PLA) Budget Transfer or Adjustment Journal Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 21 of 918 State of Ohio Financials Process Manual Process None Available – OBM Process Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 22 of 918 State of Ohio Financials Process Manual Spreadsheet Journal Entries     Creating Spreadsheet Journal Entries Reviewing and Uploading Spreadsheet Journal Entries Running the Journal Edit Batch Process Review Journal Entries Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 23 of 918 State of Ohio Financials Process Manual Creating Spreadsheet Journal Entries Overview Use this process to set up a spreadsheet journal and create journal entries in OAKS. High Level Workflow: Navigation Path None Available – Loading the spreadsheet. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 24 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. GL Spreadsheet Topics folder on the PC Legal, Procedural, Policy References: 1. If the budget journal is for the next fiscal year, the journal date must be changed to July. If the budget journal is for the current year, it is considered an adjustment budget entry. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 25 of 918 State of Ohio Financials Process Manual Key Differences Legacy (CAS) OAKS Comments Agencies have the ability to complete spreadsheet journals using a predefined template to upload them for review and approval by OBM. The Spreadsheet Journal Entry process allows your agency to enter journals in Excel and upload the journals into OAKS. OAKS provides an automated process in which the journal entry is validated for correct accounting information. OAKS provides an automated process in which the transaction is validated against the budget to ensure appropriate funding is available. The ―Approved‖ status used in CAS no longer exists. The status has been replaced with ―Posted‖. The PS/GL Jrnl Edit and Error Report runs the edit process for journal entries and produces an error report. The OAKS Commitment Control Budget prohibits spending when your agency exceeds your agency‘s allocated budget limit. When an agency submits a budget transfer or an adjustment journal, OBM reviews and posts the budget journal after they approved the transaction. Agencies transfer funds online and may record adjustments either online or by using an OAKS budget spreadsheet journal. N/A Journal Entry Spreadsheet OBM reviews a journal entry request form and approves it. OBM views journal correction line details and compares with SAC. If these do not match, an error occurs. Approved Edit Check Budget Check Posted PS/GL Edit & Error Report Commitment Control Budget N/A Budget Spending Authority Adjustment (SAD) OBM posts a budget journal online in OAKS Plan Adjustment Transaction (PLA) Budget Transfer or Adjustment Journal Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 26 of 918 State of Ohio Financials Process Manual Process 1. To begin the process of creating spreadsheet journal entries, a copy of the GL Spreadsheet Topics folder in needed on the PC. Your agency should provide the GL Spreadsheet folder. In addition, your agency decides where the user should save your agency‘s files. Please seek guidance from your agency on this process. Double-click the GL Spreadsheet topics (Zip) folder to go to the Actuals folder. Note: If the folder cannot be unzipped, please contact your agency‘s computer support team for assistance. 2. 3. 4. Double-click the Actuals folder to display the files in it. The Actuals folder contains four files. Each file serves an important purpose for the Spreadsheet Journal Entry process and must be stored in the same location for the spreadsheet journal entry to work. The only file which should open is the JRNL1.xls. Best practice recommends that your agency‘s computers support team create a copy of the entire Actuals folder and store it in a safe location. This provides a backup copy of the folder in case of problems with the spreadsheet journal. It is also recommended that your agency create a copy of the folder and store it in a safe location. Seek guidance from your agency‘s computer support if the user does not know how to copy a folder. 5. 6. The only file your agency uses to create spreadsheet journals is the JRNL1.xls file. Open the JRNL1.xls to begin creating spreadsheet journal entries. Note: Do not open or change the other files. Your agency is not going to enter information in these files. Double-click the JRNL1.xls file. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 27 of 918 State of Ohio Financials Process Manual 7. The computer must have a ―Medium‖ security level set for Microsoft Excel. If Excel displays an error message, please change the Excel security using these steps: 1. On the Excel menu, click Tools, then Macro. 2. Slide across the menu and click Security. 3. On the Security Levels tab, click the Medium security level option. 4. Click the OK button to finish changing the Excel security level. If there is a problem with this, please contact your agency‘s computer support team. 8. When opening the JRNL1.xls file, a Security Warning may be seen. Click the Enable Macros button in the Security Warning window to open the JRNL1.xls (spreadsheet journal) file. 9. 10. The computer opens the Spreadsheet Journal Import spreadsheet and displays the Spreadsheet Journal control page. The Spreadsheet Journal control page contains three field areas: • General: Use these buttons to set up journal header information that automatically displays in the spreadsheet when creating new journals. • Journal Sheets: Use these four buttons to create, edit, delete, and copy spreadsheet journals • Import Journals: Agency GL Approvers use the Write button to create a file to upload into OAKS. The State is not using the Import Now button. 11. Now that the JRNL1.xls file is opened, the next step is to set up the journal header information the agency user wishes to automatically display. Note: This task is completed once. Click the Setup button in the General field area. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 28 of 918 State of Ohio Financials Process Manual 12. Use the Define Options and Defaults window to set up the journal header information to display automatically. Some of the information is filled in. Additions and changes can be made to this information. The next steps explain what changes can be made. Enter OAKS User ID. 13. There are two instances when the agency user sets up header information for a spreadsheet journal. •Define Options and Defaults window (displayed above) - Allows the agency user to set up information to fill in automatically each time the spreadsheet journal is used (e.g. BU-STATE, Ledger Group-ACTUALS). This is a one time task. •New Journal Header window (within the spreadsheet) - Allows the agency user to create a new journal. The information set up on the Define Options and Defaults window automatically displays on the New Journal Header window. This information may be changed, but additional information for each new journal must be set up. 14. The Business Unit for journals is always ―STATE‖. Confirm that "STATE" is automatically filled in as the Business Unit. If not, enter STATE in the Business Unit field. 15. Leave the date field blank in the Header Defaults field area. If a date is entered here, OAKS automatically puts that date on every journal line that entered. For example, if 08/01/2007 is entered in the Date field, OAKS automatically sets 08/01/2007 as the creation date of every journal line. 16. The Ledger Group is always ―ACTUALS‖. Note: Please refer to the Ledger Group job aid on OAKS Training Online for further explanations of ledger groups. 17. When using the journal spreadsheet, the Source field is always ―SPJ‖. Confirm that ―SPJ‖ displays in the Source field. If not, enter ―SPJ‖ into the Source field. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 29 of 918 State of Ohio Financials Process Manual 18. 19. Enter the OAKS User ID in the User ID field. Once the journal spreadsheet is completed and the file uploaded, a GL Journal Log is created by the spreadsheet. The Journal Log provides a list of the errors that are created in the journal spreadsheet. Each agency may use this file differently. Best practice suggests checking it and immediately correcting the errors. Do not enter or change any other information on this window. If any other field is accidentally changed, this journal spreadsheet may not work correctly. Click the OK button to set up the header for this spreadsheet journal entry and return to the Spreadsheet Journal control page. Click the OK button. 20. 21. 22. Click the Notes button to open a regular Excel worksheet where notes can be entered and calculations performed. Information put into that regular Excel worksheet does not go to OAKS when importing your agency‘s journal entries. Once the journal header has been set up using the Setup button and the Define Options and Defaults window, the next step is to create and name a new journal spreadsheet. Use the New button to create a new journal spreadsheet. Click the New button. 23. 24. 25. 26. 27. Click in the New Journal Sheet Name: field. Enter the desired information into the New Journal Sheet field. Note: The name entered here becomes the name of your agency‘s spreadsheet but only in Excel. OAKS does not use this name for your agency‘s journal. Enter a name for the journal entry spreadsheet. Click the OK button to save the name of your agency‘s journal entry spreadsheet and to display the new spreadsheet journal. Click the OK button. 28. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 30 of 918 State of Ohio Financials Process Manual 29. The Spreadsheet Journal Import page contains two main field areas: • Header: The information entered in the Header field area uniquely identifies your agency‘s journal. • Line: The information entered in the Lines portion of the spreadsheet is the journal line information. The information entered here includes Unit, Ledger, Account, ALI, Dept, and Amount. 30. The Spreadsheet Journal Import page also contains two main button areas: •Header (Row 5): Used to add, delete, or copy journal header information •Lines (Row 9): Used to add, delete, or copy journal lines information Note: See the Spreadsheet Journal Import job aid on OAKS Training Online for a description of each button. 31. Line 7 in the spreadsheet displays the OAKS ChartFields used to create a journal, such as Fund, Account, and ALI. Also on this row is the journal Line#. This field represents the number of lines created in the journal. 32. On line 8, a checkbox displays under each ChartField. This checkbox is used to copy ChartField information automatically from one journal line to another. All checkboxes, except for Account and Amount are automatically selected. Click a checkbox when not wanting the information to be copied. Note: Do not select the Account or Amount checkbox. An Account and Amount on each journal line must be entered manually. 33. At this point, the information to fill in the journal header automatically was successfully set up, a new journal spreadsheet was created, and the components of the journal spreadsheet were reviewed. Next, the journal Header information for this particular spreadsheet journal needs to be created. Note: This step must be completed before beginning to enter journal line information. 34. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 31 of 918 State of Ohio Financials Process Manual 35. Click the + button (in row 5 at far left of the computer screen) to open the New Journal Header window so a new journal can be created. Use the + button to enter journal header information. The Spreadsheet Journal displays an error message if attempting to enter journal information directly on the Header line (line 4). Use the New Journal Header window to enter the header information for your agency‘s journal. The information entered here uniquely identifies your agency‘s journal in OAKS. 36. 37. 38. Notice that the information entered on the Setup page automatically appears on the New Journal Header page. The changes made on this window only affect this journal. They do not change the information entered on the Define Options and Defaults page. 39. 40. Confirm that the Unit field displays ―STATE‖. In OAKS General Ledger, the Business Unit is always ―STATE‖ for all agencies. The Journal ID uniquely identifies this journal. In OAKS, the Journal ID is limited to 10 alphanumeric digits. Although the spreadsheet journal allows more than 10 digits to be entered, OAKS removes all digits after the 10th digit when uploading your agency‘s journal into OAKS. Use a Journal ID that starts with your agency‘s code. 41. 42. 43. 44. Click in the Journal ID field. Enter the desired information into the Journal ID field. Click in the Journal Date field. Enter the desired information into the Journal Date field. Note: The Journal Date is the date the journal posts to the General Ledger. 45. 46. The Source code shows where the journal originated. Spreadsheet journals always have a source of ―SPJ‖. Click in the Description field. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 32 of 918 State of Ohio Financials Process Manual 47. Enter the desired information into the Description field. Note: The Description field explains the purpose of the journal. It is a required field and may contain up to 250 characters. 48. 49. 50. 51. Note: Do not change the Reversal field options. Only OBM changes these. Click the OK button to finish this journal header and display it on the journal spreadsheet. Notice that the information entered in the New Journal Header window on row 4 displays here. Next, create journal lines. Click the + button (on row 9 at the far left of the screen) in the Line field area. 52. Use the + button (on row 9) to create journal lines. If trying to enter information directly into the spreadsheet, an error message displays. The error message explains that this area is protected and readonly. Notice that the spreadsheet added two grey lines on rows 11 and 12. Line 11 separates the journal lines from the ChartFields and must remain blank. The spreadsheet adds this blank line the first time a journal line is added. It also separates journals if multiple journals are added to the same spreadsheet. 53. 54. In the first field on line 12, the spreadsheet displays the Journal ID entered in the journal Header. It displays this information for each journal line added. 55. In the Line # column, the spreadsheet displays a sequential number each time a journal line is created. For this scenario, ―1‖ appears since this is the first journal line added. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 33 of 918 State of Ohio Financials Process Manual 56. Information in certain fields (columns) on the Lines page must be entered for each journal entry created. Each journal type requires different fields. For example, Expenditures journals require these fields: • Fund, Account, ALI, Dept, Program Revenue journals require: • Fund, Account, Dept 57. If all the required information is not entered, OAKS creates an error for the journal. If the OAKS journal contains errors, the spreadsheet must be corrected and uploaded again into OAKS. See the Uploading Spreadsheet topic for additional information on uploading spreadsheet journals. 58. For this scenario, an expenditure journal that debits the Salaries Overtime account and credits the Basic Salary account for the Human Resources Services fund for the Department of Transportation (DOT) needs to be entered. Click in the Unit field on Row 12. Enter the desired information into the Unit field. Note: GL uses the Business Unit ―STATE‖ for all agencies. 59. 60. 61. 62. Click in the Ledger field. Enter the desired information into the Ledger field. Note: Always enter ―ACTUALS‖ for the Ledger Group in GL. 63. 64. 65. 66. 67. 68. 69. 70. Click in the Fund field. Enter the desired information into the Fund field. Click in the Account field. Enter the desired information into the Account field. Click in the ALI field. Enter the desired information into the ALI field. Click in the Department field. Enter the desired information into the Department field. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 34 of 918 State of Ohio Financials Process Manual 71. 72. 73. 74. Click in the Program field. Enter the desired information into the Program field. Click the scrollbar to move to the right of the page. Enter debits as positive numbers ($500) and credits as negative numbers (-$500). Click in the Amount field. 75. 76. Enter the desired information into the Amount field. Next, create the balancing side of the journal entry. OAKS requires double-sided journal entries, and the amounts on both sides of the journal must balance. For the journal entries created, the debits must equal the credits. 77. The spreadsheet copies the information entered on the previous journal line if the ChartFields checkbox on line 8 is selected. For this scenario, the information entered on line 12 appears automatically on the new journal line. 78. Ensure that all checkboxes, except Account and Amount, are checked. If copying the account and amount information from one journal line to another, a change to the account and balance the journal may be forgotten. This can cause errors when uploading the journal into OAKS. 79. 80. 81. 82. Click the Amount checkbox on line 8 to remove the check mark. Click the scrollbar to move to the left of the page. Click the + button located in row 9 at the far left of the screen. Because OAKS automatically copied the journal line information on line 12 to the new journal line, only a new Account and Amount needs to be added. Click in the Account field. Enter the desired information into the Account field. Click the scrollbar to move to the right of the page. Click in the Amount field. Enter the desired information into the Amount field. Click the Save button to save the work in the journal spreadsheet. Financials Process Manual v1.26 11/30/07 83. 84. 85. 86. 87. 88. Office of Budget and Management Page 35 of 918 State of Ohio Financials Process Manual 89. Once uploaded into OAKS, the Agency GL Approver edits and budget checks the journals. If the approver finds errors in the spreadsheet journal, the spreadsheet must be corrected and uploaded again. Return to Table of Contents Reviewing and Uploading Spreadsheet Journal Entries Overview Use this process when reviewing and uploading spreadsheet journal entries. The Agency GL Approver reviews and approves the spreadsheet journals created by the Agency GL Processor, then once approved they can be uploaded into OAKS. High Level Workflow: Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 36 of 918 State of Ohio Financials Process Manual Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 37 of 918 State of Ohio Financials Process Manual Navigation Path General Ledger→ Journals→ Import Journals→ Spreadsheet Journals Notes Needed Prior to Starting Process: 1. Spreadsheet Journal Upload Files: http://www.obm.ohio.gov/forms/OAKS.asp (towards the bottom of the page) Legal, Procedural, Policy References: 1. Agencies will complete spreadsheet journals using a pre-defined template and upload for review and posting by OBM. 2. Journal entries require double-sided entries (otherwise known as DoubleEntry Accounting). Attachments 1. Spreadsheet Journal Upload Files: http://www.obm.ohio.gov/forms/OAKS.asp (towards the bottom of the page) Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 38 of 918 State of Ohio Financials Process Manual Key Differences Legacy (CAS) OAKS Comments Agencies have the ability to complete spreadsheet journals using a predefined template to upload them for review and approval by OBM. The Spreadsheet Journal Entry process allows your agency user to enter journals in Excel and upload the journals into OAKS. OAKS provides an automated process in which the journal entry is validated for correct accounting information. OAKS provides an automated process in which the transaction is validated against the budget to ensure appropriate funding is available. The ―Approved‖ status used in CAS no longer exists. The status has been replaced with ―Posted‖. The PS/GL Jrnl Edit and Error Report runs the edit process for journal entries and produces an error report. The OAKS Commitment Control Budget prohibits spending when your agency exceeds your agency‘s allocated budget limit. When an agency submits a budget transfer or an adjustment journal, OBM reviews and posts the budget journal after they approved the transaction. Agencies transfer funds online and may record adjustments either online or by using an OAKS budget spreadsheet journal. N/A Journal Entry Spreadsheet OBM reviews a journal entry request form and approves it. OBM views journal correction line details and compares with SAC. If these do not match, an error occurs. Approved Edit Check Budget Check Posted PS/GL Edit & Error Report Commitment Control Budget N/A Budget Spending Authority Adjustment (SAD) OBM posts a budget journal online in OAKS Plan Adjustment Transaction (PLA) Budget Transfer or Adjustment Journal Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 39 of 918 State of Ohio Financials Process Manual Process 1. To begin the process of uploading spreadsheet journal entries, a copy of the GL Spreadsheet Topics folder in needed on the PC. Your agency should provide the GL Spreadsheet folder. In addition, your agency decides where your agency‘s files should be saved. Please seek guidance from your agency on this process. Double-click the GL Spreadsheet Topics (Zip) folder to go to the Actuals folder. Double-click the Actuals folder to display the files in it. The Actuals folder contains four files. Each file serves an important purpose for the Spreadsheet Journal Entry process. The only file used to create journal entries is the JRNL1.xls. Note: Do not open or change the other files. Do not use these files in this process. 2. 3. 4. 5. 6. Double-click the JRNL1.xls file to begin reviewing your agency‘s spreadsheet journal entries. When opening the JRNL.xls file, a Security Warning may be seen. Click the Enable Macros button in the Security Warning window to open the JRNL.xls (spreadsheet journal) file. 7. Next, review the information that currently exists in the journal spreadsheet. Click the Edit button to open the journal spreadsheet for review or to make changes to your agency‘s journal. 8. In the Edit Journal Sheet window, select the journal sheet to review and upload. In this scenario, select and review the spreadsheet which was created for upload. Click the OK button to open and edit the test spreadsheet. 9. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 40 of 918 State of Ohio Financials Process Manual 10. Once the test spreadsheet has been opened, review all the journal lines in the spreadsheet for accuracy. Verify that: 1. All journal lines balance 2. Account coding is correct Note: Use the ChartField Crosswalk job aid on OAKS Training Online to verify that valid information into the ChartField fields was entered. 11. If errors exist, there are two options to correct the journal lines: 1. Locate the correct information and update the field. 2. Send an e-mail to the GL Journal Processor asking for revisions. When all the journal lines have been corrected and reviewed, click the Save button to save the changes. Click the Save button. 12. 13. Click the Home button to go to the main menu of the journal spreadsheet where the upload of this journal can begin. Now that the spreadsheet in Excel has been reviewed, it needs uploaded into OAKS for further processing. Uploading the spreadsheet shows that it has been reviewed and approved, so only upload it after approving it. Click the Write File button in the Import Journals field area to upload the spreadsheet into OAKS. Use the Write Journals to File window to convert the journal spreadsheet into a format that can be uploaded into OAKS. Select one or several spreadsheets to save to the computer. To save all of the spreadsheets listed in the Select Sheet field, click the ALL button. 14. 15. 16. Note: Your agency decides where the spreadsheet files should be saved. Please seek guidance from your agency on their current process. Selecting the file saves the spreadsheet to the My Documents folder. 17. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 41 of 918 State of Ohio Financials Process Manual 18. Check the File Name displayed near the bottom of the Write Journals to File window. The journal spreadsheet program saves your agency‘s journal spreadsheet in its upload format to this location. Verify with your agency if the file address provided is the correct location for saving spreadsheets. Click the OK button so the computer converts the journal spreadsheets selected into a format that can be uploaded into OAKS. Click the Internet Explorer button to log in to OAKS. Next, log in to OAKS so the upload of this journal spreadsheet can continue. Enter the OAKS User ID and Password and then click the Sign In button to go to the OAKS Main Menu. 19. 20. 21. 22. Begin by going to the Spreadsheet Journal Import page. Click the General Ledger link. 23. 24. 25. 26. 27. 28. Click the Journals link. Click the Import Journals link. Click the Spreadsheet Journals link. Click the Collapse Menu button to minimize the side menu so more of the OAKS page can be seen. A Run Control ID, along with the User ID, which uniquely identifies the preferences for running a report or process in OAKS. Use the Find an Existing Value page to search for a Run Control ID that has already been saved. Use the Add a New Value page to add a new Run Control ID. 29. 30. Click the Add a New Value tab so that your agency‘s journal spreadsheet (a ―new value‖) can be imported. When creating a Run Control ID, enter a short descriptive name, maximum 30 letters and numbers with no spaces. Enter the desired information into the Run Control ID field. 31. 32. Click the Add button to import the spreadsheet file. Use the Spreadsheet Journal Import Request page to attach the spreadsheet journal(s) to be uploaded into OAKS. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 42 of 918 State of Ohio Financials Process Manual 33. 34. OAKS automatically provides the information in the *Character Set and *If Journal Is Invalid fields. OAKS automatically displays Skip in the *If Journal Already Exists field. Sometimes a corrected spreadsheet from Excel may need to be uploaded to OAKS. If so, change the *If Journal Already Exists field to Update. When selecting ―Update,‖ OAKS replaces the previous file with the new file. For this scenario, use the *If Journal Already Exists ―Skip‖. 35. 36. Click the Add button to import the spreadsheet file. Notice that OAKS asks which file to import. OAKS does not yet know which journal spreadsheet file to import. For this scenario, this spreadsheet was saved in the My Documents folder. This location is defined by your agency. Click the Browse button to search for the journal spreadsheet(s). 37. OAKS displays the Choose File window. Use this window to find the JRNL1.txt file that Excel created to import. Click the scrollbar to go to the right of the window. 38. 39. Note: Do not import the JRNLx.xls file. Only import the JRNL1.txt file. Click the Open button to select this file and return to the OAKS Browse window. Click the Open button. 40. 41. Click the Upload button to inform OAKS to pull the spreadsheet journal information from the Excel file into OAKS. OAKS returns to the Spreadsheet Journal Import Request window. Notice the file name, JRNL1.txt, in the Attached File field. This shows that the agency‘s processor has prepared OAKS to upload this particular file. Click the Save button to store these settings in OAKS. 42. Click the Run button to open the Process Scheduler Request page. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 43 of 918 State of Ohio Financials Process Manual 43. Use the Process Scheduler Request page to set up how your agency processor wants to run a process. This page can also be used to select process output types and output formats. 44. Note: Do not change the Server Name, Recurrence, and Time Zone fields. If these fields are changed, the process may not run when expected. Click the OK button to begin the upload process. Notice that OAKS assigns a Process Instance number when a process is run. Use this to track the status of your agency‘s processor spreadsheet upload process. Click the Process Monitor link to display the upload status of your agency‘s spreadsheet journal. Click the Process Monitor link. 45. 46. 47. 48. The Process List page displays all the processes that have been requested. Use the process name or process instance number to find the process. Continue clicking the Refresh button until the Run Status displays ―Success‖ and the Distribution Status displays ―Posted‖. If OAKS displays ―Success‖, now run the journal edit batch process. See the Running the Journal Edit Batch Process topic for instructions. 49. 50. 51. To verify the OAKS system successfully uploaded the journal click the Details link. Click the Details link. 52. 53. Click the Message Log link. Note: To verify that the spreadsheet journal has successfully uploaded, confirm in line three of the message log all journals were imported. In this case, the one journal created imported successfully. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 44 of 918 State of Ohio Financials Process Manual Running the Journal Edit Batch Process Overview Use this process to run the journal edit batch process. High Level Workflow: Navigation Path General Ledger → Journals → Process Journals → Edit Journals Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 45 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None. Legal, Procedural, Policy References: 1. OAKS does not post the journal until the budget errors are corrected. If it is a budget journal for an agency-level budget, the agency must correct the errors and re-process the journal. If the budget journal is for appropriation or allotment, OBM works with the agency to correct the journal and re-post it. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 46 of 918 State of Ohio Financials Process Manual Key Differences Legacy (CAS) OAKS Comments Agencies have the ability to complete spreadsheet journals using a predefined template to upload them for review and approval by OBM. The Spreadsheet Journal Entry process allows your agency to enter journals in Excel and upload the journals into OAKS. OAKS provides an automated process in which the journal entry is validated for correct accounting information. OAKS provides an automated process in which the transaction is validated against the budget to ensure appropriate funding is available. The ―Approved‖ status used in CAS no longer exists. The status has been replaced with ―Posted‖. The PS/GL Jrnl Edit and Error Report runs the edit process for journal entries and produces an error report. The OAKS Commitment Control Budget prohibits spending when your agency exceeds your agency‘s allocated budget limit. When an agency submits a budget transfer or an adjustment journal, OBM reviews and posts the budget journal after they approved the transaction. Agencies transfer funds online and may record adjustments either online or by using an OAKS budget spreadsheet journal. N/A Journal Entry Spreadsheet OBM reviews a journal entry request form and approves it. OBM views journal correction line details and compares with SAC. If these do not match, an error occurs. Approved Edit Check Budget Check Posted PS/GL Edit & Error Report Commitment Control Budget N/A Budget Spending Authority Adjustment (SAD) OBM posts a budget journal online in OAKS Plan Adjustment Transaction (PLA) Budget Transfer or Adjustment Journal Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 47 of 918 State of Ohio Financials Process Manual Process 1. The Edit Journals page allows the agency user to locate an existing batch or add a new value; in this case, the user is going to create a new journal batch. Click the Add a New Value tab. A Run Control ID, along with the User ID, uniquely identifies the user‘s preferences for running a report or process in OAKS. Note: When creating a Run Control ID, enter a short descriptive name, maximum 30 letters and numbers with no spaces. 2. 3. 4. 5. 6. Enter the desired information into the Run Control ID field. Click the Add button to create a new journal batch. Use the Edit Journals Request page to enter the parameters (details that tell OAKS what to include in the batch, when to run the batch, etc.) for this batch process. OAKS automatically selects the Edit checkbox. Do not change this setting. 7. Three Process Frequency options may be used: 1. ―Once‖ = batch runs one time and then the Process Frequency is set back to ―Don‘t Run‖. 2."Always" = means that every time this process runs, OAKS processes each journal entry in the defined batch. 3."Don‘t Run" = is not correct for journal entries. Do not use this option. The Process Frequency is "Always" for all journal entries. Click the Always radio button. 8. 9. 10. 11. Enter the desired information into the *Description field. Click the Look Up Business Unit button to find and choose a Business Unit. Click the scrollbar to go to the bottom of the page. Note: The Business Unit for GL is always ―STATE‖. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 48 of 918 State of Ohio Financials Process Manual 12. After selecting one of the search results, OAKS automatically returns to the original page and populates the value selected in the appropriate field. Click the desired information in the Search Results table. For this scenario, click "STATE". 13. 14. 15. 16. 17. 18. 19. Use the Journal ID From field to select the beginning of the range of journals to edit. Click the Look Up Journal ID From button to find and choose a Journal ID From. Click the desired information in the Search Results table. Use the To Journal ID field to select the ending range of journals to edit. Click the Look Up To Journal ID button to find and choose a To Journal ID. Click the desired information in the Search Results table. Use the Budget Check checkbox to tell OAKS to check that the debit and/or credit accounts have enough funding in their Commitment Control budgets to process this batch. Click the Budget Check checkbox. 20. 21. Click the Run button to inform OAKS to begin the batch process and to open the Process Scheduler Request page. Use the Process Scheduler Request page to set up how to run a process. This page can also be used to select output types and output formats. OAKS automatically fills in the correct information for the Server Name, Recurrence, Run Date, and Run Time. Do not change these fields. Always accept the information in these fields. 22. 23. Two options for running the journal edit process: 1. PS/GL Jrnl Edit and Error Report: This runs the edit process and produces an error report. 2. PS/GL Journal Edit: This runs only the edit process. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 49 of 918 State of Ohio Financials Process Manual 24. Note: Click the PS/GL Jrnl Edit and Error Report checkbox each time running a batch. Click the PS/GL Jrnl Edit and Error Report checkbox. 25. 26. 27. 28. 29. Click the OK button to start running the batch process. Use the Edit Journals Request page to move to the Process Monitor page to find the Process Instance number. Notice that OAKS assigns a Process Instance number when running a process. Use this to track the status of the batch process. Click the Process Monitor link to display the status of the process. Use the Process List page to see the status of the batch. Note: If it is a list of several processes, use the process name or process instance number to find the specific process. 30. Continue clicking the Refresh button until the Run Status for the particular process displays ―Success‖ and the Distribution Status displays ―Posted‖. Note: Only click once every 30-60 seconds to ensure that the process runs effectively. Look for both "Success" and "Posted" for your agency‘s batch. This means that OAKS successfully ran the process. This does not mean the journal was edited or post to the General Ledger, nor does it mean that the spreadsheet has uploaded into OAKS. 31. 32. 33. If OAKS does not display ―Success‖ or ―Posted‖, go to the View Log/Trace page to determine why the process did not run correctly. In addition, if a journal does not pass budget check, please refer to the Editing and Uploading Spreadsheet Journal Entries topic. Click the Process Name "GLJEDERR" link for the process instance number to open the Process Details page. For this scenario, click "GLJEDERR" for the process instance number 42977. 34. 35. 36. Use the Process Detail page to manage and review the process. To review the View Log/Trace page for a particular journal batch, click the Success link. Use the Process Detail page to manage and review the process. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 50 of 918 State of Ohio Financials Process Manual 37. 38. 39. Click the View Log/Trace link to open the report. Once on the View Log/Trace page, click the File List link ".PDF" to open the report. Click the Maximize/Restore button. Note: The View/Log Trace report opens in a new Internet explorer window. 40. Use the View/Log Trace page to review any errors that occurred during the journal batch process. OAKS may display explanations describing why or where the process failed. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 51 of 918 State of Ohio Financials Process Manual Review Journal Entries Overview Use this process to display journal entries to review their status in OAKS. High Level Workflow: Navigation Path General Ledger → Review Financial Information → Journals Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 52 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. None Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 53 of 918 State of Ohio Financials Process Manual Key Differences Legacy (CAS) OAKS Comments Agencies have the ability to complete spreadsheet journals using a predefined template to upload them for review and approval by OBM. The Spreadsheet Journal Entry process allows your agency to enter journals in Excel and upload the journals into OAKS. OAKS provides an automated process in which the journal entry is validated for correct accounting information. OAKS provides an automated process in which the transaction is validated against the budget to ensure appropriate funding is available. The ―Approved‖ status used in CAS no longer exists. The status has been replaced with ―Posted‖. The PS/GL Jrnl Edit and Error Report runs the edit process for journal entries and produces an error report. The OAKS Commitment Control Budget prohibits spending when your agency exceeds your agency‘s allocated budget limit. When an agency submits a budget transfer or an adjustment journal, OBM reviews and posts the budget journal after they approved the transaction. Agencies transfer funds online and may record adjustments either online or by using an OAKS budget spreadsheet journal. N/A Journal Entry Spreadsheet OBM reviews a journal entry request form and approves it. OBM views journal correction line details and compares with SAC. If these do not match, an error occurs. Approved Edit Check Budget Check Posted PS/GL Edit & Error Report Commitment Control Budget N/A Budget Spending Authority Adjustment (SAD) OBM posts a budget journal online in OAKS Plan Adjustment Transaction (PLA) Budget Transfer or Adjustment Journal Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 54 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. 4. 5. 6. 7. 8. The Journals page allows a journal to be located using an existing Inquiry Name or by creating a new Inquiry Name. Click the Add a New Value tab to create a new Inquiry Name. Similar to a Run Control ID, an Inquiry Name allows the user to save their preferences for inquiring on your agency‘s journal entry. Enter the desired information into the Inquiry Name field. Click the Add button to create a new Inquiry Name. Click the Look Up Unit button to find and choose a Business Unit. Note: The Business Unit is always "STATE" when using the General Ledger module. After selecting one of the search results, OAKS automatically returns to the original page and inserts the item selected in the appropriate field. Click the desired information in the Search Results table. For this scenario, click "STATE". 9. 10. Click the Look Up Ledger button to find and choose a Ledger. Note: Always use "ACTUALS" for the Ledger in GL. Click the desired information in the Search Results table. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. Click the Look Up Year button to find and choose a fiscal year. Click the desired information in the Search Results table. Click the Look Up From Period button to find and choose a From Period. Click the desired information in the Search Results table. Click the Look Up To Period button to find and choose a To Period. Click the desired information in the Search Results table. Click the Look Up Journal ID button to find and choose a Journal ID. OAKS uses a Journal ID as the ID for every journal. The Journal ID can be up to 10 characters long. Select the Journal ID to review. Click the Choose a date button to find and choose a Date. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 55 of 918 State of Ohio Financials Process Manual 21. 22. 23. Select the journal Date to review. Click the Look Up Status button to find and choose a Status. The Status field of the Journal Inquiry page displays the current processing stage of the journal. OAKS uses several status types, such as: •V – Valid •E – Journal Has Errors •P – Posted Note: OAKS does not use "Suspense" Status. 24. 25. 26. Select the journal Status to review. Click the Look Up User button to find and choose a specific OAKS User ID. Use the User Search Condition "begins with" to find the User code. Enter the desired search value into the User field. 27. 28. 29. 30. Click the Look Up button to inform OAKS to find all User IDs that begin with a letter Click the desired information in the Search Results table. Click the Search button to locate journal entries with the provided Ledger Criteria. On the Journal Inquiry page, journal entries are displayed at the bottom of the page with their current status. Click on a Journal ID link to view more details. Note: To sort the results page, click the column header to sort the entire Search Results field alphabetically. Each column can be sorted by clicking its header. Clicking the header once sorts the results in ascending order; two clicks sorts the results in descending order. 31. From the Search Results field, select the Journal ID to review the Journal Inquiry Details page. Click the desired information in the Search Results table. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 56 of 918 State of Ohio Financials Process Manual 32. The Journal Inquiry Details page displays the information for a selected journal entry, including Ledger Criteria, Journal Header, Totals by Currency, and Journal Lines. Note: Agencies need to review the status of their journal postings on a regular basis to be sure that entries have posted properly to OAKS. 33. Click the Save button. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 57 of 918 State of Ohio Financials Process Manual Budget Journals     Creating a Budget Journal Creating a Budget Transfer Creating Spreadsheet Budget Journal Entries Reviewing and Uploading Spreadsheet Budget Journal Entries Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 58 of 918 State of Ohio Financials Process Manual Creating a Budget Journal Overview Use this process to create a budget journal. High Level Workflow: Navigation Path Commitment Control→ Budget Journal→ Enter Budget Journal Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 59 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. OBM creates the budget at the appropriation and allotment levels. The budget check process uses these budgets to determine whether or not there is sufficient appropriation and cash to cover the transaction. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 60 of 918 State of Ohio Financials Process Manual Key Differences Legacy (CAS) OAKS Comments Agencies have the ability to complete spreadsheet journals using a predefined template to upload them for review and approval by OBM. The Spreadsheet Journal Entry process allows your agency to enter journals in Excel and upload the journals into OAKS. OAKS provides an automated process in which the journal entry is validated for correct accounting information. OAKS provides an automated process in which the transaction is validated against the budget to ensure appropriate funding is available. The ―Approved‖ status used in CAS no longer exists. The status has been replaced with ―Posted‖. The OAKS Commitment Control Budget prohibits spending when your agency exceeds your agency‘s allocated budget limit. When an agency submits a budget transfer or an adjustment journal, OBM reviews and posts the budget journal after they approved the transaction. Agencies transfer funds online and may record adjustments either online or by using an OAKS budget spreadsheet journal. N/A Journal Entry Spreadsheet OBM reviews a journal entry request form and approves it. OBM views journal correction line details and compares with SAC. If these do not match, an error occurs. Approved Edit Check Budget Check Posted Budget Commitment Control Budget Spending Authority Adjustment (SAD) OBM posts a budget journal online in OAKS Plan Adjustment Transaction (PLA) Budget Transfer or Adjustment Journal Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 61 of 918 State of Ohio Financials Process Manual Process 1. 2. Use the Enter Budget Journals page to locate an existing or add a new budget journal. Always use "STATE" as the Business Unit for the General Ledger module. Double-click in the Business Unit field. Enter the desired information into the Business Unit field. Accept the Journal ID and Journal Date provided. Click the Add button. Use the Budget Header page to specify budget header information for a budget journal, such as: • Ledger Group (CC_Approp) • Budget Entry Type (Original/Adjustment) • Long Description 3. 4. 5. 6. 7. 8. 9. Click the Look up Ledger Group button to find and choose a Ledger Group. See the Ledger Group Job Aid on OAKS Training Online for a detailed description of each ledger group displayed on this page. After selecting one of the search results, OAKS automatically returns to the original page and inserts the item selected in the appropriate field. Click the desired information in the Search Results table. 10. In OAKS, use two Budget Entry Types to enter budget journals: 1. Original: Indicates an original budget journal entry. Used to record adopted or approved budgets. 2. Adjustment: Indicates an adjustment to an original budget journal. 11. See the OAKS Journal Processing Terms and Roles Job Aid on OAKS Training Online for a detailed description of each budget type. This scenario involves entering an original journal. Verify that the Original radio button is selected as the Budget Entry Type. 12. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 62 of 918 State of Ohio Financials Process Manual 13. 14. 15. 16. 17. 18. 19. 20. Click in the Long Description field. Enter the desired information into the Long Description field. Click the Budget Lines tab. Use the Budget Lines page to specify the monetary amounts, budget period, and the ChartField values for each transaction. Click the Look up Budget Period button to find and choose a Budget Period. Click the desired information in Search Results table. Click the Look up Fund button to find and choose a Fund code. Use the Fund Code "begins with" search condition to find the Fund Code. Click in the Fund Code field. Enter the desired information into the Fund Code field. Click the Look Up button. Click the desired information in the Search Results table. Click the Look up Account button. Click in the Account field. Enter the desired information into the Account field. Click the Look Up button. OAKS groups Accounts into categories. The higher the level of category, the fewer the number of Account digits. In this example, all six-digit expenditure accounts roll up into Account "50". See account structure below: 50 = Expenditures 530 = Equipment 5311 = Office Equipment 531105 = Filing Cabinets Note: Account codes contain a maximum of 6-digits with no spaces. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. Click the desired information in Search Results table. Click the Look up ALI button. Click in the ALI field. Enter the desired information into the ALI field. Click the Look Up button. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 63 of 918 State of Ohio Financials Process Manual 34. 35. 36. 37. 38. 39. 40. 41. 42. Click the desired information in the Search Results table. Click the Look up Dept button. Click in the Department field. Enter the desired information into the Department field. Click the Look Up button. Click the desired information in the Search Results table. Click in the Amount field. Enter the desired information into the Amount field. Note: For budget journal posting, remember: 1. Agencies can only post agency-level budget journals. 2. Agencies cannot post appropriation or allotment-level budgets. Only OBM may post these. 43. This scenario will walk through posting a budget journal at the appropriation level. The process for posting agency-level budget journals is completed using the same steps. Remember: only OBM can post this journal. 44. 45. 46. 47. 48. 49. Confirm that "Post Journal" displays in the Process field. Click the Process button. Click the Yes button to confirm the budget journal posting. Notice the Budget Header Status field now displays "Posted". Click the Budget Header tab. Click the Budget Errors tab to verify that no errors exist in the budget journal. Note: OAKS does not post budget journals until all errors have been corrected. 50. Use the Budget Errors page to view header and line detail messages for budgets that failed the edit/post process. When the Commitment Control Posting process encounters errors during editing, it marks the journal lines in error. OAKS does not post the journal until the errors are corrected. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 64 of 918 State of Ohio Financials Process Manual 51. After a budget journal has been processed, it may fail and return errors. The Header Errors field area displays any errors relating to the Budget Header page, while the Line Errors field area displays Budget Line errors. This section details any journal errors so that corrections can be made. Note: If a budget journal is for an agency-level budget, the agency must correct the errors and re-post the journal. If the budget journal is for appropriation or allotment, OBM works with the agency to correct the journal and re-post it. 52. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 65 of 918 State of Ohio Financials Process Manual Creating a Budget Transfer Overview Use this process to create a budget transfer. High Level Workflow: Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 66 of 918 State of Ohio Financials Process Manual Navigation Path Commitment Control → Budget Journals → Enter Budget Transfer Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 67 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. Only OBM has the authority to post a budget transfer at the appropriation and allotment level. Agencies may create and post agency-level budget transfers. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 68 of 918 State of Ohio Financials Process Manual Key Differences Legacy (CAS) OAKS Comments Agencies have the ability to complete spreadsheet journals using a predefined template to upload them for review and approval by OBM. The Spreadsheet Journal Entry process allows your agency to enter journals in Excel and upload the journals into OAKS. OAKS provides an automated process in which the journal entry is validated for correct accounting information. OAKS provides an automated process in which the transaction is validated against the budget to ensure appropriate funding is available. The ―Approved‖ status used in CAS no longer exists. The status has been replaced with ―Posted‖. The OAKS Commitment Control Budget prohibits spending when your agency exceeds your agency‘s allocated budget limit. When an agency submits a budget transfer or an adjustment journal, OBM reviews and posts the budget journal after they approved the transaction. Agencies transfer funds online and may record adjustments either online or by using an OAKS budget spreadsheet journal. N/A Journal Entry Spreadsheet OBM reviews a journal entry request form and approves it. OBM views journal correction line details and compares with SAC. If these do not match, an error occurs. Approved Edit Check Budget Check Posted Budget Commitment Control Budget Spending Authority Adjustment (SAD) OBM posts a budget journal online in OAKS Plan Adjustment Transaction (PLA) Budget Transfer or Adjustment Journal Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 69 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. 4. 5. 6. 7. 8. Click the Look Up Business Unit button to find and choose a Business Unit. Enter the desired information into the Business Unit field. Note: Always use "STATE" as the Business Unit for the General Ledger module. Click the Look Up button. Click the desired information in the Search Results table. Accept the Journal ID and Journal Date provided. Click the Add button to create a new budget transfer. Use the Budget Header page to specify budget header information for a budget transfer journal: •Ledger Group (CC_Approp) •Budget Entry Type (Transfer Original/Adjustment) •Long Description Click the Look Up Ledger Group button to find and choose a Ledger Group. After selecting one of the search results, OAKS automatically returns to the original page and inserts the item selected in the appropriate field. Click the desired information in the Search Results table. 9. 10. 11. OAKS uses the Control ChartField to determine whether it should enforce budgetary control over the transaction. For this scenario, Fund Code is the Control ChartField that tells OAKS to check whether a budget appropriation exists and cash is available for the transaction. For this scenario, since Fund Code is the Control ChartField, OAKS will verify that budget funds are available for the transaction. In OAKS, use two Budget Entry Types for budget transfers: 1. Transfer Original - Transfer of original budget amounts 2. Transfer Adjustment - Transfer of adjusted budget amounts 12. 13. See the OAKS Journal Processing Terms and Roles Job Aid on OAKS Training Online for a detailed description of each budget type. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 70 of 918 State of Ohio Financials Process Manual 14. Use the Transfer Original checkbox in the Budget Entry Type field area to indicate a transfer of the original budget amounts. For this scenario, click the Transfer Original radio button. 15. 16. 17. 18. 19. 20. 21. 22. Click in the Long Description field. Enter the desired information into the Long Description field. Click the Budget Lines tab. Use the Budget Lines page to begin entering budget journal transfer line information. Click the Look Up Budget Period button to find and choose a Budget Period. Click the desired information in the Search Results table. Click the Look Up Fund button to find and choose a Fund code. Use the Fund Search Condition "begins with" to find the Fund code. Enter the desired search value into the Fund Code field. 23. 24. 25. 26. Click the Look Up button. Click the desired information in the Search Results table. Click the Look Up Account button to find and choose an Account code. OAKS groups Accounts into categories. The higher the level of category, the fewer the number of Account digits. All six-digit expenditure accounts roll up into Account 50. See account structure below: 50 = Expenditures 530 = Equipment 5311 = Office Equipment 531105 = Filing Cabinets Note: Account codes contain a maximum of 6 numbers with no spaces. 27. Use the Account Search Condition "begins with" to find the Account code. Enter the desired search value into the Account field. 28. Click the Look Up button. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 71 of 918 State of Ohio Financials Process Manual 29. 30. 31. Click the desired information in the Search Results table. Click the Look Up ALI button to find and choose an ALI code. Use the ALI Search Condition "begins with" to find the ALI code. Enter the desired search value into the ALI field. 32. 33. 34. 35. 36. Click the Look Up button. Click the scrollbar to go to the bottom of the page. Click the desired information in the Search Results table. Click the Look Up Dept button to find and choose a Dept code. Use the Department Search Condition "begins with" to find the Department code. Enter the desired search value into the Department field. 37. 38. 39. 40. 41. Click the Look Up button. Click the desired information in the Search Results table. Click the scrollbar to move to the right of the page. Enter the desired information into the Amount field. Note: Remember that entering a budget transfer requires a doublesided entry, meaning that journals must balance. Entering a budget journal only requires a single line. Since transferring money from one ALI to another, a double-sided journal entry is necessary. Click the Add a new row button. 42. 43. 44. Click the scrollbar to go to the left of the page. For the second line of a budget transfer, the fields of information will remain the except for the ALI and Amount fields. Manually enter these fields. 45. 46. 47. 48. 49. 50. Click in the Budget Period field. Enter the desired information into the Look up Budget Period field. Click in the Fund field. Enter the desired information into the Fund field. Click in the Account field. Enter the desired information into the Account field. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 72 of 918 State of Ohio Financials Process Manual 51. 52. Click the Look Up ALI button to find and choose an ALI code. Use the ALI Search Condition "begins with" to find the ALI code. Enter the desired search value into the ALI field. 53. 54. 55. 56. 57. 58. 59. 60. 61. 62. Click the Look Up button. Click the scrollbar to go to the bottom of the page. Click the desired information in the Search Results table. Click in the Dept field. Enter the desired information into the Dept field. Click the scrollbar to move to the right of the page. Click in the Amount field. Enter the desired information into the Amount field. Click the Save button. Verify that the Process field is set to "Post Journal". Remember: Only OBM can post this transaction. Note: OAKS does not post journals until all errors have been corrected. Click the Process button to post the journal. 63. 64. Click the Yes button. Total Credits displays the debits and credits that have been entered. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 73 of 918 State of Ohio Financials Process Manual Creating Spreadsheet Budget Journal Entries Overview Use this process to create spreadsheet. High Level Workflow: Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 74 of 918 State of Ohio Financials Process Manual Navigation Path None Available – Loading a spreadsheet Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 75 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. In order to use the budget spreadsheet journal capability, agencies would need to have Microsoft Excel. Legal, Procedural, Policy References: 1. None Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 76 of 918 State of Ohio Financials Process Manual Key Differences Legacy (CAS) OAKS Comments Agencies have the ability to complete spreadsheet journals using a predefined template to upload them for review and approval by OBM. The Spreadsheet Journal Entry process allows your agency to enter journals in Excel and upload the journals into OAKS. OAKS provides an automated process in which the journal entry is validated for correct accounting information. OAKS provides an automated process in which the transaction is validated against the budget to ensure appropriate funding is available. The ―Approved‖ status used in CAS no longer exists. The status has been replaced with ―Posted‖. The OAKS Commitment Control Budget prohibits spending when your agency exceeds your agency‘s allocated budget limit. When an agency submits a budget transfer or an adjustment journal, OBM reviews and posts the budget journal after they approved the transaction. Agencies transfer funds online and may record adjustments either online or by using an OAKS budget spreadsheet journal. N/A Journal Entry Spreadsheet OBM reviews a journal entry request form and approves it. OBM views journal correction line details and compares with SAC. If these do not match, an error occurs. Approved Edit Check Budget Check Posted Budget Commitment Control Budget Spending Authority Adjustment (SAD) OBM posts a budget journal online in OAKS Plan Adjustment Transaction (PLA) Budget Transfer or Adjustment Journal Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 77 of 918 State of Ohio Financials Process Manual Process 1. To begin the process of creating spreadsheet budget journal entries, a copy of the GL Spreadsheet Topics folder is needed on the PC. Your agency should provide the GL Spreadsheet folder. In addition, your agency decides where the files should be saved. Please seek guidance from your agency on this process. Double-click the GL Spreadsheet Topics (Zip) folder. Note: If unable to unzip the folder, please contact your agency‘s computer support team for assistance. 2. 3. 4. Double-click the Budgets folder to display the files in it. The Budgets folder contains two files. Each file serves an important purpose and is necessary to the Spreadsheet Budget Journal Entry process. Best practice recommends that your agency‘s computer support team creates a copy of the entire Actuals folder and stores it in a safe location. This provides a backup copy of the folder in case of running into problems with the spreadsheet journal. It is also recommended that the user create a copy of the folder and store it in a safe location. See your agency‘s computer support team if unable to copy a folder. 5. 6. The only file used to create spreadsheet journals is the budget_journal_upload.xls file. Open the budget_journal_upload.xls to begin creating your agency‘s spreadsheet journal entries. Note: Do not open or change the other files. No information is going to be entered in these files. Double-click the budget_journal_upload.xls file. 7. When opening the budget_journal_upload.xls file, a Security Warning may be seen. In the Security Warning window, click the Enable Macros button to open the budget_journal_upload.xls (spreadsheet journal) file. Click the Enable Macros button. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 78 of 918 State of Ohio Financials Process Manual 8. The computer must have a ―Medium‖ macro security level set for Microsoft Excel. If Excel displays an error message, please change the Excel security using these steps: 1. On the Excel menu, click Tools, then Macro. 2. Slide across the menu and click Security. 3. On the Security Levels tab, click the Medium security level option. 4. Click the OK button to finish changing the Excel security level. If there is a problem with this, please contact your agency‘s computer support team. 9. 10. The computer opens the Import Journals spreadsheet and displays the Spreadsheet Budget Journal control page. The Spreadsheet Budget Journal control page contains three field areas: • General: Use these buttons to set up journal header information that automatically displays in the spreadsheet when creating new budget journals. • Budget Journal Sheets: Use these four buttons to create, edit, delete, and copy spreadsheet budget journals. • Import Journals: Supervisors use these two buttons to review and upload spreadsheet journals into OAKS. 11. Upon opening the budget_journal_upload.xls file, the next step is to set up the journal header information wanting to be displayed automatically. Note: Complete this task only one time. Click the Setup button in the General field area. 12. Use the Define Options and Defaults window to set up the journal header information wanted to be displayed automatically. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 79 of 918 State of Ohio Financials Process Manual 13. In this course, there are two instances to set up header information for the budget journal spreadsheet. •Define Options and Defaults window - Allows the agency user to set up information to fill in automatically each time the budget journal spreadsheet is used (e.g. BU, Ledger Group). • New Budget Journal Header window (within the spreadsheet) Allows the agency user to create a new budget journal. The information set up on the Define Options and Defaults window automatically displays on the New Budget Journal Header window. This information may be changed but additional information must be set up for each new journal. 14. Note: Always use "STATE" for the Business Unit for journals. Confirm that STATE is automatically filled in as the Business Unit. If not, enter "STATE" in the Business Unit field. 15. 16. 17. Click in the Business Unit field. Enter the desired information into the Business Unit field. Leave the date field blank in the Header Defaults field area. If a date is entered here, OAKS automatically puts that date on every journal line that is entered. For example, if 08/01/2007 is entered in the Date field, OAKS automatically sets 08/01/2007 as the creation date of every budget journal line. 18. 19. Enter the desired information into the Ledger Group field. Note: Do not enter or change any other information on this window. If any other field is accidentally changed, this budget journal spreadsheet may not work correctly. Click the OK button to set up the header for this budget journal spreadsheet entry and return to the Spreadsheet Journal control page. Click the OK button. 20. 21. Click the Notes button to open a regular Excel worksheet where notes can be entered and calculations can be performed. Information that is placed in the regular Excel worksheet does not go to OAKS when your agency‘s journal entries are imported. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 80 of 918 State of Ohio Financials Process Manual 22. Once the journal header has been set up using the Setup button and the Define Options and Defaults window, the next step is to create and name a new budget journal spreadsheet. Click the New button to create a new budget journal spreadsheet. Click the New button. 23. 24. 25. 26. Click in the New Budget Journal Sheet Name field. Enter the desired information into the New Budget Journal Sheet field. Note: The name entered here becomes the name of the spreadsheet but only in Excel. OAKS does not use this name for your agency‘s journal. Click the OK button to save the name of your agency‘s budget journal entry spreadsheet and to display your agency‘s new spreadsheet journal. The Budget Journal Upload page contains two main field areas: • Header: The information entered in the Header field area uniquely identifies your agency‘s budget journal. • Line: The information entered in the Lines portion of the spreadsheet is the budget journal line information. The information entered here includes Unit, Ledger, Account, Budget Period, ALI, Dept, and Amount. 27. 28. 29. The Budget Journal Upload page also contains two main button areas: •Header (Row 5) - Used to add, delete, or copy budget journal header information •Lines (Row 9) - Used to add, delete, or copy budget journal lines information 30. Line 7 in the Spreadsheet displays the OAKS ChartFields used to create a budget journal, such as Fund, Account and ALI. Also on this row is the budget journal Line#. This field represents the number of lines created in your agency‘s budget journal. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 81 of 918 State of Ohio Financials Process Manual 31. On line 8, a checkbox displays under each ChartField. This checkbox is used to automatically copy ChartField information from one journal line to another. All checkboxes, except for Account, are automatically selected. Click the checkbox if not wanting the information to be copied. 32. At this point, the information to fill in automatically has been set up for your agency‘s budget journal header, a new budget journal spreadsheet has been created, and the components of the budget journal spreadsheet have been reviewed. Next, create the budget journal Header information for this particular spreadsheet journal. Note: Complete this step before beginning to enter budget journal line information. 33. 34. 35. Use the + button (in row 5 at far left of the screen) to open the New Journal Header window to begin to create a new budget journal. Use the + button to enter budget journal header information. The Spreadsheet Journal displays an error message if attempting to enter journal information directly on the Header line (line 4). Use the New Budget Journal Header window to enter the header information for your agency‘s budget journal. The information entered here uniquely identifies your agency‘s budget journal in OAKS. 36. 37. Notice that the information entered on the Setup page automatically appears on the New Budget Journal Header page. The changes made on this window only affect this journal. It does not change the information entered on the Define Options and Defaults page. 38. Confirm that the Unit field displays ―STATE‖. In OAKS General Ledger, the Business Unit should always be ―STATE‖ for all agencies. The Journal ID uniquely identifies this budget journal. In OAKS, the Journal ID is limited to 10 digits. Although the spreadsheet journal allows more than 10 digits to be entered, OAKS removes all digits after the 10th digit when uploading your agency‘s budget journal into OAKS. 39. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 82 of 918 State of Ohio Financials Process Manual 40. 41. 42. Enter the desired information into the Journal ID field. The Journal Date is the date the budget journal posts to the General Ledger. Note: Original budget journals that go into effect at the beginning of a fiscal year should always have the date of 7/1/XXXX. Budget journals prior to the beginning of the fiscal year for a particular year can be entered, but a Journal Date of at least 7/1/XXXX must be provided. The Ledger Group field shows ledger group information provided in the Define Options and Defaults page. Enter the desired information into the Description field. The Description field describes the purpose of the journal. It is a required field and may contain up to 250 characters. Best practice recommends that a description which is no more than 30 characters long is entered. 43. 44. 45. 46. 47. Click the OK button to finish this budget journal header and display it on your agency‘s budget journal spreadsheet. Notice the information entered in the New Budget Journal Header window on row 4. Next, create budget journal lines. Click the + button (on row 9 at the far left of the screen) in the Lines region. 48. Note: Use the + button (on row 9) to create budget journal lines. If trying to enter information directly into spreadsheet, an error message displays. The error message explains that area is protected and read-only. Note: The spreadsheet added two grey lines on rows 11 and 12. Line 11 separates the budget journal lines from the ChartFields and must remain blank. The spreadsheet adds this blank line the first time a budget journal line is added and also to separate journals if multiple budget journals are added to the same spreadsheet. 49. 50. In the first field on line 12, the spreadsheet displays the Journal ID entered in the budget journal Header. It displays this information for each budget journal line added. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 83 of 918 State of Ohio Financials Process Manual 51. In the Line # column, the spreadsheet displays a sequential number each time a budget journal line is created. For this scenario, ―1‖ appears since this is the first budget journal line added. 52. If all the required information is not entered, OAKS creates an error for the budget journal. If the OAKS budget journal has errors, the spreadsheet must be corrected and uploaded into OAKS again. See the ―Uploading Spreadsheet‖ topic for additional information on uploading spreadsheet journals. 53. 54. Click in the Unit field on row 12. Enter the desired information into the Unit field. Note: Remember, GL uses the Business Unit ―STATE‖ for all agencies. 55. 56. 57. 58. 59. 60. 61. 62. 63. 64. 65. 66. 67. 68. 69. 70. Click in the Ledger field. Enter the desired information into the Ledger field. Click in the Account field. Enter the desired information into the Account field. Click in the Budget Period field. Enter the desired information into the Budget Period field. Click in the Dept ID field. Enter the desired information into the Dept ID field. Click in the Fund field. Enter the desired information into the Fund field. Click in the ALI field. Enter the desired information into the ALI field. Click the scrollbar to move to the right of the page. Next, the Amount for the budget journal entry must be entered. Click in the Amount field. Enter the desired information into the Amount field. Click the Save button to save the work in the budget journal spreadsheet. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 84 of 918 State of Ohio Financials Process Manual 71. 72. Note: The budget journal just created only has one line, but multiple lines of budget can be created in the spreadsheet budget journal. After successfully creating a budget journal entry using the journal spreadsheet, your agency‘s journal approver must now review and upload the spreadsheet into OAKS. Once uploaded into OAKS, the budget journal is going to be posted. If the approver finds errors in the spreadsheet journal, the spreadsheet can be corrected online. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 85 of 918 State of Ohio Financials Process Manual Reviewing and Uploading Spreadsheet Budget Journal Entries Overview Use this process to review and upload spreadsheet budget journal entries. High Level Workflow: Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 86 of 918 State of Ohio Financials Process Manual Navigation Path Commitment Control → Budget Journals → Budget Journal Sprdsht Upload Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 87 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. GL Spreadsheet Topics (Zip) folder Legal, Procedural, Policy References: 1. Budget Journal entries only require a single-sided entry. 2. The Agency Budget Approver reviews and approves spreadsheet journal created by an Agency Budget Processor. 3. Once approved, an Agency Budget Approver uploads the budget journal entry spreadsheet into OAKS. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 88 of 918 State of Ohio Financials Process Manual Key Differences Legacy (CAS) OAKS Comments Agencies have the ability to complete spreadsheet journals using a predefined template to upload them for review and approval by OBM. The Spreadsheet Journal Entry process allows your agency to enter journals in Excel and upload the journals into OAKS. OAKS provides an automated process in which the journal entry is validated for correct accounting information. OAKS provides an automated process in which the transaction is validated against the budget to ensure appropriate funding is available. The ―Approved‖ status used in CAS no longer exists. The status has been replaced with ―Posted‖. The OAKS Commitment Control Budget prohibits spending when your agency exceeds your agency‘s allocated budget limit. When an agency submits a budget transfer or an adjustment journal, OBM reviews and posts the budget journal after they approved the transaction. Agencies transfer funds online and may record adjustments either online or by using an OAKS budget spreadsheet journal. N/A Journal Entry Spreadsheet OBM reviews a journal entry request form and approves it. OBM views journal correction line details and compares with SAC. If these do not match, an error occurs. Approved Edit Check Budget Check Posted Budget Commitment Control Budget Spending Authority Adjustment (SAD) OBM posts a budget journal online in OAKS Plan Adjustment Transaction (PLA) Budget Transfer or Adjustment Journal Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 89 of 918 State of Ohio Financials Process Manual Process 1. To begin the process of uploading spreadsheet budget journal entries, a copy of the GL Budget Journal Spreadsheet Topics folder is needed on the PC. Your agency should provide the GL Spreadsheet folder. In addition, your agency decides where to save the files. Please seek guidance from your agency on this process. In this scenario, double-click the GL Spreadsheet Topics (Zip) folder to go to the Budgets folder. Double-click the GL Spreadsheet Topics (Zip) folder. 2. 3. 4. Double-click the Budgets folder to display the files in it. The Budgets folder contains two files. Each file serves an important purpose and is necessary to the Spreadsheet Journal Entry process. The only file used to create budget journal entries is the budget_journal_upload.xls. Note: Do not open or change the other files. These files are not used in this process. 5. 6. Double-click the budget_journal_upload.xls file to begin reviewing your agency‘s spreadsheet journal entries. The computer must have a ―Medium‖ macro security level set for Microsoft Excel. If Excel displays an error message, please change the Excel security using these steps: 1. On the Excel menu, click Tools, then Macro. 2. Slide across the menu and click Security. 3. On the Security Levels tab, click the Medium security level option. 4. Click the OK button to finish changing the Excel security level. If there is a problem with this, please contact your agency‘s computer support team. 7. When opening the budget_journal_upload.xls file, a Security Warning may be seen. In the Security Warning window, click the Enable Macros button to open the budget_journal_upload.xls (spreadsheet journal) file. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 90 of 918 State of Ohio Financials Process Manual 8. Next, review the information that currently exists in the budget journal spreadsheet. Open the budget journal spreadsheet for review by clicking the Edit button. Click the Edit button. 9. In the Edit Budget Journal Sheet window, select the journal sheet to review and upload. In this scenario, select and review the "test" spreadsheet created previously for upload. Select "test". 10. 11. Click the OK button to open and edit the test spreadsheet. Note: Upon opening the test spreadsheet, review all the journal lines in the spreadsheet for accuracy. Use the ChartField Crosswalk Job Aid on OAKS Training Online to verify that the valid information has been entered into the ChartFields. If errors exist, two options to correct the budget journal lines: 1. Locate the correct information and update the field. 2. Send an e-mail to the budget journal creator asking for revisions. When all the budget journal lines have been corrected and reviewed, click the Save button to save changes. Click the Save button. 12. 13. 14. Click the Home button to go to the main menu of the journal spreadsheet to begin to upload this journal. Now that the spreadsheet in Excel has been reviewed, upload it into OAKS for further processing. Uploading the spreadsheet shows that it has been reviewed and approved, so only upload it after it has been approved. Click the Write File button in the Import Journals field area to upload the spreadsheet into OAKS. Use the Write Journals to File window to convert the budget journal spreadsheet into a format that can be uploaded into OAKS. Select one or several spreadsheets to save to the computer. To save all of the spreadsheets listed in the Select Sheet: field, click the ALL button. 15. 16. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 91 of 918 State of Ohio Financials Process Manual 17. Note: Your agency decides where to save your agency‘s spreadsheet files. Please seek guidance from your agency on their current process. Selecting the ―test‖ saves the spreadsheet to the My Documents folder. For this scenario, click ―test‖. 18. 19. Check the File Name displayed near the bottom of the Write Journals to File window. The budget journal spreadsheet program saves your agency‘s journal spreadsheet in its upload format to this location. Verify with your agency if the file address provided is the correct location for saving spreadsheets. Click the OK button so the computer converts the budget journal spreadsheets selected into a format that can be uploaded into OAKS. Click the OK button. 20. 21. Next, login to OAKS to continue to upload this journal spreadsheet. Enter the OAKS User ID and Password to go to the OAKS Main Menu. 22. 23. Click the scrollbar to go to the bottom of the page. Begin by going to the Budget Journal Spreadsheet Import page. Click the Commitment Control link. 24. 25. 26. 27. 28. 29. 30. 31. Click the Budget Journals link. Click the Budget Journal Sprdsht Upload link. Click the Collapse Menu button to minimize the side menu to see more of the OAKS page. Click the Add a New Value tab to import your agency‘s budget journal spreadsheet (a ―new value‖). Enter the desired information into the Run Control ID field. Click the Add button to begin the import process for the spreadsheet file. Use the Spreadsheet Budget Journal Import Request page to attach the spreadsheet journal(s) to upload into OAKS. OAKS automatically provides the information in the Character Set and *If Journal Is Invalid fields. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 92 of 918 State of Ohio Financials Process Manual 32. OAKS automatically displays "Skip" in the *If Journal Already Exists field. Sometimes a corrected spreadsheet may need uploaded from Excel to OAKS. If so, change the *If Journal Already Exists field to "Update". When selecting ―Update,‖ OAKS replaces the previous file with the new file. Click the Add button to import your agency‘s spreadsheet file. Notice that OAKS asks which file to import. OAKS does not yet know which journal spreadsheet file to import. Click the Browse button to search for the budget journal spreadsheet(s) which should be in a location defined by your agency. For this scenario, this spreadsheet was saved in the My Documents folder. Click the Browse button. 33. 34. 35. When clicking the Browse button, OAKS displays the Choose File window. Use this window to find the budget_journal_upload.xml file that Excel created to import. Click the Open button to select this file and return to the OAKS Browse window. Click the Open button. 36. 37. Click the Upload button to inform OAKS to pull the spreadsheet journal information from the Excel file into OAKS. Click the Upload button. 38. OAKS returns to the Spreadsheet Budget Journal Import Request window. Notice that your agency‘s file name, budget_journal_upload.xml, in the Attached File: field. This shows that OAKS is prepared to upload this particular file. Now save these settings in OAKS. Click the Save button. 39. 40. Click the Run button to open the Process Scheduler Request page. Use the Process Scheduler Request page to set up how to run a process. This page can also be used to select process output types and output formats. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 93 of 918 State of Ohio Financials Process Manual 41. Note: Do not change the Server Name, Recurrence, and Time Zone fields. If these fields are changed, the process may not run when expected. Click the OK button to begin the upload process. Notice that OAKS assigns a Process Instance number when a process is run. Use this to track the status of your agency‘s spreadsheet upload process. Click the Process Monitor link to display the upload status of your agency‘s budget journal spreadsheet. Click the Process Monitor link. 42. 43. 44. 45. The Process List page displays all the processes that have been requested. Use the process name or process instance number to find the process wanted. Continue clicking the Refresh button until the Run Status displays ―Success‖ and the Distribution Status displays ―Posted‖. Note: Only click every 30-60 seconds to ensure that a process runs effectively. 46. 47. 48. 49. Click the Details link to go to the Message Log page. Click the Message Log link to confirm the spreadsheet uploaded correctly. The Message Log page displays the Log Time and Message Text for the spreadsheet being uploaded. In this scenario, the spreadsheet has successfully been uploaded and posted. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 94 of 918 State of Ohio Financials Process Manual Grant Attributes   Entering Grants Updating Converted Grant Data Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 95 of 918 State of Ohio Financials Process Manual Entering Grants Overview Use this process to enter a grant in OAKS. High Level Workflow: None Available. Navigation Path Set Up Financials/Supply Chain→ Common Definitions→ Design ChartFields→ Define Values Notes Needed Prior to Starting Process: 1. Grant Information Form (in Excel) Legal, Procedural, Policy References: 1. Agencies are responsible for completing and submitting the Grant Information Document to OBM - State Accounting: OBM.ChartField@obm.state.oh.us 2. State Accounting will enter the new grant code into OAKS; the status will show ―inactive‖ until the agency receives the Grant Award Letter or other documentation acceptable to State Accounting. The grant number needs to be entered in OAKS by OBM State Accounting before an agency can enter grant attributes and transactions for that grant. 3. Agencies are responsible for updating the ―Grants Attributes Table‖ in OAKS. 4. They are also responsible for updating the ―Grants Attributes Table‖ in OAKS once OBM enters the Grant number. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 96 of 918 State of Ohio Financials Process Manual 5. Your agency cannot encumber against a grant without a notification letter from the grantor. 6. State agencies are occasionally required to provide the State‘s taxpayer identification information to businesses. The State taxpayer identification may be required for payments made to the State and to other outside entities when applying for federal grants and when performing other State business. Please respond to such requests with the following IRS information used by the State: Taxpayer Name: State of Ohio Employer Identification Number: 31-1334820 7. Grants should be numbered as follows: a. First 3 digits is the agency code b. The 4th digit = F (Federal), S (State) or O (other) c. Last 4 digits are agency defined Attachments 1. Grant Information Form (in Excel) Key Differences 1. Agencies maintain grant attribute data in OAKS. 2. The grant number needs to be entered in OAKS by OBM State Accounting before an agency can enter grant attributes and transactions for that grant. 3. Agencies can enter and maintain grant budgets in OAKS. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 97 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. 4. 5. 6. 7. 8. 9. Click the Add a New Value tab to enter a new grant. In OAKS, the Business Unit for GL is always "STATE." Confirm or enter "STATE" in the Business Unit field. Use the Department field to enter the owner of the grant. Click the Look up Department button to find and choose a Department code. When entering grant attributes the Department code should be the listed as the highest level three character Agency code. Enter the desired information into the begins with field. Click the Look Up button. Click the desired information in the Search Results table. Grant or Project numbers are specific to each agency. Note: The grant number is not available in the Grant/Project search results field until OBM enters the grant number into OAKS. Also, State Grant Number = Grant/Project Number 10. 11. Click the Look up Grant/Prj button to find and choose a Grant/Prj code. Note: The Grant/Prj code begins with your agency‘s three character agency code. Enter the desired information into the begins with field. 12. 13. Click the Look Up button. The structure of Grant/Prj code is as follows: Example "AGEFB937": "AGE" = 3 character agency code "F" = Federal Fund (could also be "S" State grant or "O" Other) "B937" = Equals the 4 digit OAKS code that was used in CAS 14. 15. 16. Click the desired information in the Search Results table. Click the Add button to enter the attributes for the new grant. Use the Grant Attributes page to record the grant attributes for your agency‘s grant. These attributes will be used in grant reporting. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 98 of 918 State of Ohio Financials Process Manual 17. The Catalog of Federal Domestic Assistance (CFDA) number is a numeric code set by the federal government. Click in the *CFDA field. 18. 19. Enter the desired information into the *CFDA field. Use the Grant Year field to define the year in which the grant originated. It can be used to record the federal fiscal year. Click in the *Grant Year field. 20. 21. Enter the desired information into the *Grant Year field. Use the Begin Date field to enter the date the grant begins. Click the Calendar button to select a date. 22. 23. 24. 25. Click the Month list. Click the desired month in the list. Click the desired date. Use the Grant Amount to record the ceiling/total award amount of the grant. Click in the *Grant Amount field. 26. 27. Enter the desired information into the *Grant Amount field. The federal government may establish a Letter of Credit and give the State an amount to distribute by grant. Each Letter of Credit may have more than one grant. If a Letter of Credit is not provided enter "N/A". Click in the *Letter of Credit field. Enter the desired information into the *Letter of Credit field. The Active Status indicates whether or not the grant is activated. Click the *Active Status list. 28. 29. 30. 31. 32. For reporting purposes, OAKS only includes information from active grants. Click an entry in the list. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 99 of 918 State of Ohio Financials Process Manual 33. Use the End Date field to enter the date the grant ends. Most grants officially end one year after they begin, but have a 60 to 90 day close-out period. Click the Calendar button to select a date. 34. 35. Enter the desired information into the Department field. The User Option field is an optional field that allows your agency to add an additional grant-related code and then to query and report on grants based on this field. The User Option field is agency defined and agencies determine the business rules for field use. 36. The Cash Match Amount field is optional. The grant award specifies whether the cash match amount must be entered. Note: Because OAKS does not have the capability to assign actual expenditures for these fields, OAKS reports do not calculate actual values for cash match amounts. All historical data from the CAS GMI database is available in EPM and can be accessed at any time, if needed. 37. The In Kind Amount field is optional. Note: Because OAKS does not have the capability to assign actual expenditures for these fields, OAKS reports do not calculate actual values for these categories. All historical data from the CAS GMI database is available in EPM and can be accessed at any time if needed. 38. Lifetime Revenues as of 06/30/2007 are converted to OAKS from CAS for grants that began prior to July 1, 2007. Each agency must verify and update this information in OAKS. This process is completed at the end of the fiscal year. Note: If the grant begins after July 1, 2007 this field is not used. Lifetime revenue for these grants is tracked in the General Ledger. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 100 of 918 State of Ohio Financials Process Manual 39. Lifetime Expenditures as of 06/30/2007 are converted to OAKS from CAS for grants that began prior to July 1, 2007. Each agency must verify and update this information in OAKS. This process is completed at the end of the fiscal year. Note: If the grant begins after July 1, 2007 this field is not used. Lifetime expenditures for these grants are tracked in the General Ledger. 40. 41. 42. 43. 44. Use the Cash Match % field to capture the grants cash match percentage requirement, if applicable. Use the In Kind % field to capture the grants in kind percentage requirement, if applicable. OAKS stores the user ID that last changed the grant information in the Last Updated By and Date of last update field. Click the scrollbar to go to the bottom of the page. The Revenue and Expenditures by Fund as of 6/30/2007 field area, records the lifetime revenues and expenditures for converted grants. Note: If the grant begins after July 1, 2007 this field area is not used. Lifetime revenues and expenditures for these grants are tracked in the General Ledger. 45. Click the Save button. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 101 of 918 State of Ohio Financials Process Manual Updating Converted Grant Data Overview Use this process to update converted grant data. High Level Workflow: None Available. Navigation Path Set Up Financials/Supply Chain→ Common Definitions→ Design ChartFields→ Define Values Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 102 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 2. Grant Information Form (in Excel) Legal, Procedural, Policy References: 1. Agencies are responsible for completing and submitting the Grant Information Document to OBM - State Accounting. They are also responsible for updating the ―Grants Attributes Table‖ in OAKS once OBM enters the Grant number. 2. Grants should be numbered as follows: a. First 3 digits is the agency code b. The 4th digit = F (Federal), S (State) or O (other) c. Last 4 digits are agency defined 3. Agencies must submit the Grant Information Document and a copy of the Grant Award Letter or other acceptable documentation to OBM – State Accounting. The Grant Information Document is located on the OBM Website under http://www.obm.ohio.gov/forms/OAKS.asp. State Accounting will then enter the new grant code into OAKS and the status will be inactive until the agency submits the grant award letter or other documentation acceptable to OBM – State Accounting. 4. Submit the Grant Information Document and other acceptable documentation to OBM.ChartField@ohm.state.oh.us Attachments 1. Grant Information Form (in Excel) Key Differences 1. Agencies can enter and maintain grant budgets in OAKS. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 103 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. 4. 5. 6. 7. Click in the begins with field. Enter the desired information into the begins with field. Click the Search button. Click the desired information in the Search Results table. Use the Grant Attributes to record the grant attributes for your agency‘s grant. These attributes will be used in grant reporting. Click the scrollbar to go to the bottom of the page. Lifetime Revenues as of 06/30/2007 are converted to OAKS from CAS for grants that began prior to July 1, 2007. Each agency must verify and update this information in OAKS. This process is completed at the end of the fiscal year (2007). Note: If the grant begins after July 1, 2007 this field is not used. Lifetime revenue for these grants is tracked in the General Ledger. 8. Lifetime Expenditures as of 06/30/2007 are converted to OAKS from CAS for grants that began prior to July 1, 2007. Each agency must verify and update this information in OAKS. This process is completed at the end of the fiscal year. Note: If the grant begins after July 1, 2007 this field is not used. Lifetime expenditures for these grants are tracked in the General Ledger. 9. 10. 11. 12. Click in the Lifetime Expenditures as of 6/30/2007 field. Enter the desired information into the Lifetime Expenditures as of 6/30/2007 field. OAKS stores the user ID that last changed the grant information in the Last Updated By and Date of last update field. Note: The Revenue and Expenditures by Fund as of 6/30/2007 field area, records the lifetime revenues and expenditures for converted grants. Note: If the grant begins after July 1, 2007 this field area is not used. Lifetime revenues and expenditures for these grants are tracked in the General Ledger. Next, update the Revenue and Expenditures by Fund as of 6/30/2007. Financials Process Manual v1.26 11/30/07 13. 14. Office of Budget and Management Page 104 of 918 State of Ohio Financials Process Manual 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. Click in the Lifetime Expenditures field. Enter the desired information into the Lifetime Expenditures field. Click the Save button. At this point, the first grant that was unbalanced was updated. Next, find and update the second grant. Click the Expand Menu button to maximize the side menu. Click the Capture Grant Lifetime Attrib link. Click the Collapse Menu button to minimize the side menu to see more of the OAKS page. Click in the begins with field. Enter the desired information into the begins with field. Click the Search button. Click the desired information in the Search Results table. Use the Grant Attributes to record the grant attributes for your agency‘s grant. These attributes will be used in grant reporting. Click the scrollbar to go to the bottom of the page. Click in the Lifetime Expenditures as of 6/30/2007 field. Enter the desired information into the Lifetime Expenditures as of 6/30/2007 field. Next, update the Lifetime Expenditures. Click in the Lifetime Expenditures field. Enter the desired information into the Lifetime Expenditures field. Click the Save button. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 105 of 918 State of Ohio Financials Process Manual Vendors Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 106 of 918 State of Ohio Financials Process Manual Vendor Entry    Review Vendor Information Establishing a New Vendor Establishing a State Employee as a Vendor Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 107 of 918 State of Ohio Financials Process Manual Review Vendor Information Overview Use this process to review vendor information in OAKS. The OAKS vendor subsystem maintains extensive information about the vendors (companies and individuals) who do business with the state of Ohio. With a few exceptions, spending and encumbering cannot take place until a vendor is entered into OAKS. New vendors should be established in OAKS as soon as it is determined that a state agency may do business with a particular vendor. In order to confirm the vendor does not already exist in OAKS, review Vendor Information in OAKS by searching for that vendor. High Level Workflow: None Available. Navigation Path Vendors → Vendor Information → Add/Update → Review Vendors Notes Needed Prior to Starting Process: 1. Vendor information Legal, Procedural, Policy References: 1. OBM enters and maintains vendor information in OAKS. OAKS displays MBE/EDGE certification, locations, addresses, default pay terms, and contact information in the vendor file. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 108 of 918 State of Ohio Financials Process Manual 2. OAKS maintains accurate records for statewide reporting and inquiry purposes so that agencies can track spending to vendors and adhere to the Ohio Revised Code. 3. The state must comply with federal Internal Revenue Service requirements regarding all individuals receiving payment from the state treasury. 4. The IRS compares its vendor information with the information in the state of Ohio‘s database annually. Each field is compared, such as name, address, tax identification, etc. The state is fined $50 for every unmatched or incorrect field. Therefore, accurate vendor records prevent costly fines and delays in purchase order processing and payment to vendors. Attachments 1. N/A Key Differences 1. OBM enters and maintains vendor files. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 109 of 918 State of Ohio Financials Process Manual Process 1. 2. Use the Review Vendors page to search for and review vendor information such as address, location and payment terms. Use the Name field to enter the name of the vendor for which the search. The user can also search with a partial name by selecting the Contains option from the drop down list. Click in the Name field. Enter the desired information into the Name field. Use the ID Type field to search for a vendor using their Taxpayer Identification Number (TIN). Click the Search button. If a vendor has multiple addresses, OAKS displays each address on a different row in the Search Results field area. Use the View Related Links button to view additional information for this vendor, such as payment terms and location(s). Click the View Related Links button. 3. 4. 5. 6. 7. 8. Use the Vendor Maintenance link to open a new window and view the vendor file. Click the Vendor Maintenance link. OAKS opens a new window with the vendor file. The vendor Summary page provides key information such as Vendor ID, Vendor Short Name, vendor approval status, and remit to address. Go to the Identifying Information page to view more information about the vendor. Click the Identifying Information tab. Click the Expand section button. Click the scrollbar to go to the bottom of the page. Use the Government Classifications field area to view MBE and EDGE information. If a vendor has more than one designation, the Government Sources field area will have multiple rows. For this scenario, only one row is available. This means that this vendor has only one designation. 9. 10. 11. 12. 13. 14. 15. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 110 of 918 State of Ohio Financials Process Manual 16. 17. 18. 19. 20. If no values are entered in this field area, this means that this is not an MBE or Edge vendor. Click the Address link. The Address page displays addresses associated with this vendor. Click the scrollbar to go to the bottom of the page. Use the Location link to go to the Location page and view information regarding the vendor location. Click the Location link. The Location page displays the default vendor location. This information is automatically filled into the Location field on the voucher after the vendor name or ID is entered. 21. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 111 of 918 State of Ohio Financials Process Manual Establishing a New Vendor Overview Use this process to request a new vendor in OAKS. High Level Workflow: None Available – OBM Process. Navigation Path None Available – OBM Process Notes Needed Prior to Starting Process: 1. Completed W-9 form. 2. Completed Vendor Information Form (OBM-3456) (in Word). 3. Direct Deposit of State Warrant Form (OBM1234) (in Word). Legal, Procedural, Policy References: 1. The Internal Revenue Service requires the state of Ohio to maintain accurate tax identification information for all vendors that receive payments from the state. That information [name, address, business type, and federal tax ID number (TIN)] must match IRS records. 2. After confirming the vendor does not already exist in OAKS, the agency should mail, e-mail, or fax the following documents to a potential vendor: 1) Cover letter (Dear State of Ohio Potential Vendor Letter) with instructions to complete the W-9 Form and Vendor Information Form and return them to the agency and to complete the Authorization Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 112 of 918 State of Ohio Financials Process Manual Agreement for Direct Deposit of State Warrants Form (if applicable) and return it to OBM 2) W-9 form (revised 11/05 or later) or W-8 Form 3) Vendor Information Form (OBM-3456) 4) Authorization Agreement for Direct Deposit of State Warrants Form (OBM-1234) Copies of these documents and enterable forms can be found on the OBM Website using the following path: http://www.obm.ohio.gov/forms/OAKS.asp 3. A W-9 form can be faxed to the vendor. Fax both the front and back of the form. Verify that the W-9 is completed by the vendor. An original, a copy, or fax of the form is acceptable. To comply with IRS requirements, only original, unaltered information completed by the vendor will be accepted. 4. When the agency receives the completed W-9 form and Vendor Information Form from the potential vendor, the agency is responsible for reviewing the forms for legibility, accuracy, and completeness. 5. State Accounting will return a W-9 to the submitting agency if:  It is not the correct version (11/05 or later)  It looks as though the form has been altered  The form is incomplete or ineligible  Agency personnel have completed the forms  Conflicting information is provided on the form 6. All vendors will be receiving vendor numbers that are automatically and sequentially generated by the OAKS system. If you want to search for vendors using their TIN, please use the Vendor Crosswalk on the OAKS Extranet: http://www.oaks.ohio.gov/Extranet/FinConCrosswalkTables.asp. This crosswalk contains the legacy vendor ID (TIN) and address codes, with the corresponding OAKS vendor ID and address sequence. Due to the sensitivity of tax identification information, only the final four digits of the vendor TIN will be part of the crosswalk. The vendor name will also be provided. 7. If the vendor wants to enroll in direct deposit, they should send the completed signed Authorization Agreement for Direct Deposit of State Warrants Form directly to OBM Vendor Compliance Section for entry in OAKS. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 113 of 918 State of Ohio Financials Process Manual Attachments 1. W-9 form (revised 11/05 or later) 2. Vendor Information Form (OBM-3456) (in PDF) Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 114 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Process None Available – OBM Process Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 115 of 918 State of Ohio Financials Process Manual Establishing a State Employee as a Vendor Overview Use this process to establish a state employee as a vendor in OAKS. High Level Workflow: None Available. Navigation Path Workforce Administration → Personal Information → Modify a Person Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 116 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. Employee must already be entered in OAKS HCM 2. State Employee Information Form (OBM-3458) (in Word) Legal, Procedural, Policy References: 1. When submitting an original entry or a change to existing information for State of Ohio employees (vendor type SE) in OAKS, a State Employee Information Form (OBM-3458), along with the following documents verifying active state employment must be sent to OBM Vendor Compliance at State Accounting: Either a Personnel Action Form (ADM 4100) containing the National ID/Employee ID* or the following three screen prints from OAKS HCM: 1. Biographical Details Tab 2. View Name Link 3. Contact Information Tab ADM 4100 can be downloaded from: http://www.dw.ohio.gov/das/hrd/forms.htm Attachments 1. State Employee Information Form (OBM-3458) (PDF) Key Differences 1. OBM enters and maintains vendor files. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 117 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. 4. 5. 6. 7. 8. Enter the desired information into the Last Name field. Click the Search button. Print the Biographical Details tab screen. Click on the View Name link in the Primary Name Section. Print the View Name screen. Click the OK button to return to the Biographical Details tab. Click on the Contact Information tab and print this screen. Submit these three screens as backup documentation with State Employee Information Form (OBM-3458) Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 118 of 918 State of Ohio Financials Process Manual Vendor Maintenance   Changes to Existing Vendors Vendor Payment Terms Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 119 of 918 State of Ohio Financials Process Manual Changes to Existing Vendors Overview Use this process to make changes to existing vendors in OAKS. High Level Workflow: None Available – OBM Process. Navigation Path None Available – OBM Process Notes Needed Prior to Starting Process: 1. Vendor Information Change Form (OBM-3457) (in Word) Legal, Procedural, Policy References: 1. Change in Vendor‘s Tax Identification Number If an existing vendor in OAKS changes its tax identification number, then a Vendor Information Form (OBM-3456) and updated W-9 form will be submitted to State Accounting. This may occur when a sole proprietor using a Social Security number requests the IRS issue an employer identification number for the company or if a partnership becomes incorporated. Follow the steps below when an established vendor in OAKS has a change in tax identification number:  Check the vendor information in OAKS to verify there is not a lien against the vendor. The message ―IRS Levy on Vendor‖ will appear in the Comments expandable region of the CHK Location of the vendor Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 120 of 918 State of Ohio Financials Process Manual record in OAKS if there is a lien against the vendor. Contact Lisa Scharlott at (614) 466-1066 or lisa.scharlott@obm.state.oh.us if your agency needs to change information about a vendor with a lien.  Check to determine if there is an active state term contract or state term schedule. If there is an active contract with the vendor notify either the Office of Procurement Services at (614) 644-6084 or Jim Delong DAS/Acquisitions Management at (614) 728-8837. Request an updated W-9 form and Vendor Information Form from the vendor along with an explanation on company letterhead that clarifies the old TIN, the new TIN, and a statement in regard to what has caused the changes and whether or not the old TIN remains active or should be made obsolete. Your agency is responsible for reviewing the returned forms for legibility, accuracy, and completeness. To avoid delays in processing, please complete your agency information at the bottom of the forms by inserting your agency name and address, along with the name and telephone number of the person at your agency to contact with questions, Complete this important information prior to submitting to OBM for entry/change. Your agency will then forward the forms to the OBM Vendor Compliance Section for entry in OAKS. OBM will not accept these forms sent directly by a vendor; they should only come to OBM after agency review. Your agency may wish to send these forms electronically. A special e-mail box has been established to send forms and provide a means for your agency to contact the Vendor Compliance Section with questions about processing vendor information. Access to the e-mail box is through Microsoft Outlook at OBM.Vendor@obm.state.oh.us.    When a vendor changes its TIN, the Vendor Compliance Team will mark the vendor address lines ―VENDOR OBSOLETE USE ‖ and will mark the vendor with ―Hold Payment.‖ When Agency Voucher Processors enter vouchers, they will see on the voucher header that the vendor is obsolete. o If the voucher is a debit voucher, the user should change the Vendor ID number on the ―Voucher Invoice Information‖ page to the one displayed on the ―Vendor Address‖ line. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 121 of 918 State of Ohio Financials Process Manual o If the voucher is against a current year PO, Agency Voucher Processors should cancel the PO and reissue to the new Vendor ID. o If the voucher is against a prior year PO, Agency Voucher Processors should send an e-mail to the OBM Help Desk (obm.helpdesk@obm.state.oh.us) requesting they change the Vendor ID on the ―Payments‖ page of the voucher to the new vendor. Be sure to include the following information in the email:  Agency Business Unit  Voucher Number  Old Vendor ID  New Vendor ID  New Vendor Location for Payments Tab  New Vendor Address Sequence Number for Payments Tab 2. Changes to Purchase Order Dispatch Method The Vendor Information Change Form is used when a vendor has a preferred Purchase Order Distribution method of e-mail or fax. When a vendor has informed your agency of a change to purchase order dispatch method, mail, e-mail, or fax the Vendor Information Change Form to the vendor for completion. 3. Changing a Vendor‘s Name  Check the Vendor Information in OAKS to verify there is not a lien against the vendor. The message ―IRS Levy on Vendor‖ will appear in the Comments expandable region of the CHK Location of the vendor record in OAKS if there is a lien against the vendor. Contact Lisa Scharlott at (614) 466-1606 or lisa.scharlott@obm.state.oh.us if your agency needs to change information about a vendor with a lien. Check to determine if there is an active state term contract or state term schedule. If there is an active contract with the vendor notify either the office of Procurement Services at (614) 644-6084 or Jim Delong DAS/Acquisitions Management at (614) 728-8837. Request an updated W-9 form from the vendor and the Vendor Information Change Form, along with an explanation on company letterhead that clarifies the name change. Financials Process Manual v1.26 11/30/07   Office of Budget and Management Page 122 of 918 State of Ohio Financials Process Manual 4. Changing a Vendor‘s Address Follow the steps below when an established vendor in OAKS moves from an existing address or establishes an additional location that a state agency will need to reference for payments or correspondence.  Check the Vendor Information in OAKS to verify there is not a lien against the vendor. The message ―IRS Levy on Vendor‖ will appear in the Comments expandable region of the CHK Location of the vendor record in OAKS if there is a lien against the vendor. Contact Lisa Scharlott at (614) 466-1606 or lisa.scharlott@obm.state.oh.us if your agency needs to change information about a vendor with a lien. Check to determine if there is an active state term contract or state term schedule. If there is an active contract with the vendor notify either the Office of Procurement Services at (614) 644-6084 or Jim Delong DAS/Acquisitions Management at (614) 728-8837. When a vendor has informed your agency of a change of address or establishes an additional location that a state agency will reference for payments or correspondence, mail, e-mail, or fax the Vendor Information Change Form to the vendor for completion. For vendor entities other than individuals, the vendor must also submit backup documentation such as an invoice with the new address or a letter on company letterhead.    5. Adding an Escrow Address Code Follow the steps below when an established vendor in OAKS needs an Escrow address code added.  Check the Vendor Information in OAKS to verify there is not a lien against the vendor. The message ―IRS Levy on Vendor‖ will appear in the Comments expandable region of the CHK Location of the vendor record in OAKS if there is a lien against the vendor. Contact Lisa Scharlott at (614) 466-1606 or lisa.scharlott@obm.state.oh.us if your agency needs to change information about a vendor with a lien. A signed copy of the Escrow Agreement from DAS providing the vendor and banking information to be added is acceptable for backup for the address. For those agencies that do not have the contract through DAS, a copy of the Escrow Agreement between the agency, Financials Process Manual v1.26 11/30/07  Office of Budget and Management Page 123 of 918 State of Ohio Financials Process Manual contractor, and bank is acceptable. The agency should also submit a Vendor Information Change form (OBM-3457) completed by the agency. Attachments 1. Vendor Information Change Form (OBM-3457) (in Word) Key Differences 1. None Process None Available – OBM Process Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 124 of 918 State of Ohio Financials Process Manual Vendor Payment Terms Overview Use this process to edit or review vendor payment terms in OAKS. High Level Workflow: None Available – OBM Process. Navigation Path None Available – OBM Process Notes Needed Prior to Starting Process: 1. Vendor Information Change Form (OBM-3457) (in Word) Legal, Procedural, Policy References: 1. The Vendor Information Change Form is used to change vendor payments terms statewide. Only use the change form if the vendor offers favorable payment terms to the entire state. 2. If your agency negotiates favorable discount terms for your agency only, the change should be made on individual vouchers by overriding the displayed Pay Terms when necessary. When a vendor has informed your agency of a change of payment terms they offer to the entire state, mail, e-mail, or fax the Vendor Information Change Form to the vendor for completion. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 125 of 918 State of Ohio Financials Process Manual Attachments 1. Vendor Information Change Form (in PDF) Key Differences 1. The Vendor TIN is the now the Vendor ID. Process None Available – OBM Process Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 126 of 918 State of Ohio Financials Process Manual Accounts Receivable Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 127 of 918 State of Ohio Financials Process Manual Entering Customers   Adding Customers Creating Contacts Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 128 of 918 State of Ohio Financials Process Manual Adding a Customer Overview Use this process to add a customer. High Level Workflow: None Available. Navigation Path Customers → Customer Information → Quick Customer Create Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. Each agency maintains their own customers. The changes made by one agency will not affect another agency‘s customers. 2. When a new customer is entered in OAKS, a Customer ID can be automatically generated or the agency can enter a Customer ID. Each agency determines their approach, Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 129 of 918 State of Ohio Financials Process Manual Key Differences 1. Interfacing agencies will need to enter customers in OAKS and their AR system. Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency practices regarding the Accounting Date. Invoice Number Item ID The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 130 of 918 State of Ohio Financials Process Manual Process 1. Use the Customer Search page to determine if the customer already exists in OAKS. It is best to perform a search using the proposed Customer ID or Customer Name. Double-click in the SetID field. Enter the desired information into the SetID field. Click in the Customer Name field. Enter the desired information into the Customer Name field. Click the Search button to see if this customer already exists in OAKS. Click the Create New Customer/Contact button to create a new customer/contact in OAKS. Use the Create New Customer Contact page to quickly add a new customer in OAKS. Only basic information is required. New customer records require only the customer contact‘s *Name and the *Customer Name fields to be filled in. Other information may be added if available. 2. 3. 4. 5. 6. 7. 8. 9. OAKS recognizes four types of customers: • Third party • State agency • Local government • Higher education Enter in OAKS what customer type your agency‘s new customer is by identifying an existing customer of the same type (the template customer). 10. Each agency has its own set of customers. Identify an existing customer for the model using both the SetID (agency) and Template Customer fields. The SetID field automatically displays your agency code. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 131 of 918 State of Ohio Financials Process Manual 11. Use the Template Customer field to choose an existing customer that will be used as the model for the new customer. Use any customer of the same type (normally third-party). Note: OAKS copies required information fields from the template customer, including billing, support team, and collector. Specify a template customer, because the new customer cannot be saved without the required information taken from the template customer. Click in the Template Customer field. 12. 13. Enter the desired information into the Template Customer field. The remaining sections of the Create New Customer/Contact page allows information to be entered about the person who is the contact at the customer company and the customer‘s name and location. OAKS creates and maintains separate records for customers (companies or agencies) and contacts (people who work for the customers). This page allows both to be created at the same time, automatically linking them together. 14. OAKS automatically selects the checkboxes for Create Contact and Create Customer. If no contact information is available; however, uncheck the Create Contact box. Only the customer contact‘s Name and the Customer Name fields are required when the Create checkboxes are selected. Other information may be added if available. 15. 16. 17. 18. 19. 20. Click in the *Name field. Enter the desired information into the *Name field. Click in the Telephone field. Enter the desired information into the Telephone field. Double-click in the *Customer Name field. Use the *Customer Name field to record the customer‘s legal name. Enter the desired information into the *Customer Name field. 21. OAKS automatically sets the Short Name field to the first 10 characters in the Customer Name field. This can be changed if desired. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 132 of 918 State of Ohio Financials Process Manual 22. The Customer ID field displays, telling OAKS to automatically create the Customer ID. Typically a customer ID is entered according to your agency‘s legacy customer ID procedure. Click in the Address Description field. Use the Address Description field to enter a brief description or identifier to help distinguish this location from others this customer may have. Enter the desired information into the Address Description field. Note: Check with your agency‘s AR Administrator to see what address format your agency requires, e.g. US Postal standards. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. Click in the Address 1 field. Enter the desired information into the Address 1 field. Click in the City field. Enter the desired information into the City field. Click in the State field. Enter the desired information into the State field. Click in the Postal field. Enter the desired information into the Postal field. Use the Save New Customer/Contact button to store your agency‘s customer information in OAKS. Click the Save New Customer/Contact button. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 133 of 918 State of Ohio Financials Process Manual Creating Contacts Overview Use this process to create contacts. High Level Workflow: None Available. Navigation Path Customers → Contact Information Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. Contacts are the individuals who work for the customer companies or agencies with which your agency does business. OAKS keeps separate records for customers and contacts and allows the user to identify how they should be linked. 2. Remember that one customer can have multiple contacts and one contact (e.g. payment processor) can represent multiple customers. All contacts are considered external contacts. Contacts can be added or updated on the Contact page. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 134 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency practices regarding the Accounting Date. Invoice Number Item ID The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Financials Process Manual v1.26 11/30/07 Invoice Date Accounting Date Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Page 135 of 918 State of Ohio Financials Process Manual Process 1. 2. Use the Contact Info search screen to locate or begin adding contacts. It is possible for a contact to be involved with more than one customer (company). Note: Best practice suggests performing a search using the proposed contact name to see if it already exists in OAKS. Search by contact name (first name last name, e.g., John Doe) or by customer name or ID. 3. 4. Double-click in the SetID field. OAKS automatically fills the SetID field with your agency code. Enter the desired information into the SetID field. 5. 6. 7. 8. 9. Click in the Contact Name field. Enter the desired information into the Contact Name field. Click the Search button to locate any contact records in OAKS. Click the Add a New Value tab. Use the Add a New Value page to create a new contact record in OAKS. Contacts, like customers, are unique to your agency. OAKS automatically fills the SetID field with your agency code. 10. Use the Contact ID field to establish unique identifiers for each contact. OAKS automatically displays NEXT as the Contact ID. The agencydetermined ID can be entered instead. Standard practice is to accept NEXT for the Contact ID, allowing OAKS to create the ID automatically. 11. 12. Click the Add button to create a new contact. Use the Contact page to review information about existing contacts or to enter the name, title, and e-mail address of the new contacts. The only required fields for a new contact are Name and Preferred Communication; however, specific communication methods may require other fields, such as Email ID. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 136 of 918 State of Ohio Financials Process Manual 13. 14. Double-click in the *Effective Date field to select the existing information. Use the *Effective Date field to tell OAKS when to begin using this contact information. Note: Future dates may be entered. Enter the desired information into the *Effective Date field. 15. 16. Click in the *Name field. Use the *Name field for the full name of your agency‘s contact. Enter the desired information into the *Name field. 17. 18. Click in the Job Title field. Use the Job Title field to enter the contact‘s job title. Enter the desired information into the Job Title field. 19. 20. Click in the Email ID field. Use the Email ID field to record the e-mail address for the contact. Note: This is a required field only if the preferred communication method is E-mail. However, it is good practice to enter the e-mail address if known. Enter the desired information into the Email ID field. 21. Use the Preferred Communication field to identify which is the best method to communicate with this contact. Basic methods are ―Call‖, ―Mail‖, ―Fax‖, and ―Email only‖. The State does not use XML only and XML, Prt. Choose a method from the drop-down list. Click the *Preferred Communication list. 22. Click an entry in the list. For this scenario, click Call. 23. Go to the Contact Customer page to set up the contact‘s association with one of your agency‘s customers. Click the Contact Customer Information link. Use the Contact Customer page to identify to which customer(s) this contact will be linked. Note that it is possible to link a contact to multiple customers. Financials Process Manual v1.26 11/30/07 24. Office of Budget and Management Page 137 of 918 State of Ohio Financials Process Manual 25. Customers are set up separately for each agency, even if they also do business with other agencies. OAKS automatically fills the SetID field with your agency code. Double-click in the *Customer SetID field to select the existing information. 26. 27. Enter the desired information into the *Customer SetID field. The Customer ID field identifies the customer to which the contact is linked. If known, enter the Customer ID here. Click the Look up Customer ID button to find and choose a customer ID. 28. The Look Up Customer ID page allows the user to search for customers in your agency‘s customer information records. Search by customer ID or customer name. Click in the Name 1 field. Enter the desired information into the Name 1 field. Click the Look Up button. The Search Results section lists all customers beginning with that name. When selecting the link for a customer, OAKS displays the Contact Customer page for that customer. Click the desired information in the Search Results table. 29. 30. 31. 32. The Contact Customer page now shows the customer-contact linkage. The Location field associates the contact with a specific location if the customer has multiple locations, while the Additional Information link simply allows credit card information to be added. 33. The Location field is required in OAKS. Use the Location Look Up button to choose the desired address. Click in the Location field. 34. 35. Enter the desired information into the Location field. Use the Primary Bill To checkbox to indicate that this customer is the contact's primary bill to location. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 138 of 918 State of Ohio Financials Process Manual 36. A contact phone number is required if the preferred communication method is Call. If ―Call‖ is selected as the preferred method on the Contact page, OAKS will not let this contact be saved without entering the phone number. Click the Contact Phone and Type link to enter this information. 37. 38. Use the Contact Phone and Type page to enter the contact‘s phone number(s). The Phone Type field is the category for a phone number. Select the type from the Look Up button, or enter it directly if known. Commonly-used Phone Type codes include: • MAIN - Main office number • BUSN - Personal office number • FAX - Business fax number • CELL - Mobile number 39. 40. Enter the desired information into the *Phone Type field. OAKS automatically formats telephone numbers when the number is entered in the Phone Number field. Use the International Prefix and Extension fields to keep those numbers separate from the basic telephone number. Click in the Phone Number field. 41. 42. 43. Enter the desired information into the Phone Number field. OAKS does not use the Contact Type field. For contacts with multiple phone numbers and/or roles, use the Add a new row button to enter the additional information. Click the Add a new row button to enter this additional phone number. 44. The *Phone Type for a fax number is Fax. Enter the desired information into the *Phone Type field. 45. 46. Click in the Phone Number field. Enter the desired information into the Phone Number field. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 139 of 918 State of Ohio Financials Process Manual 47. Now save the contact in OAKS. If NEXT is accepted for the Contact ID, OAKS automatically assigns an ID when the contact is successfully saved. Click the Save button. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 140 of 918 State of Ohio Financials Process Manual Entering Pending Items  Entering Pending Items Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 141 of 918 State of Ohio Financials Process Manual Entering Pending Items Overview Use this process to enter pending items. High Level Workflow: Navigation Path Accounts Receivable → Pending Items → Online Items → Group Entry Notes Needed Prior to Starting Process: Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 142 of 918 State of Ohio Financials Process Manual 1. None Legal, Procedural, Policy References: 1. OAKS defines pending items as items resulting from customer invoices, as well as credit memos, and/or debit memos. Customers may be another state agency or an external organization or individual. Customers are specific to an agency. 2. Agencies create paper invoices only for Intrastate Transfer Vouchers (ISTVs). 3. Agencies enter pending items online or load them through the Pending Item Interface. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 143 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 144 of 918 State of Ohio Financials Process Manual Process 1. OAKS uses control groups in a manner similar to CAS batches. OAKS combines individual items into a group (batch) and checks the group totals and counts. Click the Add a New Value tab to create a new group. 2. 3. Click in the Group Unit field. Use the Group Unit field to define the agency "owning" this group. OAKS automatically fills in the Group Unit field with your agency‘s business unit. Confirm this entry or enter your agency. Enter the desired information into the Group Unit field. 4. 5. Click the Add button to create the new group. Use the Group Control page to record information applying to the entire group. Use the header region above the Totals field area to define common information for the group, including the Accounting Date. The Accounting Date determines the fiscal year and accounting period to which the pending item will be posted. 6. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency practices regarding the Accounting Date. 7. 8. Click in the *Group Type field. Note: Groups are collections of pending items that are ready to post. Group Types indicate why a group was created. For example, a billing group (B) is created when items are entered online. Always use the value B (Billing) for the Group Type field. Enter the desired information into the *Group Type field. 9. 10. Click in the *Origin ID field. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 145 of 918 State of Ohio Financials Process Manual 11. Always use the value OBILL (Online Billing) for the Origin ID field when entering pending items in OAKS. When implemented, the Billing module will use the value "XBILL" for items created by Billing. Enter the desired information into the *Origin ID field. 12. 13. Click in the Control Currency field. Always use the value USD for the Control Currency field. If the Currency Control field is not completed, then enter the currency code in each item. Enter the desired information into the Control Currency field. 14. 15. 16. OAKS uses the Totals field area to verify that all items have been entered correctly and that the group is in balance. Click in the Control field. Use the Control field to record the total amount of the items in this group. Enter the desired information into the Control field. 17. 18. Click in the *Count field. Use the Count field to enter the number of pending items in the group. Enter the desired information into the *Count field. 19. 20. Use the Control Data field area to record agency processing information. OAKS automatically sets the *Received and *Entered date fields to the current date. These dates can be changed, if different, to reflect the actual date the items were received for processing, or the actual data entry date. Use the Assign field to identify the User ID of the person who is assigned to complete the group. OAKS automatically sets this field to the User ID as the person creating the group. OAKS uses the Group Status field area to display current status information for the group. 21. 22. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 146 of 918 State of Ohio Financials Process Manual 23. Currently, the group is not balanced and its Posting Action is set to "Do Not Post". Check these fields at the end of the transaction. The group must be balanced and its Posting Status must be "Batch Standard" in order for the group to post the next time ARUPDATE runs. 24. Use the Pending Item 1 tab to enter information for the individual items in the group. Click the Pending Item 1 tab. Use the Item ID field to record the specific identification (e.g. invoice or document number) for this item. Click in the *Item ID field. Enter the desired information into the *Item ID field. The Line field allows a particular item on a multi-line invoice to be identified. Use the Customer field to enter the customer ID for this item. If the customer is known enter it here, or use the Look Up Customer button to search for the customer. Click the Look Up Customer button to find and choose a customer. 25. 26. 27. 28. 29. After selecting one of the search results, OAKS automatically returns to the original page and inserts the item selected in the appropriate field. Click an entry in the Search Results table. 30. 31. 32. Click in the *Amount field. Enter the desired information into the *Amount field. Use the Entry Type field to tell OAKS the type of pending item. Entry Type codes are: INV - Third-party invoice CR - Third-party credit memo DR - Third-party debit memo ISTV - Interagency transfer invoice ISTCR - Interagency credit memo ISTDR - Interagency debit memo 33. 34. Click the *Entry Type list. Click an entry in the list. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 147 of 918 State of Ohio Financials Process Manual 35. OAKS requires a Reason for every item entered. Reason codes provide ―shortcuts‖ for entering ChartField strings. They are similar to the pseudo codes used in CAS. Click the Look Up Reason button to find and choose a Reason code. 36. Reason codes are agency-specific. Check with your agency to find out what reasons to use. Click the desired information in the Search Results table. 37. OAKS uses payment terms pre-defined by the specified business unit (agency), typically "Net 30" days. These terms can be overridden as needed using the Look Up Terms button. Click the Look Up Terms button to find and choose the desired terms. 38. 39. 40. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. 51. 52. 53. 54. 55. Click the desired information in the Search Results table. Click the Save button. Click the Add a new row button to add the second pending item. Click in the *Item ID field. Enter the desired information into the *Item ID field. Click the Look Up Customer button to find and choose a customer. Click the desired information in the Search Results table. Click in the *Amount field. Enter the desired information into the *Amount field. Click the *Entry Type list. Enter the desired information into the *Entry Type field. Click in the Reason field. Enter the desired information into the Reason field. Click in the Terms field to select the existing information. Enter the desired information into the Terms field. Click the Save button. Click the Group Action tab. Use the Group Action tab to create the accounting entries and to set the group posting action. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 148 of 918 State of Ohio Financials Process Manual 56. 57. Click the Create Entries button. OAKS displays the ChartField string on the Accounting Entries page when the accounting entries are created. The Reason code selected on the Pending Item 1 helps OAKS fill in the ChartField string. If your agency uses generic reason codes, they fill in many of the fields but leave variable information empty to be completed. Reason codes may also change and, occasionally, may contain errors that have not yet been corrected. 58. OAKS creates both revenue and cash accounting entry lines. When OAKS processes this information, the second line inherits (copies) information from the top line to complete the ChartField entries. The key fields that must be reviewed are the Fund, Account, and Dept fields. Remember: Use the ChartField Definitions job aid on OAKS Training Online to learn more about these ChartFields. 59. The GL Unit is State because in the OAKS General Ledger Module there is only one business unit, i.e. STATE. In the other OAKS financial modules, there is a business unit for each agency. Revenue accounts start with "4". For example, 430047 is the Revenue, Various Other Sales account. Asset accounts start with "1". For example, 102900 is the Accounts Receivable account. Review the ChartField string to complete or correct the created entries. At a minimum, confirm that the Fund, Account (containing the revenue source), and Dept fields are complete and correct. Any problems can be found and fixed more easily before OAKS posts them to the General Ledger. Note: Instead of making changes to the ChartField string, the user may: • Return to the Pending Item 1 tab • Select a different Reason code • Return to the Group Action tab • Re-create and review the new accounting entries 60. 61. 62. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 149 of 918 State of Ohio Financials Process Manual 63. Check to see if the accounting entries and the group are balanced by reviewing information in the Group Status field area of the Group Control page. Click the Group Control tab. 64. Notice that the Balanced status for the group is now "Yes" and the Accounting Entries status is "Balanced". The Posting Action is still "Do Not Post". Set the group to post by selecting "Batch Standard" in the Posting Action field on the Group Action page. 65. 66. 67. Click the Group Action tab to set the posting action. Click the Action list. Use the "Batch Standard" action to make the group available for posting when ARUPDATE runs. The other options are not used by the State. Click an entry in the list. Always click "Batch Standard". 68. Click both the OK button and then the Save button to set and save the action status. Click the OK button to set the Posting Action. 69. Note: The group Status is now "Batch Standard". This group will post the next time ARUPDATE runs. Always check this field before saving a group. OAKS will not update a customer account unless the Status of a group is "Batch Standard". Failure to click OK means the group will not post when ARUPDATE runs. Return to the Group Action page to reset the posting status. 70. Click the Save button to save the group and posting information in OAKS. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 150 of 918 State of Ohio Financials Process Manual Maintaining Customers and Pending Items          Maintaining Customers Reviewing Customer Accounts Reviewing Customer Activity Aging Pending Items Writing Off Pending Items Creating Debit and Credit Memos Updating Worksheets Transferring Worksheets Deleting Groups Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 151 of 918 State of Ohio Financials Process Manual Maintaining Customers Overview Use this process to maintain customers. High Level Workflow: None Available. Navigation Path Customers → Customer Information → General Information Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. None Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 152 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 153 of 918 State of Ohio Financials Process Manual Process 1. Use the General Information search page to locate existing customers or add new customers. Use the Find an Existing Value tab. 2. Search for existing customers in a variety of ways. The more specific the criteria used, the more precise the search results will be. Note: Always use some values to limit the search. Clicking the Search button without any values in the fields will return an excess number of search results. 3. 4. Double-click in the SetID field. OAKS automatically fills the SetID with your agency code. Enter the desired information into the SetID field. 5. 6. Click in the Name 1 field. Use the Name 1 field to search by customer name. Remember to use the company name, not the contact name. Enter the desired information into the Name 1 field. 7. 8. Click the Search button to locate the customer record. OAKS displays the customer General Info page. If more than one customer matches the search request, OAKS displays a list of the results. The results include separate lines for each customer address. Select the desired link to open the customer‘s information. 9. 10. Use the customer General Info page and additional tabs to update information about the customer relationship and address(es). In this scenario a customer‘s address is being updated. Use the Address tab to do address maintenance. Click the Address tab. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 154 of 918 State of Ohio Financials Process Manual 11. The Address tab shows the customer‘s current address information. The Address Locations section uses rows to allow multiple physical locations. The Location field shows the address row displayed, and the Primary checkbox tells whether this is the primary billing address for this customer. If there are multiple locations, use the Show next row button (arrow) on the Address Locations bar to find the specific location record that needs to be changed. 12. The Address Details section uses effective-dated rows to record changes for each specific location. Effective dates allow an address change to be entered in advance. Click the Add a new row button in the Address Details section to add a new or additional address. Double-click in the *Effective Date field. OAKS automatically fills the Effective Date field with the current date. Enter the desired information into the *Effective Date field. The new row initially contains the previous address information. Replace the existing address information that is displayed. Double-click in the Address 1 field. 13. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. Enter the desired information into the Address 1 field. Double-click in the City field. Enter the desired information into the City field. Use the County field to enter the county information if known. Double-click in the Postal field. Enter the desired information into the Postal field. Use the Save button to complete this new address record in OAKS. Click the Save button. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 155 of 918 State of Ohio Financials Process Manual Reviewing Customer Accounts Overview Use this process to review the customer accounts in OAKS. High Level Workflow: Navigation Path Accounts Receivable → Customer Accounts → Customer Information → Account Overview Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 156 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. None Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 157 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 158 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. Use the search fields at the top of the page to identify customers whose items to review. Click in the Look Up Customer button to find and choose a customer ID. Enter one or many characters in a search field to limit the search. After clicking the Look Up button, OAKS displays a shorter list of search results, which allows an item to be found more quickly. Click in the Name 1 field. 4. The name of the customer for the search begins with "Cust" (Customer One). Enter the desired information into the Name 1 field. 5. 6. Click the Look Up button. After selecting one of the search results, OAKS automatically returns to the original page and inserts the item selected in the appropriate field. Click the desired information in the Search Results table. 7. Use the Level field to limit or expand the list to include actions for any customer group to which this customer belongs. The default value is "N", in which no customer relationships are taken into account. Other values include: C - Corporate Customer P - Correspondence Customer R - Remit from Customer 8. 9. 10. 11. Click the Search button to locate the desired customer information. The Account Overview tabs provide quick access to your agency‘s customer information. Use the Balances tab to get a quick summary of key item and payment information. Note: Another customer's information can be easily viewed by entering a new customer ID and clicking the Search button. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 159 of 918 State of Ohio Financials Process Manual 12. The section located at the top of the Balances page (above the Most Recent Activity section) allows customer conversations to be added, viewed and updated quickly. This is helpful when the search contains many payments that are not currently being applied. 13. 14. The Most Recent Activity area shows the most recent posted item and payment with links to the details. The category summary lines (below the Most Recent Activity section) each show a total count of items and amount. By clicking a category link, additional detailed information is provided. Click the Balance: link to see the item details contained in the summary. The Item List page for the Balance: link contains all pending items for this customer. Use the links for each item to see specific details. 15. 16. 17. OAKS automatically displays up to 8 items in the Item List. Use the View All link to display all items on one page if more than 8 items are available for viewing. Click the Account Overview link to return to the Account Overview page. Click the scrollbar to go to the bottom of the page. Click the Past Due: link to see the list of past due items. Note: The Status is recorded as "Past Due". Click the Account Overview link to return to the Account Overview page. Click the Disputed: link to see the list of disputed items. Note: The Status is recorded as ―Dispute‖. Click the Account Overview link. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. Click the scrollbar to go to the top of the page. Click the Profile tab. Use the Profile tab to see address and contact information along with a record of customer conversations. The Customer Action tab is not used by OAKS. The Customer Trend tabs (1-3) are not used by OAKS. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 160 of 918 State of Ohio Financials Process Manual 30. 31. Click the Balances tab to return to the Balances page. View the remainder of the Summary Aging section. Click the scrollbar to go to the bottom of the page. 32. The Summary Aging field area provides a breakdown of pending items by their due dates. The Summary Aging links provides a list of items in a specific aging group. Click the Aging Chart link to view a graph of the aging data. This Customer Aging Chart shows the dollar value of items in each aging category. • $1,525 in the "Future" (not yet due) category. • $300 in the "31-45" days category • $600 in the "91-120" days category • $100 in the "121+" days category 33. 34. 35. The *Chart Selection allows the dollar value or number of aging items in relation to a specific aging category (time period) to be viewed. The *Chart Type is a list of different forms of graphs that can be viewed. The *Chart Selection field can be changed to show the count instead of the value. The *Chart Type field allows the user to view the Customer Aging Chart in the form of a pie, line, or bar chart. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 161 of 918 State of Ohio Financials Process Manual Reviewing Customer Item Activity Overview Use this process to review customer item activity. High Level Workflow: Navigation Path Accounts Receivable → Customer Accounts → Customer Information → Customer Activity Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 162 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. None Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 163 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 164 of 918 State of Ohio Financials Process Manual Process 1. OAKS requires a Customer ID, but the From and To accounting dates are optional. If these dates are used, OAKS selects posted activities with the accounting dates (invoice dates) and not the due dates in the range specified. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. Click in the Look Up Customer button to find and choose a customer ID. Click in the Name 1 field. Enter the desired information into the Name 1 field. Click the Look Up button. Click the desired information in the Search Results table. Click in the Acctg Date From field to set the starting date for the item search. Enter the desired information into the Acctg Date From field. Click in the Acctg Date To field to set the ending date for the item search. Enter the desired information into the Acctg Date To field. Click the Search button to find the desired customer activities. The Item Activity page lists all entries (posted items, payments, and memos) in a specified date range. If a range is not specified, all activity is shown. Note: Debits and credits referencing specific items are shown separately in this list not as net amounts. 13. 14. Sorting items by clicking the Item ID column header helps pair payments with receivable items. The Activity 1 tab contains basic entry type and reason information. Click the Activity 2 tab to review information on that tab. 15. The Activity 2 tab shows origin and posting information. Click the Activity 3 tab to review information on that tab. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 165 of 918 State of Ohio Financials Process Manual 16. The Activity 3 tab shows payment and purchasing information. The Document and Document Line fields are blank because OAKS does not use Document Sequencing. 17. 18. 19. 20. 21. 22. 23. The remaining tabs do not contain information used by OAKS. Click the Direct Journal tab to review information on that tab. The Direct Journal tab shows deposit, payment, and Journal ID information for miscellaneous revenue. Click the Item Activity tab to return to the Item Activity page. Click the link in the Item ID column to open the detail for that item. The Detail 1 page provides accounting and payment details and status for each item. The Customer Relations field area provides a quick means of capturing information about disputes and collections. Note: OAKS does not use the Deduction or Doubtful categories. 24. If a customer disputes a charge for an item, the Customer Relations field area allows the user to indicate: • That the item is being disputed (Dispute checkbox) • The reason for the dispute (Reason Look Up field) • The date the dispute was identified (Date field) • The amount in dispute (Dispute Amount field) Placing an item in dispute allows those items to be separated when reviewing the customer balance information. When the dispute is resolved, return to the Customer Relations field area and uncheck the Dispute checkbox. Also document any conversation with the customer regarding the dispute and its resolution. 25. 26. When an item reaches 45 days past its due date, place the item for collection. Indicate: • That the item is now in collection (Collection checkbox) • The responsible collection unit (Code Look Up field) • The date the item is placed for collection (Date field) Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 166 of 918 State of Ohio Financials Process Manual 27. Use the Code field to choose the responsible collection unit (shown in the Collector field). Choose either "AGO" (Attorney General's Office) for third-party customers or "OBM" for other state agencies. The collection units search for the items checked for "Collection" to pursue further action. 28. The buttons at the bottom of each tab operate in the following manner: OK - Saves updates and closes the item detail Cancel - Closes item detail without saving Apply - Saves changes without closing item detail Neither the Detail 2 nor the Detail 3 tabs are used by OAKS. Click the Item Activity tab. The Item Activity tab provides a list of all activity referencing a specific item. Typically, item entry and payments are seen, but this tab can also contain debit and credit memos. Click the Item Accounting Entries tab. The Item Accounting Entries tab allows the originally recorded activity entries to be reviewed. To view the remainder of the Accounting Information section, click the scrollbar to go to the right of the page. 29. 30. 31. 32. 33. 34. 35. Click the Item Audit History tab. The Item Audit History tab provides a list of all changes made to an item. For each field, OAKS shows when the change was made, by whom, and what the changes were. Click the OK button to return to the Item Activity page. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 167 of 918 State of Ohio Financials Process Manual Reviewing and Correcting Pending Items Overview Use this process to review and correct pending items. High Level Workflow: Navigation Path Accounts Receivable → Pending Items → Review Items → All Items Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 168 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. OAKS posts the pending item entries in a scheduled batch process (ARUPDATE). After the batch process runs, agencies must review the status of your agency‘s items to make sure the entries posted successfully. Agencies also need to correct groups with errors. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 169 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 170 of 918 State of Ohio Financials Process Manual Process 1. Use the All Items page to find: • Specific pending item groups • Particular group types (e.g. B for billing, M for maintenance, T for transfer, or P for payment) • Groups entered since a particular date • Any other combination of the search fields that are found to be useful Use search values such as Entered Date or Posting Status to help locate groups quickly. Note: Groups are collections of pending items that are ready to post. Group Types indicate why a group was created. For example, a billing group (B) is created when items are entered online. 2. 3. 4. OAKS automatically fills in the Group Unit field with your agency business unit. Confirm this or enter your agency business unit. The Posting Status search item has two fields to define the search - the search condition and the search value. The Posting Status search condition determines how OAKS selects the pending item group records, based on the search value chosen. Choose one of these conditions that selects records where the record data is: • = Equal to the search value (automatic) • not= Not equal to the search value • > Greater than the search value • < Less than the search value • >= Greater than or equal to the search value • <= Less than or equal to the search value 5. Select the search value, the information for OAKS to compare using the search condition chosen. Use one of these search values for the pending item group status: • Not Posted - No one has set the group ready to post. • Complete - OAKS has processed and posted this group. • Errors - OAKS encountered errors in at least one pending item in the group and did not post the group. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 171 of 918 State of Ohio Financials Process Manual 6. Normally search for information that matches (equals) a value selected. The Posting Status search condition can be used to limit the search results to groups with a Posting Status of either (= equals) "Errors" or (= equals) "Not Posted". To simplify this search, instead search by excluding the "Complete" groups, leaving only the ones to work. 7. OAKS automatically sets the search condition to "=" (Equal to) which locates matching records. If "Complete" is selected as the search value without changing the search condition, OAKS displays only those groups with a status "Equal to" and "Complete". Click the Posting Status conditions list to select a new condition. 8. 9. 10. 11. 12. 13. Click an entry in the list. Click the Posting Status value list to select a status. Click an entry in the list. Click the Search button. Based on the search conditions, OAKS displays a list of pending item groups for your agency. Note: Use the links in the Search Results table to open and review groups in read-only mode. While group information can be viewed any corrections cannot be made from links in this table. The Search Results table allows the posting status of the pending items groups to be quickly scanned. Note: "Complete" does not display --- the OAKS search excluded these records. 14. 15. The Search Results table can be sorted by clicking on any column header (User ID, Posted Date, etc.) in the table. Click the Entered Date header link to sort the list by each group's entry date. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 172 of 918 State of Ohio Financials Process Manual 16. The first time the Search Results list is sorted, OAKS produces a list in ascending order (oldest first). Clicking the column header again reverses the sorting order to descending order (newest first). Click the Entered Date header link again to re-sort the list in descending order. 17. Now that the newest items are listed, examine the group posting results. Notice that OAKS did not post the group created earlier. This means that the group, although saved in OAKS, has not had its posting action set to "Batch Standard". Commonly, this results when forgetting to click the OK button when setting the posting action. 18. First, review the group and then set it ready to post. Return to the Group Control page to review the group. 19. 20. 21. Click the desired results in the Search Results table. OAKS displays the Group Control page for the Group in read-only mode to provide an overview of the issue. The Group Status field area of the Group Control page indicates that the Posting Action for the group is "Do Not Post". In order for the group to post, the Posting Action must be set to "Batch Standard". The next step is to go to the Group Action page and set the action to "Batch Standard". 22. 23. 24. Click the Online Items link. Click the Group Entry link. OAKS automatically opens the Group Control page for the Group ID. It also displays the Group Action tab for the Group. The Group Action tab can be used to set the Posting Action to "Batch Standard". 25. 26. Click the Group Action tab. Click the Action list. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 173 of 918 State of Ohio Financials Process Manual 27. Use the "Batch Standard" action to set the group ready to post when ARUPDATE runs. Click an entry in the list. Always click "Batch Standard". 28. Click both the OK button and then the Save button to set and save the Action status. Click the OK button to set the Posting Action. 29. 30. 31. The Status for the Group is now "Batch Standard". This group will now post the next time ARUPDATE runs. Click the Save button to save the group and the posting information in OAKS. The next step is to review and make corrections to information for another Group. Begin by returning to the Group Control page for another Group. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. Click the Review Items link. Click the All Items link. Click in the Group ID field to enter the ID of the group with errors. Enter the desired information into the Group ID field. Click the Search button. OAKS displays the information for the selected group for review. Changes cannot be made in this view. Click the Pending Item 1 tab. OAKS puts a yellow Error Info button on each item that is in error along with an Error Code. Click the Error Info button OAKS does not allow items with the same item ID to be entered. When ARUPDATE attempts to post any item to a customer's account, it checks to see if that item is already posted. If it already exists, the "Duplicate Item" error occurs. Click the OK button. Another error is "ChartField Inheritance" which occurs if the accounting codes associated with Reason codes are not valid. Contact your agency‘s AR Administrator if this error occurs. Financials Process Manual v1.26 11/30/07 42. Office of Budget and Management Page 174 of 918 State of Ohio Financials Process Manual 43. Now that the problem is known the error needs corrected (i.e. duplicate item error). Go to the Pending Item 1 page for this item. 44. 45. 46. 47. 48. 49. 50. Click the Receivables Update link. Click the Correct Posting Errors link. Click the Online Items link. Click in the Group ID field to enter the ID of the group with errors. Enter the desired information into the Group ID field. Click the Search button to locate the group. OAKS displays the Group Control page for the group. According to the information in the Group Status section, OAKS indicates that this group's control totals and accounting entries are "Balanced", meaning that the individual item amounts and the accounting debit and credit amounts are correct. Note: Remember that these must be in balance before the group can be saved or set to post. 51. A Posting Status of "Errors" means that OAKS discovered errors in one or more of the pending items during the ARUPDATE process. Next, review the items in this group to see the nature of these errors. 52. 53. 54. Click the Pending Item 1 tab to review the first of the individual items. Double-click in the Item ID field to select the incorrect data. Replace the Item ID field with the correct ID. Enter the desired information into the Item ID field. 55. 56. 57. Click the Save button. Once the change is saved, OAKS removes the error information. Since the group contained errors, OAKS changed the Posting Action to "Do Not Post". Use the Group Action tab to set the desired posting action. Click the Group Action tab to reset the group for posting. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 175 of 918 State of Ohio Financials Process Manual 58. Always choose "Batch Standard" to make the group available for posting. Click the Batch Standard button. Click the Save button. Return to Table of Contents 59. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 176 of 918 State of Ohio Financials Process Manual Aging Open Items Overview Use this process to review the aging open items in OAKS. High Level Workflow: Navigation Path Accounts Receivable → Receivables Analysis → Aging → Aging Summary by Unit Rpt Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 177 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. Sometimes items are not paid in full within 45 days of their due date. In those cases, the aging and collections process can be used. A statement to the customer can be sent. If the item remains overdue, then a dunning letter can be sent and/or a write-off of the pending item with approval from the Attorney General‘s Office (AGO) can be done. 2. OAKS runs the automated Aging Process at the beginning of each month. However, at the end of the month, the agency‘s AR Administrator is able to run the aging process on an interim basis as needed by agency. 3. Aging is applied to posted entries only. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 178 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency‘s users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 179 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. A Run Control ID, along with the User ID, uniquely identifies the preferences for running a report or process in OAKS. The Find an Existing Value page can be used to search for a Run Control ID that has already saved. To create a new report request, use the Add a New Value tab to add a new Run Control ID. Click the Add a New Value tab. 4. When creating a Run Control ID, enter a short descriptive name, maximum 30 letters and numbers with no spaces. Enter the desired information into the Run Control ID field. 5. 6. Click the Add button. Use the Aging Summary by Unit page to select options for the report. • As of Date: Use this to select the aging status date. • Unit: Enter the business unit (agency) code for this report. • SetID: The SetID is always STATE in OAKS. • Aging ID: OAKS always uses ―STAND‖ (standard) for the Aging ID. • Display Option: Use this to select subsets of your agency‘s customers for this report. Leave it at Display All to show all of your agency‘s customers. Do not use Amount Type and Rate Type. 7. Use the As of Date to choose an earlier set of aging calculations. OAKS will include the aging calculations in the report that are closest to the date entered in this field. Use this field to run this report for a prior period. OAKS automatically sets the As of Date to the current date so the request contains the latest calculations. Unless your agency‘s AR Administrator runs an interim aging process after closing, the report will reflect data as of the prior month closing. 8. Double-click in the As of Date field to select the existing information. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 180 of 918 State of Ohio Financials Process Manual 9. 10. 11. 12. 13. To report customer balance ages as of the close of September 30, 2006, enter the desired information into the As of Date field. OAKS automatically fills in the Unit field with your agency‘s business unit. Confirm this or enter your agency‘s business unit. OAKS automatically fills in the SetID field. Accept this value. Click in the Aging ID field. In OAKS always use the Aging ID, "STAND" (Standard). Enter the desired information into the Aging ID field. 14. 15. To create the report, click the Run button to open the Process Scheduler Request page. Use the Process Scheduler Request page to set up how to run a process. This page can also be used to select process output types and output formats. Click the OK button to start running the report or process. Click the Process Monitor link to display the status of the request. Click the Refresh button until the Run Status displays "Success" and the Distribution Status displays "Posted". Note: Only click once every 30-60 seconds to ensure that a process runs effectively. "Success" means that OAKS has finished processing and the job ran successfully. "Posted" means that OAKS has successfully created its process logs. 16. 17. 18. 19. 20. To locate the report, click the Details link to open the Process Detail page. Use the Process Detail page to manage the process or to click the View/Log Trace link. To locate report files created by this request, click the View Log/Trace link to open the View/Log Trace page. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 181 of 918 State of Ohio Financials Process Manual 21. The View Log/Trace page displays information about the process ran to create the report. Click the PDF file link in the File List field area to display the report requested. Remember: The results on the report reflect the ages calculated by OAKS as of the latest aging process run prior to the requested As Of Date. Click the link that contains the correct process name and process instance number to open the report. Click the link to open the aging report. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 182 of 918 State of Ohio Financials Process Manual Write off a Pending Item Overview Use this process to write off a pending item. High Level Workflow: Navigation Path Accounts Receivable → Receivables Maintenance → Create Worksheet → Maintenance Worksheet Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 183 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. Agencies refer delinquent third-party items, those more than 45 days past their due date, to the Attorney General‘s office for collection. The Attorney General then accepts, or ―certifies‖, items that can be pursued for payment. 2. The Attorney General must approve the writing off of any certified items. An agency can cancel or write off certified items less than 40 years old only as mutually agreed upon between the Agency and the Attorney General. Approval is recommended if the certified item is 40 years old or older. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 184 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 185 of 918 State of Ohio Financials Process Manual Process 1. Use the Worksheet Selection page to find an existing maintenance worksheet or to create a new one. Click the Add a New Value tab to create a new maintenance worksheet. 2. 3. 4. 5. 6. 7. OAKS automatically fills in the Worksheet Business Unit field with your agency‘s business unit. Confirm this or enter the correct unit. Always accept ―NEXT‖ as the Worksheet ID so that OAKS assigns the next available worksheet ID to this maintenance worksheet. Click the Add button. To select all the pending items for a specific customer in OAKS, identify the customer in the Cust ID field. Enter the desired information into the Cust ID field. Remember: Customers are unique to agencies. Identify the proper agency. Click in the Business Unit field. Enter the desired information into the Business Unit field. Click the Build button to create a worksheet for the identified customer. Use the Worksheet Application page to enter maintenance worksheet information. Maintenance Worksheets contain Entry Type codes that are used to offset or adjust posted items, such as refunding an item or creating a debit or credit balance from maintenance tasks. It is also used to write off posted items. Also non-posted items are able to be adjusted on a Payment Worksheet. 8. 9. 10. 11. 12. Click the Entry Type list to select the type of maintenance to perform. Click an entry in the list. For this scenario, click Write-off A Debit. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 186 of 918 State of Ohio Financials Process Manual 13. Remember: Reason codes (similar to CAS pseudo-codes) determine accounting entries. A Reason code selected in the Item Action field area will apply to each selected item in the Item List field area. However, Reason codes can also be chosen for each item. Click the Look Up Reason button. 14. Select the appropriate reason for the entry. In this scenario, the customer went bankrupt. Click the desired information in the Search Results table. For this scenario, click "BANK". 15. 16. 17. Click the Sel checkbox next to the Item Balance for the item(s) to change. Click the Save button. OAKS automatically sets the selected item(s) Type field to "WO". Remember: Only write off pending items if your agency has the authorization from the Attorney General's Office (for third-party customers) or the Office of Budget and Management (OBM) for fellow state agencies. 18. 19. Click the Worksheet Action link to review the ChartField strings for this worksheet and set the worksheet ready to post. Always check the ChartField strings for each group. 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 to be completed. Reason codes may also change and, occasionally, may contain errors that have not yet been corrected. Click the Create/Review Entries button. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 187 of 918 State of Ohio Financials Process Manual 20. OAKS displays the ChartField strings on the Accounting Entries page when creating the accounting entries. Review the ChartField strings to complete or correct the created entries. At a minimum, confirm that the Fund, Account (containing the revenue source), and Dept fields are complete and correct. Problems can be found and fixed more easily on this page before OAKS posts them to the General Ledger. 21. Instead of making changes to the ChartField strings, the user may also: • Return to the Worksheet Application page • Select a different Reason code • Return to the Worksheet Action page • Create and review the new accounting entries Review the created ChartField strings and revise as necessary to offset the original item. Click the Return to Previous Panel button to set the worksheet ready to post. 22. 23. 24. Click the Action list to set the posting status. Use the "Batch Standard" action to make the group available for posting when ARUPDATE runs. The other options are not used by the State. Click an entry in the list. Always click "Batch Standard". 25. Click the OK button and then the Save button to save the action status. Click the OK button to set the Posting Action. 26. Click the Save button. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 188 of 918 State of Ohio Financials Process Manual Creating Debit and Credit Memos Overview Use this process when creating debit and credit memos. High Level Workflow: Navigation Path Accounts Receivable → Pending Items → Online Items → Group Entry Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 189 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. None Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 190 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 191 of 918 State of Ohio Financials Process Manual Process 1. 2. Click the Add a New Value tab to add a new pending items group. OAKS automatically fills in the Group Unit field with your agency‘s business unit. Confirm this is correct or enter your agency‘s business unit. Double-click in the Group Unit field to select the existing information. 3. 4. Enter the desired information into the Group Unit field. Always use "NEXT" in the Group ID field for pending item groups. Click the Add button. 5. 6. Click in the *Group Type field. The Group Type in OAKS is always "B". Enter the desired information into the *Group Type field. Always enter "B". 7. 8. Click in the *Origin ID field. All items entered online use the Origin ID "OBILL". Enter the desired information into the *Origin ID field. Always enter "OBILL". 9. 10. Click in the Control Currency field. Enter the desired information into the Control Currency field. Always enter "USD". 11. Use the Control field in the Totals region to enter the batch total from the batch tape. Click in the Control field. 12. 13. Enter the desired information into the Control field. Use the Count field to enter the number of items in the batch. Click in the *Count field. 14. Enter the desired information into the *Count field. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 192 of 918 State of Ohio Financials Process Manual 15. Use the Pending Item 1 tab to enter individual items. Click the Pending Item 1 tab. 16. When entering the Item ID for a debit or credit memo, use the original item ID followed by "DR" or "CR". This OAKS best practice makes it easy to identify related entries. Click in the *Item ID field. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. 36. 37. 38. 39. Enter the desired information into the *Item ID field. Click in the *Customer field. Enter the desired information into the *Customer field. Click in the *Amount field. Enter the desired information into the *Amount field. Click the *Entry Type list. Click an entry in the list. Click the Look Up Reason button to find and choose an appropriate reason code. Click the desired information in the Search Results table. To enter a new item for the credit, click the Add a new row button. Click in the *Item ID field. Enter the desired information into the *Item ID field. Click in the *Customer field. Enter the desired information into the *Customer field. Click in the *Amount field. Enter the desired information into the *Amount field. Click the *Entry Type list. Click an entry in the list. Click the Look Up Reason button to find and choose an appropriate reason code. Click the desired information in the Search Results table. Click the Save button. Click the Group Action tab. Use the Group Action tab to preview the OAKS accounting entries. Then set the group as ready to post. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 193 of 918 State of Ohio Financials Process Manual 40. Always check the accounting entries for each group. Reason codes provide "shortcuts" for coding accounting strips, but they are not necessarily complete. Generic codes fill in many of the fields, but leave variable information empty to be completed. Reason codes may also change and occasionally may contain errors that have not yet been corrected. Click the Create Entries button to build and review the accounting entries. 41. OAKS displays the coding on the Accounting Entries page when creating the accounting entries. Review the accounting codes to complete or correct the created entries. At a minimum, confirm that Fund, Account (containing the revenue source), and Dept fields are complete and correct. Any problems can be found and fixed more easily before OAKS posts them to the General Ledger. At the change of the federal fiscal year, pay attention to the Grant/Prj field, since items may be processed for both new and old grants. 42. Instead of making changes to the accounting entries, the user may also: • Return to the Pending Item 1 tab • Select a different Reason code • Return to the Group Action tab • Create and review the new accounting entries When finished reviewing and correcting the accounting entries, return to the Group Action tab to set the posting status. Click the Group Action tab. Click the Action list. Use the "Batch Standard" action to make the group available for posting when ARUPDATE runs. The other options are not used by the State. Click an entry in the list. 43. 44. 45. 46. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 194 of 918 State of Ohio Financials Process Manual 47. Click both the OK button and then the Save button to set and save the action status. Note: If OK is not clicked, then the Status field will not change and the worksheet will not post when ARUPDATE runs. Return to the Group Action page and set the status again. Click the OK button to set the Posting Action. 48. Note: The group Status is now "Batch Standard". This group will post the next time ARUPDATE runs. Always check this field before saving a group. OAKS will not update a customer's account unless the Status of a group is Batch Standard. 49. 50. Click the Save button. Once ARUPDATE runs, OAKS will post the credit and debit memos to the customer account. The effect of these credit and debit memos can be seen by reviewing the customer's item activity. This is covered in the topic Reviewing Customer Item Activity. Go to the Account Overview - Item List page. 51. 52. 53. 54. Click the Customer Accounts link. Click the Customer Information link. Click the Account Overview link. To simplify this exercise, the SetID and Customer fields have already been filled in. Click the Search button. The Balance link displays items posted to the customer's account. Remember: Items posted to a customer account cannot be seen until ARUPDATE runs. For this scenario, assume that the process has already processed the debit and credit memos. Click the Balance: link. 55. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 195 of 918 State of Ohio Financials Process Manual 56. 57. Click the View All link to view them all on the same page. The Item List page is arranged in order by Item. The debit and credit memos can be easily found along with the originally posted items. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 196 of 918 State of Ohio Financials Process Manual Updating Worksheets Overview Use this process when updating worksheets. High Level Workflow: Navigation Path Accounts Receivable → Payments → Apply Payments → Update Worksheet Notes Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 197 of 918 State of Ohio Financials Process Manual Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. None Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 198 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 199 of 918 State of Ohio Financials Process Manual Process 1. 2. Use the Worksheet Application page to search for the unfinished payment worksheets. OAKS automatically fills in the Deposit Unit field with your agency‘s business unit. Confirm this is correct or enter your agency‘s business unit. Enter the desired information into the Deposit Unit field. 3. 4. 5. 6. Click in the Deposit ID field. Enter the desired information into the Deposit ID field. Click the Search button to locate the desired payment worksheet. The Payment Status may be: • Applied - Payment matches pending items and will post in the next batch run of the ARUPDATE process. • Complete - ARUPDATE successfully posted matched payment. • Directly Journalled - Not applicable to worksheets • Identified - Payment references a pending item or worksheet with an identified customer. • Identified - Express - Not used by the State of Ohio • Unidentified - Payment has no pending item or customer reference. • Worksheet - Worksheet has been built for payment but not set to post. 7. If more than one worksheet needs updating, use the payment status ―Worksheet‖ to get a list of all payments that have not yet been applied. Note: Worksheets may also be updated with a payment status of ―Applied‖ until ARUPDATE runs. At that point OAKS changes the status to ―Complete‖. 8. 9. Click the Payment ID. Note: If only one payment worksheet matches the search, OAKS automatically opens that worksheet on the Worksheet Application page. Use the Worksheet Application page to apply the remaining payment balance. 10. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 200 of 918 State of Ohio Financials Process Manual 11. Use the Balance field area to find the amount of the payment to apply. • Amount – Shows the payment amount • Selected – Shows the total amount due in the selected rows • Remaining – Shows how much of the payment remains to be applied Next choose an item or items to which to apply the payment. OAKS shows the pending items for this customer of which none equals the amount of the payment. Click the Sel checkbox on row 3. Enter the amount to apply in the Pay Amt field of the selected item. Double-click in the Pay Amt field. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. Enter the desired information into the Pay Amt field. Click the Refresh button. OAKS automatically creates a new row with the pending item's remaining balance. Click the Save button to store the changes. Click the Worksheet Action link to review the created ChartFields and to set this payment worksheet for posting. Click the Create/Review Entries button to review the ChartField strips. At a minimum, review the Fund, Account, and Dept fields for accuracy. For this scenario, accept these entries as correct. Click the Return to Previous Panel button. 22. 23. Click the Action list to set the posting status. Use the "Batch Standard" action to make the group available for posting when ARUPDATE runs. The other options are not used by the State. Click an entry in the list. Always click "Batch Standard". Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 201 of 918 State of Ohio Financials Process Manual 24. Click both the OK button and then the Save button to save the action status. Click the OK button to set the Posting Action. 25. Click the Save button to store the changes. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 202 of 918 State of Ohio Financials Process Manual Transfer Worksheets Overview Use this process to transfer worksheets. High Level Workflow: Navigation Path Accounts Receivable → Receivables Maintenance → Transfer Worksheet → Create Worksheet Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 203 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. Agencies can only transfer items within their agency and not with other agencies. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 204 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 205 of 918 State of Ohio Financials Process Manual Process 1. Use a Transfer Worksheet to move posted pending items from one customer to another. Click the Add a New Value tab to create a new transfer worksheet. 2. OAKS automatically fills in the Transfer Business Unit field with your agency‘s business unit. Confirm this is correct or enter your agency‘s business unit. Enter the desired information into the Transfer Business Unit field. 3. OAKS automatically displays ―NEXT‖ in the Transfer Worksheet ID. This means that when the worksheet is saved, OAKS assigns the next sequential number for your agency to the worksheet. Always accept ‖NEXT‖ as the Transfer Worksheet ID. 4. 5. 6. Click the Add button. Use the Worksheet Selection page to enter the information for the customer currently associated with the pending item. Use the Cust ID field to enter the customer number that is currently associated with the pending item. This is the customer from which the pending item will be transferred. Click in the Cust ID field. Enter the desired information into the Cust ID field. Click in the Business Unit field. Enter the desired information into the Business Unit field. When clicking the Save button, OAKS displays the customer information to verify. Click the Save button. Review the customer information to make sure the correct customer has been selected. Use the Build button to build the transfer worksheet. Click the Build button. Use the Worksheet1 page to identify the item to transfer and where OAKS should transfer it. Only transfer items within your agency. Use the Business Unit field to enter your agency‘s business unit. Click in the Business Unit field. Financials Process Manual v1.26 11/30/07 7. 8. 9. 10. 11. 12. 13. 14. Office of Budget and Management Page 206 of 918 State of Ohio Financials Process Manual 15. 16. Enter the desired information into the Business Unit field. Use the Customer field to enter the customer number to which the pending item is being transferred. Remember: This is the customer that receives the transferred item. Click in the Customer field. 17. 18. Enter the desired information into the Customer field. In the Item List field area select the pending item to transfer. Click the Sel box, next to the desired pending item‘s Remit Seq. number to select that item. Click the Sel checkbox. 19. When clicking the Save button, OAKS displays the ―To‖ customer information to verify. Click the Save button. Check the customer information and make sure this is the correct customer and the correct item. Click the Worksheet2 tab to modify ―To‖ customer information, such as the location code for the customer that is receiving this transferred item. The customer information in this scenario does not need modified. Please look at the Worksheet2 page to be familiar with the information and fields on it. Click the Worksheet2 tab. 20. 21. Note: There is a Worksheet Action link on both the Worksheet1 and the Worksheet2 pages. Click the Worksheet Action link. Click the Action list to select a posting action. Use the "Batch Standard" action to make the group available for posting when ARUPDATE runs. The other options are not used by the State. Click an entry in the list. Always click "Batch Standard". 22. 23. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 207 of 918 State of Ohio Financials Process Manual 24. Click both the OK then the Save buttons to set and save the action status. Click the OK button to set the posting action. 25. Click the Save button to store the changes. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 208 of 918 State of Ohio Financials Process Manual Deleting Groups Overview Use this process to delete pending item groups. High Level Workflow: Navigation Path Accounts Receivable → Online Pending Items → Change Pending Group Action → Online Pending Items Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 209 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. Agencies cannot delete a pending item group that has already posted. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 210 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 211 of 918 State of Ohio Financials Process Manual Process 1. OAKS automatically fills in the Group Unit field with your agency‘s business unit. Confirm this is correct or enter your agency‘s business unit. Use the Group ID field to search for a specific group. If something is not entered here, the search results will contain all pending items for your agency. Click in the Group ID field. Enter the desired information into the Group ID field. Click the Search button to locate the correct pending item. Use the Group Control page to make sure the desired pending item group has been retrieved. Review the Totals field area and Control Data field area to make sure this is the correct group. This is the correct group for this scenario. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Click the Group Action tab. Use the Group Action tab to perform various group functions, including deleting the group. Click the Delete Group button. Click the Yes button to confirm to delete the group. Click the Save button to store the changes. To confirm that the deletion has occurred, search to see if the Group ID still exists in the Search Results table. Click the Return to Search button. OAKS is still displaying the result from the previous search. Click the Search button to locate the group ID that was deleted. 12. 13. 14. OAKS responds: "No matching values were found." This means that the deletion was successful. A pending item group has been successfully deleted from OAKS before posting. Now delete the interfaced group that has posting errors. Begin by going to the Online Error Correction page. 15. Click the Receivables Update link. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 212 of 918 State of Ohio Financials Process Manual 16. 17. 18. 19. 20. 21. Click the Correct Posting Errors link. Click the Online Items link. Click in the Group Unit field. Enter the desired information into the Group Unit field. Click the Search button. OAKS found a duplicate item in this group. Only the originator of the interface can determine the correct item. Click on the duplicated item link. Click the ITDUP link. 22. 23. 24. 25. 26. Click the Group Action link. Click the Delete Group button. Click the Yes button. Click the Save button. Remember: To confirm that the deletion occurred, search to see if the Group ID still exists in the Search Results table. Click the Return to Search button. OAKS keeps the group ID just worked on to apply to the new search. The Search Results table still displays the original search. Click the Search button to find the group ID just deleted. 27. 28. OAKS responds: "No matching values were found." This means that the deletion was successful. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 213 of 918 State of Ohio Financials Process Manual Entering Deposits       Creating Direct Journals Entering Regular Deposits Using Payment Worksheets Updating Payment Predictor Worksheets Approving Deposits Depositing into the State Treasury Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 214 of 918 State of Ohio Financials Process Manual Creating Direct Journals Overview Use this process to create direct journals. High Level Workflow: Navigation Path: Accounts Receivable → Payments → Online Payments → Regular Deposit Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 215 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. Direct Journal deposits are miscellaneous cash receipts. They are not associated with any pending item or customer account. OAKS posts these transactions directly to the General Ledger after processing by Budget Check and Journal Generator. Revenue is recorded and the agency‘s budget increases when the deposit is processed in OAKS. Accounting entries are manually created for direct journal deposits. The direct journal accounting entries must be marked ―complete‖ and be saved before they will post to the General Ledger. 2. If an agency specifies a customer ID, AR records the collected cash revenue in the customer‘s record, but there is no effect on customer pending items or balance. 3. OAKS calls collected cash revenue "miscellaneous cash receipts". Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 216 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 217 of 918 State of Ohio Financials Process Manual Process 1. Use the Regular Deposit Entry page to process miscellaneous cash payments as a group. Click the Add a New Value tab to create a new deposit. 2. OAKS automatically fills in the Deposit Unit field with your agency‘s business unit. Confirm this entry or enter your agency‘s business unit. Enter the desired information into the Deposit Unit field. 3. OAKS automatically displays ―NEXT‖ in the Deposit ID field. This allows OAKS to assign the next available number to the deposit. Deposit IDs can also be entered according to your agency‘s procedure. Click the Add button to create a new deposit. 4. Use the Totals page to record information that applies to the entire deposit batch. These totals allow the agency to make sure all the deposits planned have been entered. Use the field area at the top of the Totals page to set basic accounting information for the batch. The Acctg Date field represents the actual deposit date. OAKS automatically displays the current date (see your agency supervisor for your agency‘s procedure if the automatic setting needs overridden). Click in the *Bank Code field. The *Bank Code field identifies the bank to which the deposit is to be made. Enter the code or use the Look Up Bank Code button if the correct bank code is unknown. Enter the desired information into the *Bank Code field. 5. 6. 7. 8. 9. 10. Click in the *Bank Account field. The *Bank Account field identifies the specific bank account to be updated. There is normally only one account for any given bank. Enter the account directly or select it using the Look Up Bank Account button. Enter the desired information into the *Bank Account field. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 218 of 918 State of Ohio Financials Process Manual 11. 12. Click in the *Deposit Type field to enter the type of deposit. The Deposit Type field defines the deposit category for the entire batch. Each batch contains only deposits of a single type. The deposit type varies depending on the nature of the transactions. For direct journal entries, normally enter "M" (for Miscellaneous) in the Deposit Type field. Enter the category code directly, or use the Look Up Deposit Type button. Deposit Type codes are: C - Customer Receipts A - AGO Receipts B - Buy-Back L - Lockbox Receipts D - Credit Card Receipts Intfc M - Miscellaneous Receipts X - Deposit Modifications E - Employee Receipts F - EFT Receipts Intfc 13. Two of the other direct journal deposit types that may be needed to process are: • Buy-backs for returned checks • Customer refunds Buy-Backs Use the Deposit Type "B" for buy-backs. Enter all amounts (control totals and payment amounts) as negative amounts. Also use the same accounting ChartFields that were used when creating the item that was paid with the returned check. Customer Refunds Use the Deposit Type "X" for customer refunds, which are entered as negative amounts. Use this type to modify earlier deposit transactions, choosing the ChartField strings for the accounts to adjust. These vary for each given situation. 14. 15. 16. Enter the desired information into the *Deposit Type field. Click in the Control Currency field to enter a currency. The Control Currency for OAKS is always USD. Enter the desired information into the Control Currency field. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 219 of 918 State of Ohio Financials Process Manual 17. Use the Totals field area (below the brown Totals bar) to record totals from the batch totals tape for all payments in this batch. The batch balances if this total equals the calculated totals of all items entered. Double-click in the Control Total Amount field to enter the total amount of all payments to be entered on the Payments page. Use the Control Total Amount field along with the Count field to enter the totals from the tape totals attached to the deposit batch. OAKS automatically calculates actual entry totals for comparison with the control totals to verify that all payments have been entered correctly. Enter the desired information into the Control Total Amount field. 18. 19. 20. 21. 22. 23. 24. 25. Click in the *Count field to enter the total number of payments to be deposited. Enter the desired information into the *Count field. Use the Control Data field area to record agency processing information. Click the Payments tab. Use the Payments page to record the detail for each individual transaction being deposited. Now enter the details of each payment in this deposit. The Payment ID field is required, and contains information about the source payment item (e.g. check number). Enter the desired information into the *Payment ID field. 26. 27. 28. 29. 30. 31. To enter the amount of the individual payment, double-click in the Amount field to select the existing information. Enter the desired information into the Amount field. To post this item directly to the general ledger, click the Journal Directly checkbox. Payment Method is automatically set to "Check". Always use the "Check" payment method for online deposits of all types. Click the Add a new row button to add a payment. Now enter the second payment. Enter the desired information into the *Payment ID field. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 220 of 918 State of Ohio Financials Process Manual 32. 33. 34. 35. 36. Double-click in the Amount field to select the existing information. Enter the desired information into the Amount field. Click the Journal Directly checkbox. When all payments have been recorded, save the batch. Click the Save button. Note: Once the batch is saved, the Deposit ID is created by OAKS. Remember this ID. It will be needed in the next step when creating accounting entries for this batch. 37. After saving the deposit, confirm that the Balance field status in the Payments tab header line is ―Balanced‖. See that this deposit is in balance. 38. Review the Totals tab to verify that the information entered about individual payments adds up to the control totals. If the deposit is "Balanced", the difference amounts will be zero. Click the Totals tab. 39. The Difference Amounts in the Totals field area are zero for both the control total and the count. Now create the ChartField strings for each payment. 40. Begin by going to the Direct Journal Entry page. Remember the Deposit ID for this deposit. Click the Direct Journal Payments link. Click the Create Accounting Entries link. OAKS automatically fills in the Deposit Unit field with your agency‘s business unit. Confirm this entry or enter your agency‘s business unit. Payment items can be located in a variety of ways. Search by your agency‘s business unit, the User ID, and/or for a specific deposit. For this scenario, use the Deposit ID just created. Click in the Deposit ID field. 41. 42. 43. 44. Enter the desired information into the Deposit ID field. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 221 of 918 State of Ohio Financials Process Manual 45. 46. Click the Search button to locate the list of items associated with the deposit ID. The Search Results table lists all payment items entered for this deposit ID. Create accounting entries for each item individually. Start with the first item. Click the desired information in the Search Results table. 47. Use the Accounting Entries page to specify the ChartField strings for each payment. Each entry must be marked complete before it can be posted. 48. Use the ChartFields to enter the ChartField strings for each payment. OAKS ChartFields classify the state chart of accounts into appropriate categories for financial reporting. Minimally, fill in the Fund, Department, and Account fields to process a deposit. OAKS copies other necessary field values from the deposit information. 49. Since no prior pending item captured the ChartField strings, enter the revenue credit values. When finished, OAKS can create the offsetting cash entries. Note: In the future, agencies will be able to define SpeedType keys for their unique needs to speed data entry. Currently, SpeedTypes are not set up in OAKS. 50. 51. 52. 53. 54. 55. 56. 57. Click in the Fund Code field. Enter the desired information into the Fund Code field. Click in the *Account field. Enter the desired information into the *Account field. Click in the Dept field. Enter the desired information into the Dept field. Click the scrollbar to move to the right of the page. Click in the Line Amount field. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 222 of 918 State of Ohio Financials Process Manual 58. Enter the credit to revenue. When using revenue accounts always enter credits as negative numbers. This will increase cash revenue. Revenue accounts always begin with a "4". Enter the desired information into the Line Amount field. 59. To finish the accounting entries: • Create the offsetting entries. If forgotten, the accounting entries will not balance, and the information cannot be saved. •Mark the entries as ―Complete.‖ Failure to check ―Complete‖ means the group cannot be set to post. •Save the accounting information. 60. Now create the cash entry. Click the scrollbar to move to the left of the page. 61. Use the Create button to build the offsetting accounting entries. Click the Create button. 62. 63. 64. OAKS automatically creates a new accounting entry line for the offsetting cash entry. Always review the revenue line. The summary line shows the line count and the total debits and credits, which net to zero. Now complete this payment entry. Click the Complete checkbox to mark this item as ready to post. Failure to mark the entry "Complete" means it will not post and this page will need to be returned to for it to be marked complete. 65. Save this transaction before creating the next set of accounting entries. Click the Save button. Remember: Two payments were entered in this group. Get the next payment from the Search Results table. Click the Next in List button. 66. 67. 68. 69. Click in the Fund Code field. Enter the desired information into the Fund Code field. Click in the *Account field. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 223 of 918 State of Ohio Financials Process Manual 70. 71. 72. 73. Enter the desired information into the *Account field. Click in the Dept field. Enter the desired information into the Dept field. Scroll to the Line Amount field. Click the scrollbar to move to the right of the page. 74. 75. Click in the Line Amount field. Enter the credit to revenue. Credits are always entered as negative numbers. Enter the desired information into the Line Amount field. 76. Return to the beginning of the line to build the cash entry using the Create button. Click the scrollbar to move to the left of the page. 77. Remember to: • Create the offsetting entry • Click "Complete" • Save the entry 78. 79. 80. 81. Create the cash accounting entry. Click the Create button. Click the Complete checkbox to mark this item as ready to post. Click the Save button to store the changes. Accounting entries have been entered for all transactions. Notice that the Next in List button is grayed out. Remember: The group must be approved by the agency and TOS before it will post to the general ledger. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 224 of 918 State of Ohio Financials Process Manual Entering Regular Deposits (Legacy – REV, REF, RWB, RHR, RECE) Overview Use this process to enter regular deposits. There are two methods to record payment items in OAKS: Regular deposit entry and Direct Journal deposit entry. Some deposits may be interfaced in, such as electronic revenue and lockbox deposits. Regular Deposits are the payments associated with a customer. They are applied to Open or pending items using payment predictor or a worksheet. High Level Workflow: Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 225 of 918 State of Ohio Financials Process Manual Navigation Path Accounts Receivable → Payments → Online Payments → Regular Deposit Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 226 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. After the deposit is entered in OAKS, the AR Administrator runs a Payment Details report and submits it with the deposit items to the Treasurer of State‘s (TOS) Office. For step-by-step instructions on how to run and print the OAKS Payment Detail Report, refer to the OAKS Job Aid: Running the Payment Detail Report. The job aid can be found at: http://oakspmo.ohio.gov/oaks/training/FIN_Job_Aids/FINcontent/FINJA05 9_Running_the_Payment_Detail_Report.pdf. 2. Please reference the TOS policy and guidelines for Deposits of Revenue. 3. There are two methods to record payment items in OAKS: Regular deposit entry and Direct Journal deposit entry. Some deposits may be interfaced in, such as electronic revenue and lockbox deposits. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 227 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 228 of 918 State of Ohio Financials Process Manual Process 1. 2. Click the Add a New Value tab to create a new deposit. OAKS automatically fills in the Deposit Unit field with your agency‘s business unit. Enter the desired information into the Deposit Unit field. 3. Use the Deposit ID field to enter a specific ID if your agency follows this business practice. Ask your agency supervisor if more details are needed. Click the Add button. 4. 5. 6. Use the top of the Totals page to record information that applies to the entire group of items. Use the *Acctg Date field to record the actual deposit date. This date may differ from the date payments were received. The *Bank Code field is used for reporting purposes. Always enter STATE. Click in the *Bank Code field. 7. 8. Enter the desired information into the *Bank Code field. The *Bank Account field is used to specify your agency‘s primary deposit account. Click in the *Bank Account field. 9. Enter the desired information into the *Bank Account field. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 229 of 918 State of Ohio Financials Process Manual 10. The Deposit Type field defines the deposit category for the entire batch. Each batch contains only deposits of a single type. The deposit type varies depending on the nature of the transactions. Enter the category code directly or use the Look Up Deposit Type button. Codes are: C - Customer Receipts A - AGO Receipts B - Buy-Back L - Lockbox Receipts D - Credit Card Receipts Intfc M - Miscellaneous Receipts X - Deposit Modifications E - Employee Receipts F - EFT Receipts Intfc 11. 12. 13. 14. These deposits are from customer receipts. Click in the *Deposit Type field. Enter the desired information into the *Deposit Type field. Click in the Control Currency field. Enter the desired information into the Control Currency field. Always enter "USD". 15. Use the Totals field area in the middle of the screen to record information from the batch totals tape (e.g. adding machine tape or equivalent) for all items in this batch. OAKS compares the Control Total Amount and Count that was entered here from the tape to the totals it calculates after each item has been entered into OAKS to verify that the deposit is in balance. 16. Enter the total amount for the items being deposited. Double-click in the Control Total Amount field to select the existing information. 17. 18. 19. Enter the desired information into the Control Total Amount field. Now enter the total number of items in the group. Click in the *Count field. Enter the desired information into the *Count field. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 230 of 918 State of Ohio Financials Process Manual 20. 21. Use the Control Data field area to record agency information for the entire batch. OAKS automatically sets the *Received date field to today's date. Use the *Received date field to specify the date the items in this batch were received. OAKS automatically sets the *Entered date field to today's date. Use the *Entered date field to specify the date the control data is entered in OAKS. The Assigned field, initially set to the user ID, provides a method to direct batches to specific employees. Note: OAKS has two Deposit Approval field areas that agency supervisors and the Treasurer of State's office (TOS) must complete before ledger updates can be posted. Approvers have the ability to use these field areas at all times. OAKS makes the radio buttons inactive for non-approvers. 22. 23. 24. 25. 26. 27. Click the Payments tab. Use the Payments page to record details of the individual items in the deposit group. Use the Payment Information field area to record individual payment items including amount and payment method. Use this section to choose how to process each item. 28. The Payment ID field is a required field and records information such as the check number being deposited or some other payment reference number. Each agency defines standards for completing this field. Enter the desired information into the *Payment ID field. 29. 30. Double-click in the Amount field to select the existing information. Enter the desired information into the Amount field. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 231 of 918 State of Ohio Financials Process Manual 31. Use the Payment Predictor checkbox to have OAKS automatically match a payment to pending items. This option allows OAKS to apply payments to pending items. OAKS matches payments to pending items based on the business unit, amount, customer, and pending item number. If matches are found, OAKS applies the payment; if matches are not found, OAKS creates a payment worksheet where the payment must be matched manually. 32. 33. 34. Use the Journal Directly checkbox if the payment is not being applied to a customer receivable (pending item). OAKS does not use the Range of References option. Remember that a payment in OAKS is the term for funds received from other agencies and external customers. Payments may be in the form of cash, check, or any other negotiable document that the State accepts. Always use the "Check" Payment Method for online deposits of all types. Accept the Payment Method setting of "Check". 35. Use the Customer Information field area to identify the customer to whose account the payments are to be applied. This field area can also be used to track collected cash revenues for your agency‘s customers. Enter the customer ID directly or use the Look Up Cust ID button. Search by name, city, and more. If a customer does not exist, enter the deposit without an associated customer. Contact your agency‘s Customer Creator to add the customer. Use a maintenance worksheet to apply the deposit to the customer once the Customer Creator has entered the customer. Click in the Cust ID field. Enter the desired information into the Cust ID field. OAKS automatically fills in the Business Unit field with your agency‘s business unit if the customer ID was selected from the Look Up Cust ID search results table. Click in the Business Unit field. Enter the desired information into the Business Unit field. Financials Process Manual v1.26 11/30/07 36. 37. 38. 39. 40. 41. 42. Office of Budget and Management Page 232 of 918 State of Ohio Financials Process Manual 43. 44. OAKS does not use the MICR ID field. Use the Reference Information field area to match specific document information (invoices, etc.). If used, OAKS automatically selects the referenced customer pending item(s) on the payment worksheet. 45. 46. Always click Save after each deposit item has been entered. Click the Save button. The Group is not yet balanced. Enter information about the second of the two payments in the group and click Save before the group will be balanced. Click the Add a new row button to record the second item. Enter the desired information into the *Payment ID field. Double-click in the Amount field to select the existing information. Enter the desired information into the Amount field. Click in the Cust ID field. Enter the desired information into the Cust ID field. Click in the Business Unit field. Enter the desired information into the Business Unit field. Use the Reference Information area if specific pending item information for the customer is known. Click in the Qual Code field. 47. 48. 49. 50. 51. 52. 53. 54. 55. 56. When entering deposits, the only Qual Code used is ―I‖. "I" indicates an item reference; OAKS accepts both uppercase and lowercase entries. Enter the desired information into the Qual Code field. 57. Use the Look Up Reference button to find and select a pending item reference number, if necessary, or enter the reference number directly if known. To enter the reference number, click in the Reference field. 58. 59. 60. Enter the desired information into the Reference field. Click the Save button. The Deposit Group is now balanced. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 233 of 918 State of Ohio Financials Process Manual Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 234 of 918 State of Ohio Financials Process Manual Using Payment Worksheets Overview Use this process when using payment worksheets. High Level Workflow: Navigation Path Accounts Receivable → Payments → Apply Payments → Create Worksheet Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 235 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. None Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 236 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 237 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. The Worksheet Selection – Find an Existing Value page allows you to search for the payments you want to apply. Click in the Deposit Unit field. OAKS automatically fills in the Deposit Unit field with your agency business unit. Confirm this or enter your agency business unit. Enter the desired information into the Deposit Unit field. 4. 5. Click in the Deposit ID field. Use the Deposit ID field to select a particular deposit. This deposit is for two payment items. Enter the desired information into the Deposit ID field. 6. 7. Click the Search button. The Search Results table shows both payments that are part of this deposit group. You need to apply both payments for this group. Start by selecting the first payment listed in the table (Payment ID C1_011907_01) to begin building a payment worksheet. Click the desired information in the Search Results table. 8. Use the Worksheet Selection page to refine your selections for pending items. OAKS selects items to appear on the worksheet based on entries you make for customer and item references, and selection of items to include or exclude. 9. 10. 11. Use the Customer Reference field area to identify customers whose items are to appear on the worksheets. Leave the automatic settings to get the pending items for the first customer (Customer One, ID CUSTONE). Use the Business Unit field to ensure that you select only your agency customers. Confirm this is your agency business unit or enter the correct one. 12. Use the Item Reference field area to identify specific items or ranges of items to include on the worksheet. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 238 of 918 State of Ohio Financials Process Manual 13. You can utilize the Qual Code and Reference fields to narrow your search. Always enter "I" as your Qual Code. Enter the item reference code into the Reference field if you want your worksheet results to only display data for this item. 14. 15. Use the Item Inclusion Options field area if you want only certain categories of items (only disputed items, for example). You have entered the necessary information to begin this worksheet. Click the Build button to create a worksheet for the selected customer. Note: The Clear button removes all the selection values so you can select a new customer and/or item. 16. OAKS uses the information on the Worksheet Selection page to create a list of pending items for customer CUSTONE, Customer One. Use the Worksheet Application page to apply the payment to items you select on the worksheet. The top line of the worksheet contains the identifying information for the payment ID being applied. 17. 18. The Item Action field area defines the actions and accounting codes to apply to each of the selected items. OAKS automatically sets the Entry Type to "Pay an Item". The other choice is "Write-off an Item", described in the topic Writing Off a Pending Item. 19. If you entered a Qual Code and Reference ID for a specific item on the Worksheet Selection page, you can filter to only see the results for that item by selecting the "Selected" option from the Display drop-down menu. Since you did not specify an Item ID or any exclusions, the Item List field area contains all pending items for this customer sorted by Item ID. Use the checkboxes in the Sel column to select specific items. 20. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 239 of 918 State of Ohio Financials Process Manual 21. Use the Add with Detail button to create new lines on the worksheet that do not refer to specific items. For example, you can put a payment on an account without applying it to a particular item. The Balance field area shows the payment amount to be applied (Amount), the total amount applied to selected items (Selected), and the amount remaining to be applied (Remaining). OAKS updates this information when you click either the Save or Refresh buttons. 22. 23. OAKS displays items on the worksheet in Item ID order. The amount shown in the Pay Amt field is the amount due for the listed item. The item count at the right side of the blue Item List bar shows that there are 34 items in this list of which OAKS displays the first 8. Click the View All link to view all 34 items in the same field area. 24. To apply payments to selected items: • Check the Sel checkbox beside the desired item. • If you are applying an amount other than the balance shown, enter that amount in the Pay Amt field for the item. OAKS creates a new line in the worksheet for the remaining balance due if you apply an amount less than the amount due. 25. The amount due for item C1_011907_01 is $500. You want to apply this entire amount from the $1200 payment. Click the Sel checkbox next to item 12 to select it for payment. 26. 27. 28. Confirm that the amount in the Pay Amt field is the amount you wish to apply. You have $700 remaining to apply from this payment. You can find this in the Remaining field in the Balance field area. You want to apply the remaining $700 to item C1_011907_02. Click the Sel checkbox beside item 13. 29. 30. Confirm that the amount in the Pay Amt field is the amount you wish to apply. Click the scrollbar to go to the bottom of the page. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 240 of 918 State of Ohio Financials Process Manual 31. If you do not save your information, OAKS reminds you to do so before you can go to another page. Click the Save button. When you click the Save button, OAKS automatically sets the Type field to "PY" for the selected items, based on the Entry Type (―Pay An Item‖). Notice that in the Balance field area the Amount and the Selected fields match (the amount of the payment and the total of the items you applied). The Remaining amount is now zero, showing that you have applied all of this payment to items. 32. 33. 34. 35. 36. 37. Click the scrollbar to go to the bottom of the page. Click the Worksheet Action link to review the ChartField strips and to set the worksheet as ready to post. Click the Create/Review Entries button. At a minimum, you need to review the Fund, Account, and Dept fields for accuracy. Click the Return to Previous Panel button. 38. 39. Click the Action list to set the posting status. Use "Batch Standard" action to make the group available for posting when ARUPDATE runs. The other options are not used by the State. Click an entry in the list. Always click "Batch Standard". 40. You must click both the OK then the Save buttons to set and save the action status. Remember: Failure to click OK means the worksheet will not post when ARUPDATE runs. You will need to return to the Worksheet Action page to reset the posting status. Click the OK button. 41. Always confirm that the Status field changes to "Batch Standard". Click the Save button. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 241 of 918 State of Ohio Financials Process Manual 42. Great! You have applied the first payment in this deposit to two customer items and set the worksheet to post. You need to apply the second payment of $2100 for two customers. 43. Use the Worksheet Selection page to build a worksheet for the next payment. Click the Worksheet Selection link. At this point, the Worksheet Selection page still contains the information from the first payment. You need to get information from the second payment to begin your new customer and item worksheet selection. 44. 45. The Return to Search button takes you back to the original Search Results table. You can then click the link for the next payment you want to process. This is helpful when your search contains many payments that you are not currently applying. The Next in List button automatically selects information from the next item in the Search Results table to fill in the payment information for the Worksheet Selection page. This is helpful when the search contains only payments you want to apply. You originally searched for a deposit ID that contains only payments you want to apply. Use the Next in List button to get the second payment from the Search Table results. Click the Next in List button to get information for the next payment. 46. 47. 48. Confirm that the Payment ID, Payment Amount, and Customer ID are correct on the Worksheet Selection page. If they are not correct, you can return to the Search Results table to find the right payment. 49. You need to build a worksheet for the actual customers, not Train Test Specialists. This payment is for Easy Solutions (ID number 1002) and Central Association (ID number 1003). You need to create two rows, one for each customer, in the Customer Reference field area to build a combined worksheet for both customers. Double-click in the Customer ID field to select the existing information. 50. 51. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 242 of 918 State of Ohio Financials Process Manual 52. Replace the automatic entry in the Customer ID field in the first row with customer ID number 5002 for Easy Solutions. Enter the desired information into the Customer ID field. 53. 54. 55. 56. 57. Accept "CHR01" as correct. Click the Add a new row button to enter the next customer. Click in the Customer ID field. Enter the desired information into the Customer ID field. Click in the Business Unit field. OAKS automatically fills in your agency business unit. Confirm this or enter your agency business unit. 58. 59. Enter the desired information into the Business Unit field. You are now ready to build the worksheet with pending items from both customers. Click the Build button. OAKS displays the Worksheet Application page for the second payment in this deposit. Check the information in the top row of the page to verify this. OAKS automatically displays the first 8 items in the Item List field area. Notice that the list contains items from both customers. If needed, use the View All link to expand the list to display all 10 pending items in a single list. Click the View All link. 60. 61. 62. This payment applies to these items: Item CA_011907_01 - Customer ID 5003 Item CA_011907_02 - Customer ID 5003 Item ES_011907_01 - Customer ID 5002 Select these items for payment and enter the amounts being applied. 63. 64. 65. 66. Click the Sel checkbox beside item 4, CA_011907_01. Confirm that the amount in the Pay Amt field is the amount you wish to apply. Click the Sel checkbox beside item 5, CA_011907_02. Confirm that the amount in the Pay Amt field is the amount you wish to apply. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 243 of 918 State of Ohio Financials Process Manual 67. 68. 69. Click the Sel checkbox beside item 10, ES_011907_01. Confirm that the amount in the Pay Amt field is the amount you wish to apply. Use the Refresh button to verify that you have applied the entire payment. Note: The Refresh button updates the page, while the Save button stores the changes you have made. Click the Refresh button. 70. OAKS updates the Balance field area to show that the Amount and Selected fields match. You have applied the entire payment when the Remaining field is zero. Click the Save button to store your information. If you do not save your data, OAKS reminds you to do so before you can go to another page. Click the Save button. Click the Worksheet Action link to review the ChartField entries and to set the worksheet as ready to post. Click the Worksheet Action link. Use the Create/Review Entries button to ensure that the ChartField strips for the pending item are correct. Click the Create/Review Entries button. At a minimum, you need to review the Fund, Account, and Dept fields for accuracy. Click the Return to Previous Panel button. 71. 72. 73. 74. 75. 76. Click the Action list to set the posting status. Use the "Batch Standard" action to make the group available for posting when ARUPDATE runs. Remember: The other options are not used by the State. Click an entry in the list. Always click "Batch Standard". 77. You must click both the OK then the Save buttons to set and save the action status. Click the OK button to set the Posting Action. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 244 of 918 State of Ohio Financials Process Manual 78. OAKS sets the Status to "Batch Standard". ARUPDATE will process the worksheet. Click the Save button. Congratulations! You have successfully applied a single payment to two pending items for a customer and applied a single payment to pending items for multiple customers. 79. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 245 of 918 State of Ohio Financials Process Manual Updating Payment Predictor Worksheets Overview Use this process when updating payment predictor worksheets. High Level Workflow: Navigation Path Accounts Receivable → Payments → Online Payments → Update Worksheet Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 246 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. If Payment Predictor cannot match a deposit, OAKS creates a payment worksheet and agencies must manually match the deposit. Agencies need to search for and correct the deposits that failed the Payment Predictor process. 2. OAKS runs the Payment Predictor process automatically on a scheduled basis, selecting all deposit items that have the Payment Predictor checkbox checked. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 247 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 248 of 918 State of Ohio Financials Process Manual Process 1. OAKS automatically fills in the Deposit Unit field with your agency. Confirm this or enter your agency‘s business unit. Enter the desired information into the Deposit Unit field. 2. 3. Click the Search button. The Search Results table shows all worksheets ready to update, including both manual and Payment Predictor worksheets. Determine which worksheets were created by Payment Predictor by the entries in the Payment Predictor Method column. An entry other than "(blank)" tells that Payment Predictor created the worksheet. Note: The Payment Predictor Method column contains "(blank)" for manual worksheets, those deposits that did not have the Payment Predictor option checked. 4. To complete the payment worksheets for this deposit, start with the first item (Payment Sequence 1) of deposit ID 2. Click the 1 link. Use the Item ID field to identify which item is being paid. If the item ID is known, enter it here, or use the Look Up Item ID button to find the proper item. For this scenario, click the Look Up Item ID button. 5. 6. The initial Search Results table shows all pending items for all customers. Use the Customer ID field to narrow the list to those items for a specific customer. Click in the Customer ID field. For this scenario, the items being paid belong to Prediction Processors (customer ID PREPRO). Enter the desired information into the Customer ID field. 7. 8. 9. Click the Look Up button to locate the pending items for Prediction Processors. $300.00 was received with this payment. Item PPTEST300 is the item to pay. For this scenario, click the PPTEST300 link. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 249 of 918 State of Ohio Financials Process Manual 10. OAKS completes the worksheet entries and marks the Sel checkbox. There are no other items to be paid from this deposit. Save and post the worksheet. Click the Save button. 11. Use the Worksheet Action page to make the worksheet available for posting. Click the Worksheet Action link. 12. 13. Click the Create/Review Entries button. At a minimum, review the Fund, Account, and Dept fields for accuracy. For this scenario, accept these entries as correct. Click the Return to Previous Panel button. 14. 15. Click the Action list. Use the "Batch Standard" action to make the group available for posting the next time ARUPDATE runs. Click an entry in the list. Always click "Batch Standard". 16. Click both the OK then the Save buttons to set and save the action status. Click the OK button. Click the Save button to save the group and the posting information in OAKS. Use the Return to Search button to select items that are not in order. Use the Next in List if processing items sequentially. For this scenario, click the Next in List button to get the next payment in this deposit. 17. 18. 19. OAKS places the next payment (PAYPP200) in the worksheet. A worksheet that is incomplete cannot be posted, so OAKS inactivates the Worksheet Action functions. Return to the Worksheet Application page to perform the updates. Click the Worksheet Application link. Financials Process Manual v1.26 11/30/07 20. Office of Budget and Management Page 250 of 918 State of Ohio Financials Process Manual 21. OAKS displays the worksheet for the payment to update and post. Continue updating worksheets as needed. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 251 of 918 State of Ohio Financials Process Manual Approving Deposits Overview Use this process when approving deposits. High Level Workflow: Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 252 of 918 State of Ohio Financials Process Manual Navigation Path Accounts Receivable → Payments → Online Payments → Regular Deposit Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 253 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. Refer to TOS Procedures for Deposit of Revenue. 2. Both an agency supervisor and the Treasurer of State (TOS) must approve deposit batches. 3. ARUPDATE updates customer accounts without this approval, but OAKS does not create General Ledger accounting entries for unapproved batches. This also means that OAKS does not update the cash balances until the deposit is approved by both your agency and TOS. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 254 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 255 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. Use the Regular Deposit Entry page to find deposits which are ready for approval. Click in the Deposit Unit field. Remember, OAKS automatically fills in the Deposit Unit field with your agency business unit. Confirm this or enter your agency business unit. Enter the desired information into the Deposit Unit field. 4. 5. You can use the User ID field to search for specific deposit types. When deposits are created, OAKS automatically sets a deposit's Agency Approval status to "Not Reviewed". When you approve a deposit, OAKS sets the deposit's agency approval status to "Approved". If you are an agency AR Administrator, you can use the Agency Approval field to locate deposits ready for approval. To locate deposits that are ready for you to review, select "Not Reviewed" in the Agency Approval list. If you are a TOS Deposit Approver, you can use this field to locate deposits that an agency has approved. To locate deposits that are ready for you to review, you would choose "Approved" in the Agency Approval list and "Not Reviewed" in the TOS Approval list. 7. 8. Click the Agency Approval list. OAKS uses the Not Reviewed entry to search for unapproved deposits. Click an entry in the Agency Approval list. 9. If you are a TOS approver, you can use the TOS Approval field to locate deposits ready for approval. You should select "Not Reviewed" to locate deposits that you have not reviewed. Click the Search button. The Search Results table lists all deposit groups that have not been reviewed for your agency. This includes all deposit types, e.g. regular deposits, direct journal deposits, lockbox deposits. Click an entry in the list. 6. 10. 11. 12. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 256 of 918 State of Ohio Financials Process Manual 13. If a deposit is eligible for approval, and you are an AR Administrator, the radio buttons in the Agency Deposit Approval field area will be active, i.e. you will be able to select them. Deposits are eligible for approval when all payments in the deposit have a payment status of either complete or journalled. If the radio buttons in the Agency Deposit field are not active (i.e. you can not select them), you should use the Next in List button to move to the next deposit in your Search Results list. 14. If you are a TOS Deposit Approver, this deposit is not yet ready for you to approve or reject. The deposit has not yet been approved at the agency level. Notice, The Yes radio button in the Agency Deposit Approval field area is not selected and the Approved Date field is empty. Also the TOS Deposit Approval field area is inactive. If the deposit were eligible for you to approve, the radio buttons in the TOS Deposit Approval field area would be active. You should use the Next in List button, to move on to the next deposit in your Search Results list. 15. 16. Remember: This means this deposit is eligible for approval. First, check to see if the deposit is an ISTV deposit. If it is an ISTV deposit the Bank Code will be "ISTV" and the Bank Account will be "ISTV1'. To approve an ISTV deposit, click the Save button. OAKS will automatically approve the deposit at both the agency and TOS levels. Note: It is not necessary to review the Revenue Summary page prior to approving an ISTV deposit. 17. If the deposit is not an ISTV deposit, you must review the accounting entries before approving the deposit. For this scenario, this deposit is not an ISTV deposit. Click the Revenue Summary tab to review the accounting entries. 18. 19. Use the Revenue Summary Page to review and validate the revenue accounting lines for each deposit item. Confirm that the accounting entries are correct. For example, if the payments in the deposit are from license fees, check to be sure that accounting entries are appropriate for license fees. Remember: You credit revenue accounts (those beginning with a "4") as a negative amount to increase revenue. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 257 of 918 State of Ohio Financials Process Manual 20. When you have completed your review, return to the Totals tab to set the Agency Approval Status. Click the Totals tab. If the accounting entries are incorrect, select the "No" radio button in the Agency Deposit Approval field area. Complete the deposit correction process by following your agency's standard procedure. Remember: Only an AR Administrator can access the Agency Deposit Approval radio buttons. Click the Yes option. OAKS automatically fills in the Approved Date field. Click the Save button. Approved groups (batches) are ready for the Treasurer of State's (TOS) office review and processing. You can also run the Payment Detail report and take it to the TOS office along with the pay-in documents. TOS will compare the pay-in documents with deposit information in OAKS and either approve or reject the deposit. Remember: OAKS does not post deposits to the General Ledger (GL) until the "Yes" radio button in the TOS Deposit Approval field area is selected. Once approved, the agency‘s cash balance is updated after the nightly Budget Check process runs and accounting entries are posted to the General Ledger after the Journal Generator process runs. 21. 22. 23. 24. 25. 26. 27. Click the Next in List button to review the next deposit in your Search Results list. Notice the radio buttons in the Agency Deposit Approval field area are inactive. This means the deposit is not eligible for approval, because it is either not completed or there is an error with the deposit. Click the Next in List button to review the next deposit. The radio buttons in the Agency Approval field area are active. Remember: This means this deposit is eligible for approval. 28. 29. 30. Determine if this deposit is an ISTV deposit. Remember: The Bank Code and Bank Account will display "ISTV" and ISTV1", respectively when the deposit is an ISTV deposit. To approve an ISTV deposit, click the Save button. Remember: You must review the deposit's accounting entries prior to approving the deposit if the deposit is not an ISTV deposit. Click the Revenue Summary tab to review the accounting entries for this deposit. 31. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 258 of 918 State of Ohio Financials Process Manual 32. When you have completed your review, return to the Totals tab to set the agency approval status. Click the Totals tab. 33. 34. 35. 36. 37. Click the Yes radio button. Remember: OAKS automatically fills in the Approved Date field. Click the Save button. You can review the remaining deposits by using the Next in List button until you reach the end of the list. After you have reviewed all deposits in the search results list, you also want to check to see if TOS has marked any deposit groups as "Rejected". You need to conduct another search for these. Click the Return to Search button. 38. Note that the Agency Approval status for Deposit ID 26 and Deposit ID 24 is now Approved. The Agency Approval status for Deposit ID 25 is still No Review. 39. 40. 41. Click the Clear button to replace the search options. Enter the desired information into the Deposit Unit field. Use the TOS Approval field to find groups with any of the TOS review status results. You want to know which previously approved deposit groups the Treasurer of State's office rejected. Click the TOS Approval list. 42. 43. 44. Click an entry in the list. Click the Search button. The agency must review and correct the rejected deposit and then resubmit pay-in documents to the TOS office for approval. Note: you can correct the deposit by creating a new deposit using the original Deposit ID and adding an "M" as a suffix. The new deposit would contain the additional or missing amount in the original deposit. For example, if the total of checks submitted with the deposit is $100 but the control total for the deposit is $90, the new you would create a new deposit for $10. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 259 of 918 State of Ohio Financials Process Manual Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 260 of 918 State of Ohio Financials Process Manual Depositing into the State Treasury Overview The establishment of sound procedures and controls for revenue collections is necessary to insure the safe, accurate and timely deposit of revenue into the state treasury in accordance with Ohio Revised Code section 113.08 and Ohio Administrative Code section 113-1 Payments. Sound procedures and controls are also designed to specifically define state entity responsibilities in the cash handling process. To this end, Ohio Treasurer Richard Cordray is working with OAKS to clarify the proper revenue pay-in process. At this time, some critical data element fields are not included in the OAKS Payment Detail Report that will be submitted to the treasury when depositing revenue. Until these fields are added to the OAKS report, state entities are required to handwrite this supplemental information on the report, as discussed below in the Legal, Procedural, Policy References section. The Office of Budget and Management (OBM)/State Accounting division assigns fund numbers and revenue source codes to identify revenue. Any questions or issues regarding accounting of revenue should be sent to Betty Johnson, Appropriations Control Supervisor, of the State Accounting revenue section at betty.s.johnson@obm.state.oh.us or (614) 466-6731. High Level Workflow: None Available Navigation Path None Available Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 261 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: The treasurer‘s office has implemented the following processing system for accepting revenue. It is very important that all state entities making any payments into the state treasury follow the guidelines set forth in the Ohio Administrative Code section 113-1. 1. Fees and Moneys to be Paid Timely Within two business days of receipt by a state entity or deposit into a state entity‘s banking account established by Ohio Treasurer Richard Cordray, every state entity shall pay to the treasurer all moneys, checks and drafts, wires and revenue from financial transaction devices received for the state, or for the use of any such state entity, from taxes, assessments, licenses, premiums, fees, penalties, fines, costs, sales, rentals, or otherwise. A separate OAKS Payment Detail Report supporting the deposit will be submitted concurrently with every deposit. All deposits must be approved by the state entity‘s AR Administrator prior to submitting the OAKS Payment Detail Report and deposit to the treasurer‘s office. No final approval can be performed by the treasurer‘s office without state entity approval first. Electronic revenue (i.e. wires or ACH) deposits cannot be combined into one total on the OAKS Payment Detail Report and each item must be listed separately on the report. In order to provide efficient processing of deposits, the following procedures shall be followed. 2. Current Preparation a. All cash must be placed at the front of any deposit made into the state treasury. b. All coin must be secured within the deposit. 3. Check Preparation and Designation of Payment a. Payee shall be written as: "Ohio Treasurer Richard Cordray." No checks received for payment of state fees, taxes, or other charges are to be returned because of the designation of payment and no state entity shall discard any forms or expend any funds to update forms merely to comply with the designation of payment. b. Foreign checks must state that they are payable in U.S. Dollars or U.S. Funds. Any foreign check that does not have this language Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 262 of 918 State of Ohio Financials Process Manual will be returned to the state entity and deducted from the OAKS Payment Detail Report. c. All checks must have a proper routing number and account number on the bottom of the check. Any check that does not have this information will be returned to the state entity and deducted from the OAKS Payment Detail Report. d. Written and legal amounts must match. If either amount is not readable, it should be clarified in red. e. Signature line or lines must be signed. f. Checks presented shall have a valid date and shall be presented before their stale date. g. All staples and stubs shall be removed from all checks. h. If the check has an amount limit, the check may not exceed that limit. i. Checks shall not be folded or mutilated when bundled. All checks must be presented in good condition when deposited into the state treasury. 4. Batch Preparation a. Checks shall be sent in bundles of not more than one hundred. b. No more than five hundred checks shall be submitted with each OAKS Payment Detail Report. c. Each bundle of checks shall be accompanied by an itemized master tape; each check must be separately listed on the itemized master tape. d. If a state entity is submitting more than one bundle of checks, a master tape with the grand total of all bundles shall be submitted. e. If cash is included in the deposit, the amount should be specified on the master tape and also on the OAKS Payment Detail Report. f. If the OAKS Payment Detail Report shows an adjustment, the treasurer‘s office must assign a debit or credit memo number to it. g. In compiling the tape, the state entity shall: i. Subtotal the checks before adding any cash amount; ii. Subtotal, again, before subtracting bad checks and adjustments; iii. Indicate, on the tape, the amounts which represent checks, cash, bad checks, and adjustments. iv. Show that the grand total matches the pay-in amount. Example: Sample Master Tape Batch  12,560.00 + 22,530.00 + Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 263 of 918 State of Ohio Financials Process Manual 4,502.12 + 4,500.00 + 004 Tot Cks  Cash  005 44,092.12  450.00 + 44,542.12  Returned Items  008 1,258.30 1.20 452.00 42,830.62  Total Deposit  008 42,830.62 # 5. OAKS Deposit Procedures: a. When creating a deposit, the state entity will have 15 characters to fill in the Deposit ID field. Only 10 of these characters can be used by the agency. The remaining 5 characters will be used by the treasurer‘s office for modification purposes. b. For step-by-step instructions on how to run and print the OAKS Payment Detail Report, refer to the OAKS Job Aid: Running the Payment Detail Report. The job aid can be found at: http://oakspmo.ohio.gov/oaks/training/FIN_Job_Aids/FINcontent/FI NJA059_Running_the_Payment_Detail_Report.pdf. c. One original and one copy of the OAKS Payment Detail Report must accompany each deposit. d. Each OAKS Payment Detail Report must include only one deposit. e. The treasurer‘s office will print a receipt for the deposit and return it to the state entity. The state entity can choose to print a copy of their deposit and attach the treasurer‘s receipt to the report. f. The original OAKS Payment Detail Report will be retained by the treasurer‘s office. The copy of the OAKS Payment Detail Report will be submitted to the Office of Budget and Management State Accounting. g. No other copies of OAKS Payment Detail Reports will be receipted by the treasurer‘s office. h. All wires, adjustments, bad checks, cash, and checks should be reflected separately in the Payment ID field of the OAKS Payment Detail Report. The Payment ID field is located on the Payments tab of the Regular Deposit page. Only the following options should be used to fill in the Payment ID field: Payment Type Cash Checks Payment ID CASH CHECKS Notes Enter total cash amount in one line. Enter total check amount in one Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 264 of 918 State of Ohio Financials Process Manual Wires ACH Adjustments Redeem bad checks line. WIRE Enter one line for each item. ACH Enter one line for each item. ADJ Handwrite additional information on Payment Detail Report. BCH# Enter one line for each item. Enter (ex. BCH1234 to redeem the amount of the bad check as a check number 1234) negative number. i. j. When an OAKS Payment Detail Report includes wires or adjustments, other than bad checks, the state entity shall attach a copy of supporting documentation if available. If additional information is required for clarity, then the state entity must handwrite this information clearly on each copy of the report. Each OAKS Payment Detail Report must have proper agency contact information for the person who prepared the deposit: The person‘s name, department and telephone number. This information must be handwritten on each copy of the report until OAKS has included this as a data element field. 6. OAKS Deposit Modifications and Errors a. If an error is discovered after an AR Administrator approves the deposit, then the state entity must correct the deposit error by creating a new deposit indicating that it is a modification of a prior deposit. The state entity must indicate this is a modification by typing an ―M‖ after the original Deposit ID to create the new Deposit ID. [For example: (a) the original Deposit ID is: TAX01 14, and (b) the modified Deposit ID is: TAX01 14M.] b. If a deposit error is discovered at the treasurer‘s office at the time of delivery to the cashier‘s window, the OAKS Payment Detail Report and deposit will be returned to the state entity for correction. c. When entering a modification deposit, the state entity should reverse the original deposit as an adjustment, and then enter the correct payment information as a separate item. [For example: Deposit 14 is entered for $50 in checks, but the checks submitted actually total to $60. The Payment Information section for Deposit 14M should have one line with Payment ID ADJ and Amount -$50, and a second line with Payment ID CHECKS and Amount $60. The grand total of Deposit 14M is the net amount of $10.] d. If more information is needed for the state entity to reference the original OAKS Payment Detail Report error that it is modifying, then this information must be handwritten on the report. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 265 of 918 State of Ohio Financials Process Manual e. If an OAKS Payment Detail Report does not balance to the checks accompanying it after submission to the treasurer‘s office, the treasurer's office shall modify the deposit so that it accurately reflects the dollar amount of the checks received. This will be performed by creating a new deposit, as described above, except that the deposit ID of the modification will have the suffix ―MTOS‖ to indicate clearly that the modification was entered by the treasurer‘s office. The treasurer‘s office will handwrite our contact information on the new OAKS Payment Detail Report and provide the state entity with a copy. f. A good faith effort will be made to contact the state entity to determine which revenue source should be modified to bring the deposit in balance with the checks. If no response from the state entity is received, the first revenue source reflected on the initial incorrect deposit will be used to bring it into balance with the checks. g. All modifications from the treasurer‘s office will be entered as miscellaneous deposits, and thus will not correct customer balance information. State entities who tie deposits to receivables may need to correct the customer balance information in a separate transaction. For assistance in creating a deposit in OAKS, please contact your state entity‘s AR Administrator or the OAKS Helpdesk at oaks.helpdesk@oaks.state.oh.us. For any questions about proper documentation for submitting deposits to the treasurer‘s office, please contact ohiotms@tos.ohio.gov. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 266 of 918 State of Ohio Financials Process Manual Key Differences 1. The revenue entry and modification documents from CAS (REV, REF, RWB, RHR, RECE) are not used with OAKS. After the deposit is entered in OAKS, the AR Administrator runs the OAKS Payment Detail Report and submits it with the deposit items to the Treasurer of State‘s (TOS) Office. 2. Cash will be available after TOS confirms the deposit and the AR budget check process runs in OAKS. 3. The Payment Predictor in OAKS will automatically apply payments to matching pending items, or the Revenue Processor can use an AR worksheet in OAKS to manually apply payments to pending items. 4. For AR items, revenue is recorded in OAKS at the time the pending item is created, rather than when the deposit is processed. 5. For miscellaneous deposits, revenue is recorded when the deposit is processed in OAKS. Process None Available Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 267 of 918 State of Ohio Financials Process Manual Corresponding with Customers    Creating Customer Statements Creating Customer Follow-up Letters Creating Customer Dunning Letters Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 268 of 918 State of Ohio Financials Process Manual Creating Customer Statements Overview Use this process to create customer statements. High Level Workflow: Navigation Path Accounts Receivable → Customer Interactions → Statements → Create Customer Statements Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 269 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. Request for statement from customer or agency. Legal, Procedural, Policy References: 1. None. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 270 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 271 of 918 State of Ohio Financials Process Manual Process 1. Use the Statements page to choose or create a Run Control ID for this set of statements. A Run Control ID, along with the User ID, uniquely identifies the user‘s preferences for running a report or process in OAKS. 2. Use the Find Existing Value page to search for a Run Control ID that was already saved. Use the Add a New Value page to add a new Run Control ID. Click the Add a New Value tab. 3. When creating a Run Control ID, enter a short descriptive name, maximum 30 letters and numbers with no spaces. Click in the Run Control ID field. 4. 5. 6. 7. 8. Enter the desired information into the Run Control ID field. Click the Add button to set the statement values. In OAKS, create statements as needed to document a customer‘s open items. The Statements Parameters page gives the user options to create appropriate statements for your agency‘s customer(s), as needed. Use the As Of Date field to include posted open items with accounting dates up to and including this date. OAKS automatically sets this to the current date. For this scenario keep this date. OAKS automatically fills the Unit field with your agency code. OAKS automatically fills the SetID field with "STATE." Change this to your agency code. 9. 10. 11. 12. 13. Double-click in the SetID field. Enter the desired information into the SetID field. Always UNCHECK the Balance Forward option. Click the Balance Forward checkbox. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 272 of 918 State of Ohio Financials Process Manual 14. To produce statements for a particular customer and if the customer's ID is known, enter it directly. (If a customer ID is not entered here, OAKS creates statements for every customer in your agency.) Click in the Customer field. Enter the desired information into the Customer field. NOTE: OAKS does not use the Correspondence Customer field. Click the Run button to open the Process Scheduler Request page. OAKS automatically fills in the correct values for the fields in the Process Scheduler Request header field area. Always accept these values. 15. 16. 17. 18. 19. Do not change entries for Server Name, Recurrence, Run Date, or Run Time fields. These are used by OAKS for specialized purposes. Use the standard settings for immediate processing. The Process List section lists the available processes/jobs for creating statements. A checkbox in the Sel column lets the user choose which jobs to run. Always accept the settings for the *Type and *Format fields. Changes do not affect OAKS output. Use the Process Scheduler Request page to select the process(es) to run. In the Process List area, OAKS presents two processes to process this request. The first is a process that extracts data for the statements, while the second (Process Type ―PSJob‖) is a combined operation that runs all necessary processes in sequence to produce printable statements. Unless there is a particular need to run the individual processes separately, always use the ―PSJob‖ selection. 20. 21. 22. 23. 24. 25. 26. Click the Select option, next to the Description field, for the Process Name "STATEMNT". Click the OK button to start running the report or process. Notice that OAKS assigns a Process Instance number when a process is run. Use this to track the status of your agency‘s STATEMNT process. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 273 of 918 State of Ohio Financials Process Manual 27. 28. 29. 30. Click the Process Monitor link to display the status of the request. Use the Process List page to see the status of the process. Click the Refresh button. Continue clicking the Refresh button until the Run Status displays ―Success‖ and the Distribution Status displays ―Posted‖. ―Success‖ means that OAKS has finished processing and the job ran successfully. ―Posted‖ means OAKS has successfully created the statement. 31. 32. Click the STATEMNT link to locate the process list. The STATEMNT PSJob process contains subprocesses that produce both the Customer and Balance Forward statements. OAKS does not support the Balance Forward statement so it will be blank. Click the <#####-#######- Success> link to locate the Customer statement files. 33. 34. Click the View Log/Trace link to see the statement results. Click the <#######-_#####.PDF link to open and review the created statement. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 274 of 918 State of Ohio Financials Process Manual Creating Customer Follow-up Letters Overview Use this process to create customer follow-up letters. High Level Workflow: Navigation Path Accounts Receivable → Customer Interactions → Customer Follow-Up Letter Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 275 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. None. Attachments 1. None. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 276 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 277 of 918 State of Ohio Financials Process Manual Process 1. A Run Control ID represents a set of selection criteria for a report or process. Search for existing IDs or create a new one. 2. A Run Control ID, along with the User ID, uniquely identifies the user‘s preferences for running a report or process in OAKS. Click the Add a New Value tab. Click in the Run Control ID field. Enter the desired information into the Run Control ID field. Click the Add button to save the new Run Control ID. Use the SetID field to identify your agency. Confirm the value OAKS supplies or enter your agency code. Click in the Run Control ID field. Enter the desired information into the Customer ID field. Click the Run button to open the Process Scheduler Request page. Use the Process Scheduler Request page to set up how to run a process. Use this page to also select process output types and output formats. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Click the Select checkbox for the Process Name "FOLLOWUP". Click the OK button to start running the report or process. Notice that OAKS assigns a Process Instance number when a process is run. Use this to track the status of your agency‘s FOLLOWUP process. Click the Process Monitor link to display the status of the request. Use the Process List page to see the status of the process. Continue clicking the Refresh button until the Run Status displays ―Success‖ and the Distribution Status displays ―Posted‖. ―Success‖ means that OAKS has finished processing and the job ran successfully. ―Posted‖ means OAKS has successfully created the follow-up letter. 14. 15. 16. 17. Click the Refresh button. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 278 of 918 State of Ohio Financials Process Manual 18. 19. Click the FOLLOWUP link in the Process Name column to open the Process Detail page for instance number 20372. OAKS identifies standard PSJob subprocesses that produce reports as ―ARnnnnn‖, where nnnnn is a 5-digit number identifying the report. Custom reports may have a different format. Click the <##### - AR#####- Success> link to locate the letter files. 20. 21. 22. 23. 24. Use the Process Detail page to manage the process or to click the View Log/Trace link. Click the View Log/Trace link to locate the letter. Click the link to open and review the created letter. Click the File button. Print, save or e-mail the letter from the File menu. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 279 of 918 State of Ohio Financials Process Manual Creating Customer Dunning Letters Overview Use this process to create customer dunning letters. High Level Workflow: Navigation Path Accounts Receivable → Customer Interactions → Dunning Letters → Extract Dunning Letter Info Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 280 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. OAKS provides three levels of dunning letters, from a past due notice to a demand for payment. The language used in the letter is based on the age of the item: 1 – 45 days past due 46 – 90 days past due More than 90 days past due 2. Dunning letter levels in OAKS are preset by the number of days past due; however, agencies can choose when to send each level of letter. 3. Dunning letters can only be run once daily for a given ―As Of‖ date. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 281 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 282 of 918 State of Ohio Financials Process Manual Process 1. A Run Control ID, along with the User ID, uniquely identifies the preferences for running a report or process in OAKS. Click the Add a New Value tab. 2. 3. 4. 5. Click in the Run Control ID field. Enter the desired information into the Run Control ID field. Click the Add button. Use the Dunning Letters Parameters page to choose options that define customer selection and letter content. Note: OAKS does not use the Correspondence Customer field. 6. Use the As of Date field to control the selection of past due items to appear in the letter. OAKS automatically sets this field to the current date, but enter any desired date according to your agency‘s practices. The SetID and Unit fields must both be set to your agency code. Click in the SetID field. 7. 8. 9. 10. 11. 12. Enter the desired information into the SetID field. Click in the Unit field. Enter the desired information into the Unit field. Click in the Customer ID field. Note: If the ID is unknown, use the Customer Look Up button to find it. Enter the desired information into the Customer ID field. 13. 14. OAKS does not use the Dunning Group field. Leave this set at ―All Groups‖. Letter levels are assigned to customers based on the age of their past due items. If a customer has items in multiple aging categories, choose to assign either the most modest or most severe letter, using the Use Modest or Use Severest Dunning Letter options. Click the Use Modest Dunning Letter radio button. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 283 of 918 State of Ohio Financials Process Manual 15. 16. Click the Run button to open the Process Scheduler Request page. Use the Process Scheduler Request page to set up how to run a process. This page can also be used to select process output types and output formats. There are three processes to choose from. Always select a PSJob process to create reports or letters. The Dunning Letters (DUNNING) process creates 3 separate PDF report files, one for each level. The Dunning for all Levels (DUNNINGA) process creates a single PDF file containing letters of all three levels. For this scenario select the Process Name DUNNINGA. Click the Select checkbox for DUNNINGA. 17. 18. 19. Click the OK button to start running the report or process. Notice that OAKS assigns a Process Instance number when a process is run. Use this to track the status of the DUNNINGA process. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. Click the Process Monitor link to display the status of the request. Use the Process List page to see the status of the process. Click the Refresh button. Click the Job Details link for DUNNINA to open the Process Detail page. Use the Process Detail page to manage the process or to click the View Log/Trace link. Click the <##### - AR#####- Success> link to locate the process output files containing the letter. Click the View Log/Trace link to open the View Log/Trace page. Use the View Log/Trace page to open the report. Click the .pdf link that contains the correct process name and process instance number to open the report. The dunning letter itemizes all overdue items. Click the File menu to print, save, or e-mail the document. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 284 of 918 State of Ohio Financials Process Manual Creating ISTVs   Creating ISTV Receivables Printing ISTV Invoices Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 285 of 918 State of Ohio Financials Process Manual Creating ISTV Receivables Overview Use this process to create ISTV Receivables. High Level Workflow: Navigation Path Accounts Receivable → Pending Items → Online Items → Group Entry Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 286 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None. Legal, Procedural, Policy References: 1. None. Attachments 1. None. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 287 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 288 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. 4. Click the Add a New Value tab to create a new pending item group. Click in the Group Unit field. Enter the desired information into the Group Unit field. Always use the Group ID value "NEXT" for ISTV receivables. Click the Add button. 5. 6. Click in the *Group Type field. Note: Always enter "B" (Billing) as the Group Type. Enter the desired information into the *Group Type field. 7. 8. Click in the *Origin ID field. Note: Always enter "OBILL" as the Origin ID. Enter the desired information into the *Origin ID field. 9. 10. Click in the Control Currency field. Use the Control Currency field to automatically set the currency for each item being entered. Always enter "USD". If left blank, each item will need it entered. Enter the desired information in the Control Currency field. 11. 12. 13. 14. 15. 16. Click in the Control field. Enter the desired information into the Control field. Click in the *Count field. Enter the desired information into the *Count field. Click the Pending Item 1 tab. Use your agency‘s standard practice for creating an ISTV item ID. Enter the desired information into the *Item ID field. 17. 18. Click in the *Customer field. Remember: State agencies are already set up as customers. OAKS uses the agency Business Unit ID as the customer ID for each state agency. Enter the desired information into the *Customer field. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 289 of 918 State of Ohio Financials Process Manual 19. 20. 21. 22. Click in the *Amount field. Enter the desired information into the *Amount field. Click the *Entry Type list. Note: Always choose "ISTV" as the Entry Type for ISTV transactions. Click the ISTV entry in the list. 23. 24. Click the Look Up Reason button. Each agency uses its own Reason Codes. Your agency‘s AR Administrator or supervisor can provide a list for your agency. Click the desired results in the Search Results table. 25. Standard terms for ISTV items are "Net 30" days. Click the Look Up Terms button. 26. 27. 28. Click the desired information in the Search Results table. Click the Save button. Use the Group Action tab to preview the accounting entries OAKS creates and to set the group as ready to post. Click the Group Action tab. Use the Create Entries button to have OAKS build the ChartField strings to review. Click the Create Entries button. OAKS displays the ChartField strings on the Accounting Entries page when creating the accounting entries. Review the ChartField strings to complete or correct the created entries. At a minimum, confirm that the Fund, Account (containing the revenue source), and Dept fields are complete and correct. Any problems can be found and fixed more easily before OAKS posts them to the General Ledger. 29. 30. 31. 32. Note: Instead of making changes to the accounting entries: • Return to the Pending Item 1 tab • Select a different Reason code • Return to the Group Action tab • Re-create and review the new accounting entries Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 290 of 918 State of Ohio Financials Process Manual 33. Review the ChartField strings and correct as necessary. When finished, return to the Group Action tab to set the posting status. Click the Group Action tab. Click the Action list to set the posting status. Use the "Batch Standard" action to make the group available for posting when ARUPDATE runs. The other options are not used by the State. Click an entry in the list. Always click "Batch Standard". 34. 35. 36. Click both the OK then the Save buttons to set and save the action status. Click the OK button. Note: The group Status is now "Batch Standard". This group will post the next time ARUPDATE runs. Always check this field before saving a group. OAKS will not update a customer's account unless the Status of a group is Batch Standard. 37. 38. Click the Save button to store the changes. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 291 of 918 State of Ohio Financials Process Manual Printing ISTV Invoices Overview Use this process to print ISTV invoices. High Level Workflow: Navigation Path Accounts Receivable → AR Custom Reports → ISTV Receivable Invoice Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 292 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. OAKS prints ISTV invoices using a batch request process. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 293 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) OAKS Comments OAKS uses the Accounting Date to determine payment due dates and the accounting period in which the item should be posted. OAKS automatically sets the Accounting Date to the current date as the basis for calculating due dates and aging. The Accounting Date may also be used to enter the date when pending items were actually received. Refer to your agency‘s practices regarding the Accounting Date. The Item ID uniquely identifies a particular receivable in OAKS. Duplicates are not allowed. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Like Pseudo-codes used in CAS, Reason Codes contain agencydefined account coding information, simplifying item entry. OAKS worksheets give agency users the ability to quickly find and select particular pending items in a customer‘s account, including payments to multiple items and/or customers. Instead of multiple document types, OAKS uses a common screen to capture most information. The Entry Type defines which type of transaction the data belongs. Invoice Date Accounting Date Invoice Number Item ID Credit Memo, Debit Memo, & Invoice Entry Type Pseudo Code Reason Code Worksheet Document Type Entry Type Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 294 of 918 State of Ohio Financials Process Manual Process 1. 2. A Run Control ID, along with the User ID, uniquely identifies the preferences for running a report or process in OAKS. Use the Find an Existing Value page to search for a Run Control ID that has already been saved. Use the Add a New Value page to add a new Run Control ID. Click the Add a New Value tab. 3. When creating a Run Control ID, enter a short descriptive name, maximum 30 letters and numbers with no spaces. Click in the Run Control ID field. 4. 5. 6. 7. Enter the desired Run Control ID. Click the Add button to create a new Run Control ID. Use the Oh Istv Rec Inv (Ohio ISTV Receivable Invoice) page to locate the items to invoice. Use the Re-Print Only checkbox to print a copy of an original invoice. When checked, the Item Option and date fields become unavailable, and an Item ID field appears to enter or choose a single item. 8. 9. Click in the Business Unit field. OAKS automatically fills in the Business Unit field with your agency‘s business unit. Confirm this is correct or enter the correct business unit. Remember: This is your agency‘s business unit, not the business unit of the buying agency. Enter the desired information into the Business Unit field. 10. Use the Look Up Item ID button to find and choose the item to invoice. OAKS only lists ISTV items on this page. Click the *Item Option list. Click the desired information in the Search Results table. 11. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 295 of 918 State of Ohio Financials Process Manual 12. OAKS requires the From Date and To Date fields to limit the search for open ISTV pending items. OAKS automatically fills these fields with the current date. If an Item ID or range is not specified, OAKS will select all ISTVs for the date range entered. 13. 14. 15. 16. Click the Run button to open the Process Scheduler Request page. Click the OK button to start running the process. Click the Process Monitor link to display the status of the request. Click the Refresh button until the Run Status displays "Success" and the Distribution Status displays "Posted". Note: Only click once every 30-60 seconds to ensure that a process runs effectively. "Success" means that OAKS has finished processing and the job ran successfully. "Posted" means that OAKS has successfully created its process logs. 17. 18. 19. 20. 21. Click the Details link to open the Process Detail page. Use the Process Detail page to manage the process or to click the View Log/Trace link. Click the View Log/Trace link to open the View Log/Trace page. Use the View Log/Trace page to open the report. Click the link that contains the correct process name and process instance number to open the report. Click the PDF link to open the invoice. 22. The ISTV invoice is now ready to be saved, printed, or e-mailed, according to your agency‘s procedures. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 296 of 918 State of Ohio Financials Process Manual Purchasing The OAKS Purchasing module is used to purchase goods or services. OAKS enables your agency to purchase items from an online contract or through a special request. Every expense within the State of Ohio begins with a requisition, except for debit vouchers, payment card transactions, journal entries, and purchase orders (POs) which are interfaced to OAKS. A Requisitioner will enter a requisition in OAKS for all purchases requiring a purchase order. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 297 of 918 State of Ohio Financials Process Manual Creating Requisitions       Creating Requisitions Using Catalog Items Creating a Blanket Requisition Creating a Special Request Requisition Creating Requisitions Using Split Accounting Lines Release/Permit Requesting an Order from State Printing Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 298 of 918 State of Ohio Financials Process Manual Creating Requisitions Using Catalog Items Overview Use this process to create requisitions using catalog items. Create this type of requisition if purchasing an item in the OAKS Catalog. High Level Workflow: Navigation Path eProcurement → Create Requisition Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 299 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. ORC 126.07 – Certification of balance statements in all contracts 2. DAS (Department of Administrative Services) and OPI (Ohio Penal Industries) maintain the OAKS catalog, which is made up of: • Items in State Term Contracts • State Source Items - OPI (Ohio Penal Industries) and CRP (Community Rehabilitation Program) items 3. State Term Schedules (STS) and Multiple Award Contracts (MAC) are in OAKS, but the items are not listed in the OAKS catalog. 4. Requisitions can be created in OAKS by selecting items from this catalog. Every item in the catalog is tied to a vendor and is on a contract. Requisitions can be created with multiple vendors, but best practice is to have one vendor per requisition. If there are multiple vendors on a requisition, OAKS sources to a different purchase order for every vendor. 5. Waivers - When an agency needs to purchase items that are available from Ohio Penal Industries (OPI) or a DAS contract from a vendor other than OPI or DAS, agencies must obtain a waiver from OPI or DAS. In OAKS, the waiver approval from OPI or DAS will be obtained through workflow of the requisition.  Agencies enter the reason for the waiver in the Justification Comment box on the Create Requisition page. The agency will add the appropriate Ad Hoc Approver to the purchasing workflow in OAKS. The requisition will be reviewed and may be approved, denied or returned. If the requisition is denied, a reason for the denial will be entered in the comments field.  The Ad Hoc Approvers for waivers will need to be inserted after the first Approver in the agency‘s purchasing workflow. The following are the Ad Hoc Approvers for the appropriate waiver: · State Purchasing = GRP_ST_PUR · Community Rehabilitation Program (CRP) = GRP_CR · OPI = GRP_OPI Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 300 of 918 State of Ohio Financials Process Manual Attachments 1. None Key Differences 1. All encumbering documents are purchase orders. 2. To purchase an item from OPI, agencies obtain the item‘s order number and price from OPI‘s online catalog and enter that information on the requisition in OAKS. Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Office of Budget and Management Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Financials Process Manual v1.26 11/30/07 Page 301 of 918 State of Ohio Financials Process Manual Process 1. Use the Create Requisition page to: • Verify the Business Unit • Verify the Requester • Enter a Requisition Name Click in the *Business Unit field. A Business Unit is the agency or a logical division of the state. Note: Any field with an asterisk "*" is as required field. Enter the desired information into the *Business Unit field. 2. 3. 4. Confirm or change the displayed Requester. Note: The requisitioner is an employee who manually enters a requisition into OAKS. The requester is an employee who requests an item. The requisitioner may or may not be the same person as the requester. 5. The Requisition Name field is optional. This field can be used to name the requisition so it can be found easily later. If this field is left blank, the Requisition Name equals the Requisition ID number. OAKS automatically assigns a Requisition ID number to the requisition after saving and submitting it for approval. This number cannot be changed. Individual agencies can use naming conventions for the Requisition Name. 6. 7. 8. 9. 10. 11. 12. Click in the Requisition Name field. Enter the desired information into the Requisition Name field. Click the Continue button. Use the Catalog tab to search for items to purchase. Any of the fields displayed can be used to search. Click in the Description field. Enter the desired information into the Description field. Click the Search button. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 302 of 918 State of Ohio Financials Process Manual 13. OAKS displays the items available to purchase in the OAKS catalog that match the description. All contracted items in State Term Contracts and State Source Items, which are provided by Ohio Penal Industries (OPI) and Community Rehab Program (CRP) work centers can be seen. Click the Item Description link to view more information on this item. OAKS displays additional information on the item such as the Item ID and Category. Click the More Details tab to view the contract ID for this item. Click the Return to Previous Page link. Click in the Qty field to change the quantity of the item to purchase. OAKS automatically displays a value in the Qty field. Enter the desired information into the Qty field. Click the Item Description checkbox next to the item to add to the requisition. OAKS lists the Vendor for the listed items. In OAKS, an item can be associated with multiple vendors. Only use one vendor per item on a requisition. If a vendor for an item is the preferred vendor for the state, OAKS displays a Vendor Priority icon next to the vendor name. 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. Click the Add button to add this item to the requisition. The business unit decides which contracts the user can use to purchase items. Some contracts are open to all business units. If purchasing from a restricted contract, OAKS automatically displays an error message such as, "5000 - hard drive is not authorized to be purchased by Agency CHR01". 24. 25. Notice that once the item is added to the requisition, it appears in the Requisition Summary on the left hand side of the screen. Now add a second item to the requisition. Click in the Description field again. 26. 27. 28. Enter the desired information into the Description field. Click the Search button. Click the Item Description checkbox next to the item to request. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 303 of 918 State of Ohio Financials Process Manual 29. Notice that this item "notebook" has multiple vendors. The preferred vendor is known because of the vendor priority icon. The vendor priority icon will appear next to State Source Items (the vendor is CRP or OPI). Also, notice that this item has a price. DAS/OIT (Department of Administrative Services and Office of Information Technology) is responsible for entering items into OAKS for your agency to purchase. If an item has a varying price, such as oil, DAS enters 0.001 into the price. 30. 31. If your agency needs to purchase this type of item, a manual update of the price with the current price is needed when the requisition is created. The same method of receiving memos for the current price of varying price items is still in place. When requesting items from the OAKS catalog, this is the only time the price can be edited. Otherwise, the price of the item in OAKS cannot be changed. Note: Pre-set discounts are accounted for in the OAKS catalog. If the vendor invoices your agency for a price that is different from the price of the item in OAKS, create the voucher for the actual price. 32. 33. 34. 35. Click the Add button to add this item to the requisition. Notice that the Requisition Summary on the left hand side of the screen adds the item as well. Click the Review and Submit link to go to the Review and Submit page. The Review and Submit page allows the header information, ship to information, accounting information, and additional comments to be entered. Use the *Bill Address field to specify the location where the vendor should mail the invoice. OAKS automatically places a value in this field. It can be changed when necessary. Click in the Price field. Remember that notebooks are a varying price item. It is the requisitioner's responsibility to enter the correct current price into the Price field. Enter the desired information into the Price field. 36. 37. 38. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 304 of 918 State of Ohio Financials Process Manual 39. This requisition process also applies for customized items to purchase from OPI (Ohio Penal Industries). First, go to the OPI website (refer to your Purchasing handbook for most up to date OPI web address) to get the price, order number, and to place the order for the customized item (i.e., black rectangular desk). Next, go to the OAKS catalog to create a requisition in order to encumber the funds for this request. The OAKS catalog contains the base item (i.e., desks) with OPI as the vendor and "0.001" as the price. Update the price in OAKS based on the price from the OPI website. Use the Justification/Comments text field to enter additional comments about the requisition. Your agency‘s user can choose to send these comments to a vendor by selecting the Send to Vendor checkbox. If this is an item from OPI, enter the OPI order number in the comments section and then select the Send to Vendor checkbox. To have the comments to appear on the receipt, select the Show at Receipt checkbox. To have the comments to appear on the voucher, select the Show at Voucher checkbox. 40. 41. Now add ship to and accounting information to the requisition. There are two ways to enter shipping and accounting information: •If the shipping and accounting information is the same for all items/lines on the requisition, use the Modify Shipping and Modify Accounting links at the top of the page or the buttons under the requisition lines. •If the shipping and accounting information is unique for each line on the requisition, use the Split Shipping and Accounting button at the far right of each line. For this scenario, use the Shipping and Accounting buttons. 42. 43. Click the Select All / Deselect All checkbox to select all the items on this requisition. Click the Shipping button to go to the Modify Shipping page. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 305 of 918 State of Ohio Financials Process Manual 44. Use the fields in the Modify Shipping region to specify: •Ship To - Location where the item will be shipped (this field is required) •Due Date - Date the item needs to be received by (this date can be used when searching for POs to create receipts against) •Attention - Name of the person to display on the shipment Multiple ―Ship To‖ locations for an item and a requisition can be done. Refer to Creating Requisitions Using Split Accounting Lines. 45. Notice the message displayed on this page. This is simply a reminder that the information already on this page is the default setting, not necessarily the appropriate information that wanted to be included on this requisition. If this is not the desired ship to location, make sure to change it. To continue to the Modify Accounting page to enter the accounting ChartFields, click the Continue to accounting button. If finished entering the ship to information and want to return to the Review & Submit page, click the Finish button. If wanting to cancel the information entered on this page and return to the Review & Submit page, click the Cancel button. 46. 47. For this scenario, accept the default ship to information on this page. Click the Continue to accounting button to go to the Modify Accounting page. 48. Use the Modify Accounting page to enter the accounting information for the item. (The same note appears at the top of this page. If the default ChartFields do not apply to this requisition, be sure to change them.) Fill in these required fields: •Fund Code •Account •ALI (appropriation line item) •Department •Program Your agency may require additional ChartFields to be entered here. Specific agencies may also have default values in the accounting ChartFields. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 306 of 918 State of Ohio Financials Process Manual 49. 50. 51. 52. 53. 54. 55. 56. 57. 58. Click in the Fund Code field. Enter the desired information into the Fund Code field. Click in the Account field. Enter the desired information into the Account field. Click in the ALI field. Enter the desired information into the ALI field. Click in the Program field. Enter the desired information into the Program field. Click the Finish button to go back to the Review and Submit page. Use the Review and Submit page to enter additional information for the requisition, such as: •CB Number: (Controlling Board number) This is needed if your agency exceeds the annual dollar threshold per vendor set by the Controlling Board. •Contract ID: This should fill in automatically if the item requested is attached to a contract in OAKS. For special requests, a contract can be added if applicable. •DAS RP Number: (DAS Release and Permit Number) This is needed if your agency exceeds the direct purchase authority based on the goods or services set by DAS. •OIT RP Number: (OIT Release and Permit Number) This is needed if your agency purchases IT goods/services. The Look Up buttons can be used or enter the numbers in directly. The conditions that require the above information are the same as in legacy systems. If your agency‘s requisition requires one of these fields, OAKS displays a message reminding your agency user to enter the necessary numbers if left blank. An example of a message which may be received is, "OIT RP Number is required for OIT account on line 1." The requisition will not route correctly for approval until the applicable number is entered. 59. Click the Apply Defaults button to apply the CB Number, Contract ID, DAS RP Number, or OIT RP Number to all lines/items on the requisition. If other requisition lines have different information for these fields, the information must be entered line by line. Remember, if the CB or RP number only applies to a specific line be sure to enter it on that individual line. 60. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 307 of 918 State of Ohio Financials Process Manual 61. If wanting to split an item between multiple ―Ship To‖ locations or accounting distributions, scroll to the right and click the Split Shipping and Accounting button next to the item. If wanting to cancel the entire requisition, click the Cancel requisition button. If wanting to save the requisition to review without routing it for approval, click the Save & preview approvals button. For this scenario, click the Save & preview approvals button to preview the approvals before submitting. 62. 63. 64. If requesting an item that needs ad hoc approval, then specify the ad hoc approver to go between any two approvers by clicking the insert approver button (plus sign +). An ad hoc approver is a person that is being requested to approve the requisition that is not required based on the approval workflow set up in OAKS. Note: If wanting to add the ad hoc approver before the first agency approver, click the Save and preview approvals button first so that OAKS does not automatically submit the requisition to the first agency approver. 65. The Confirmation page displays the final requisition information and the requisition's approval workflow in OAKS. Click the Submit button to save and submit the requisition to approval workflow. 66. After submitting the requisition, OAKS routes the requisition to the first agency approver. Notice that the Submit button can no longer be selected and the status of the approvers has changed. The first agency approval status has also changed from "Not Routed" to "Pending". 67. OAKS automatically routes the requisition for agency approval. If purchasing a copier, printing service, vehicle or personal service, OAKS routes it to the appropriate agency approvers and then to the appropriate central agency approvers (e.g., OBM, DAS). 68. To view and print the information from the requisition use the View printable version link. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 308 of 918 State of Ohio Financials Process Manual Creating a Blanket Requisition Overview Use this process to create a blanket requisition. Create this type of requisition if your agency wants to encumber an amount of money without identifying specific items to purchase in the OAKS catalog. This requisition is liquidated by dollar amount instead of quantity. High Level Workflow: Navigation Path eProcurement → Create Requisition Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 309 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. ORC 126.07 – Certification of balance statements in all contracts. 2. Every expense within the State of Ohio begins with a requisition, except for debit vouchers, payment card transactions, journal entries, and purchase orders (POs) which are interfaced to OAKS. There are some situations where an item can be purchased without creating a requisition in OAKS (using a Procurement Card (P-card) or purchases under $500 do not always require a requisition). 3. When a purchase order is created, the obligation to spend money is encumbered. OAKS automatically creates the encumbrance. An encumbrance is a transaction which sets aside appropriation for a specific purpose. OAKS encumbers, or sets aside, appropriation for the purchase in the budget ledger of the General Ledger module. 4. A blanket requisition can be created for the full cost of goods or services by setting the unit of measure equal to ―amount‖ and the quantity equal to "1". As the goods or services are received, vouchers can be created on the price of the goods received rather than on the quantity. Multiple vouchers can be created against this single purchase order until the full cost of the goods or services are received. Attachments 1. None. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 310 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 311 of 918 State of Ohio Financials Process Manual Process 1. Use the Create Requisition page to: •Verify the Business Unit •Verify the Requester •Enter a Requisition Name Click in the *Business Unit field. Note: Confirm or change the displayed Business Unit. A Business Unit is the agency or a logical division of the state. Enter the desired information into the *Business Unit field. 2. 3. 4. 5. Confirm or change the displayed Requester. The Requisition Name field is optional. This field can be used to name the requisition so it can be found easily later. If this field is left blank, the Requisition Name equals the Requisition ID number. Click in the Requisition Name field. Enter the desired information into the Requisition Name field. Click the Continue button. Enter requisitions for items that are not in the OAKS catalog in the Special Request tab. Click the Special Request tab. Click the Special Request - Goods link. Click in the *Description field. Enter the desired information into the Description field. Categories are the UNSPSCs (United Nations Standard Products and Services Code) for the item. These can be looked up on www.unspsc.org. Note: This is similar to the NIGP codes used in legacy systems. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. Click the Look Up Category button to find and choose a category for the item. Click the desired information in the Search Results table. Click in the *Price field. Enter the desired information into the Price field. Click in the *Qty field. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 312 of 918 State of Ohio Financials Process Manual 20. Enter the desired information into the Qty field. For a blanket requisition, always enter a valid value e.g. "1". If a value besides 1 is entered, an error occurs when the item is added. 21. 22. Click the Look Up button to find and choose a unit of measure for this item. Selecting ―AMT‖ as the unit of measure ensures that OAKS sources a blanket requisition to a blanket purchase order. This also allows your agency to create multiple vouchers against a specific purchase order. In CAS, the requisitions liquidate by dollar amount, but OAKS liquidates by quantity of item received unless "AMT" is specified in this field. 23. For Example: A requisition is created for $5,000 of services from the Department of Health. The Department of Health provides $3,000 of services to your agency in the month of April, so they bill your agency for $3,000. Your agency must create a voucher for the $3,000. The following month the Department of Health renders $2,000 of services to your agency so they bill your agency for the remaining $2,000. Your agency must create another voucher for $2,000. Note: If any other unit of measure is entered besides "AMT", then all funds liquidate when the first voucher is created, and another voucher cannot be created for the services. For blanket requisitions, the quantity must be "1" and the unit of measure must be "AMT". Click the AMT link to select this as the unit of measure. Click the Look Up button to find and choose a vendor for this item. If the vendor information is not known when the requisition is created, then the first approver must enter the vendor information before he/she can approve it. 24. 25. 26. 27. Search by any of the fields displayed on the Vendor Search page. Click in the Name field. 28. If the name of the vendor wanted on the requisition is known, the desired information can be typed into the Name field. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 313 of 918 State of Ohio Financials Process Manual 29. 30. Click the Find button to search for all vendors beginning with the letter "J". OAKS displays the results of the search. If the vendor is not in OAKS, follow the appropriate procedures specified in the Establishing a New Vendor topic. Click the link to add Jennifer Johnson as the vendor. Additional information can be entered in the Additional Information field if wanted. This information should be specific to this item and appears in the Line Comments field. Click the Add Item button to add this special request to the requisition. Notice that the Requisition Summary field area on the left side of the screen now reflects the items and values of the requisition just created. Note: If needing to add freight as a line on the requisition, it can be added in the same way. Click the Review and Submit link to go the Review and Submit page. If there is one contract for all the items being requested in OAKS, attach it to the requisition by entering it in this Contract ID field. For a blanket requisition, there will not always be a contract in OAKS. For this scenario, there is no contract. 31. 32. 33. 34. 35. 36. 37. 38. 39. 40. 41. 42. If there are different contracts for the items on the requisition, enter the contract ID in the Contract ID field on each line. If any of the information on the line already entered (e.g., price or vendor) needs to be changed, click on the item description link. Now add the shipping and accounting information for this requisition. Click the Requisition Name checkbox next to the item which needs shipping and accounting information added. Click the Shipping button to go the Modify Shipping page. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 314 of 918 State of Ohio Financials Process Manual 43. Use the fields in the Modify Shipping field area to specify: •Ship To - Location where the item will be shipped (this field is required) •Due Date - Date the item needs to be received by (this date can be used when searching for POs to create receipts against) •Attention - Name of the person to be displayed on the shipment Your agency can have multiple ―Ship To‖ locations for an item and a requisition. Refer to Creating Requisitions Using Split Accounting Lines. 44. 45. Click the Continue to accounting button to go the Modify Accounting page. Use the Modify Accounting page to enter the accounting information for the item. Fill in these required fields: •Fund •Account •Department •ALI (appropriation line item) •Program Your agency may require additional accounting fields to be entered here. 46. 47. 48. 49. 50. 51. 52. 53. 54. Click in the Fund Code field. Enter the desired information into the Fund Code field. Click in the Account button. Enter the desired information into the Account field. Click in the ALI field. Enter the desired information into the ALI field. Click in the Program field. Enter the desired information into the Program field. Click the Finish button to go back to the Review and Submit page. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 315 of 918 State of Ohio Financials Process Manual 55. Use the Review and Submit page to enter additional information about a line item, such as: •CB Number: (Controlling Board number) Needed if exceeded the annual dollar threshold per vendor set by the Controlling Board. •Contract ID: This should fill in automatically if the item requested is attached to a contract in OAKS. For special requests, a contract can be added if applicable. •DAS RP Number: (DAS Release and Permit Number) Needed if exceeded the direct purchase authority based on the goods or services set by DAS. •OIT RP Number: (OIT Release and Permit Number) Needed if purchasing IT goods/services. Use the look up buttons or enter the numbers directly. The conditions that require the above information are the same as in legacy systems. If the requisition requires one of these fields, OAKS displays a message reminding the user to enter the necessary numbers if left blank. An example of a message that may be received is, "OIT RP Number is required for OIT account on line 1." 56. Click the Apply Defaults button to apply the CB Number, Contract ID, DAS RP Number, or OIT RP Number to all lines/items on the requisition. If different requisition lines have differing information for these fields, enter the information line by line. If your agency needs to enter a Contract ID for a blanket requisition, the Contract ID must already exist in OAKS. To save the requisition to review without routing it for approval, click the Save & preview approvals button. Click the Save & submit button to save the requisition and route it for approval. To add an ad hoc approver to this requisition, the approver can be added by clicking on the Insert Approver (plus sign +) button. After inserting the ad hoc approver, click the Apply Approval Changes button to save the approver in this workflow. Note: If wanting to add the ad hoc approver before the Level 1 Agency Approver, click the Save and preview approvals button first so that OAKS does not automatically submit the requisition to the Level 1 Agency Approver. Return to Table of Contents 57. 58. 59. 60. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 316 of 918 State of Ohio Financials Process Manual Creating a Special Request Requisition Overview Use this process to create a special request requisition. Create this type of requisition if requesting a quantity of specific goods that are not in the OAKS catalog (liquidate by quantity amount). High Level Workflow: Navigation Path eProcurement → Create Requisition Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 317 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. ORC 126.07 – Certification of balance statements in all contracts. 2. Create a special request requisition when requesting a quantity of specific items that are not in the OAKS catalog. Your department is charged and creates a voucher for the price of each individual item as it is received until all items for that requisition have been received. 3. Use special request requisitions for situations such as STS (State Term Schedules) and One Time Bids. 4. For DAS one-time bids, agencies must create a requisition in OAKS for a purchase that will be competitively bid and select State Purchasing as the vendor. The requisition will be routed to DAS for approval. DAS will update the requisition with the appropriate vendor and the Contract ID. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 318 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 319 of 918 State of Ohio Financials Process Manual Process 1. Use the Create Requisition page to: •Verify the Business Unit •Verify the Requester •Enter a Requisition Name Click in the *Business Unit field. A Business Unit is the agency or a logical division of the state. Enter the desired information into the *Business Unit field. 2. 3. 4. 5. Confirm or change the displayed Requester. The Requisition Name field is optional. Use this field to name your agency‘s requisition so it can be easily found later. If this field is left blank, the Requisition Name equals the Requisition ID number. Click in the Requisition Name field. Enter the desired information into the Requisition Name field. Click the Continue button. The items to be ordered are not in the OAKS catalog use the Special Request tab. Click the Special Request tab. 6. 7. 8. 9. 10. 11. 12. 13. 14. Click the Special Request - Goods link. Click in the *Description field. Enter the desired information into the Description field. Click the Look Up button to find and choose a category for this item. Categories are the UNSPSCs (United Nations Standard Products and Services Code) for the item. These can be looked up on www.unspsc.org. Click the 56121500 link to select this category. Click in the *Price field. Enter the desired information into the Price field. Click in the *Qty field. Enter the desired information into the Qty field. Click the Look Up button to find and choose a vendor for this item. Financials Process Manual v1.26 11/30/07 15. 16. 17. 18. 19. 20. Office of Budget and Management Page 320 of 918 State of Ohio Financials Process Manual 21. 22. Click in the Name field. For this scenario, the agency user is searching for "Jennifer Johnson" as the vendor. If vendor name is known, enter the desired information into the Name field. 23. 24. 25. Click the Find button to search for all vendors beginning with the letter "J". Click the link to add this vendor. If creating a requisition for a one time bid, select State Purchasing as the vendor. OAKS will route the requisition to State Purchasing to finish processing the requisition. Enter additional information in the Additional Information field if wanted. Click in the Additional Information field. 26. 27. 28. 29. 30. Enter the desired information into the Additional Information field. Click the Look Up button to find and choose a unit of measure. Select the appropriate unit of measure and quantity. Special request requisitions liquidate by quantity received. For this scenario, the unit of measure is ―each‖. Other examples of units of measure by quantity are ―case‖ and ―carton‖. For example, if a requisition is created for 5 desks and 2 desks are received with the first shipment, your department is only charged for those 2 desks until the next one is received. 31. 32. 33. 34. Click the scrollbar to go the bottom of the page. Click the EA link to select "each" as the unit of measure. Click the Add Item button to add this item to the requisition. Use Special Request requisition to enter One Time Bids. For a One Time Bid requisition, enter the appropriate information and select State Purchasing as the vendor. OAKS automatically routes the requisition to State Purchasing who will finish processing the requisition. Notice that the Requisition Summary field area on the left side of the screen now reflects the items and values of the requisition just created. Financials Process Manual v1.26 11/30/07 35. Office of Budget and Management Page 321 of 918 State of Ohio Financials Process Manual 36. 37. 38. 39. 40. Click the Review and Submit link to go to the Review and Submit page. Now add the shipping and accounting information for this requisition. Click the Requisition Name checkbox for the one to add shipping and accounting information. Click the Shipping button to go the Modify Shipping page. Use the fields in the Modify Shipping field area to specify: •Ship To - Location where the item will be shipped •Due Date - Date the item needs to be received by (this date can be used when searching for POs to create receipts against) •Attention - Name of the person to display on the shipment Click the Continue to accounting button to go the Modify Accounting page. Use the Create Requisition page to enter the accounting information for the item. Fill in these required fields: •Fund •Account •Department •ALI (appropriation line item) •Program Your agency may require additional accounting fields to be entered here. 41. 42. 43. 44. 45. 46. 47. 48. 49. 50. Click in the Fund Code field. Enter the desired information into the Fund Code field. Click in the Account field. Enter the desired information into the Account field. Click in the ALI field. Enter the desired information into the ALI field. Enter the desired information into the Program field. Click the Finish button to go back to the Review and Submit page. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 322 of 918 State of Ohio Financials Process Manual 51. Use the Review and Submit page to enter additional information about a line item, such as: •CB Number: (Controlling Board number) This is need if your agency exceeds the annual dollar threshold per vendor set by the Controlling Board. •Contract ID: This should fill in automatically if the item requested is attached to a contract in OAKS. For special requests, a contract can be added if applicable. •DAS RP Number: (DAS Release and Permit Number) This is needed if your agency exceeds the direct purchase authority based on the goods or services set by DAS. •OIT RP Number: (OIT Release and Permit Number) This is needed if your agency purchases IT goods/services. Use the look up buttons or enter the numbers directly. The conditions that require the above information are the same as in legacy systems. If your agency‘s requisition requires one of these fields, OAKS displays a message reminding the agency user to enter the necessary numbers if left blank. An example of a message that may be received is, "OIT RP Number is required for OIT account on line 1." 52. If necessary, enter or look up the Contract ID for this requisition. For example, when a Special Request requisition for State Term Schedule items is created, the contract ID needs added for the item. If the contract is applicable to every line on the requisition, enter it here. If the contract is only applicable to specific lines on the requisition, enter it on that line. The Contract ID must already exist in OAKS to be able to use it. 53. Click the Apply Defaults button if wanting to apply the CB Number, Contract ID, DAS RP Number, or OIT RP Number to all lines/items on the requisition. If different requisition lines have differing information for these fields, enter the information line by line. To split an item between multiple ―Ship To‖ locations or accounting distributions, scroll to the right and click the Split Shipping and Accounting button next to the item. To see the information entered in the Additional Information field when this item was added, click the scrollbar to go to the right of the screen. 54. 55. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 323 of 918 State of Ohio Financials Process Manual 56. The Line Details page provides additional information on the specific requisition line. Click the Line Details button. 57. The Vendor Location field displays the dispatch method. The default dispatch method set by DAS can be changed for the vendor here. The dispatch method explains how OAKS dispatches the Purchase Order (PO) to the vendor. If the Vendor Location is "CHK" or "EFT" then dispatch the PO by printing it out and mailing it to the vendor. If the Vendor Location is "EMAIL" or "FAX" then the PO is automatically dispatched through e-mail or fax. Some vendors have multiple addresses in OAKS. To select a specific address, use the look up button next to the Add Seq (address sequence) field to find and select the desired address for this vendor. The address sequence number represents which address in the list selected for this vendor. To reference the Vendor's Item ID number (different from the Item ID assigned in OAKS) for this item, enter it in the Vendor Item ID field. Click the OK button to go back to the Review & Submit page. Click the Comments button to view the comments specific to that line on the requisition. The Line Comments page displays the message that was typed in the Additional Comments field for this item. Click the OK button to return to the Review and Submit page. 58. 59. 60. 61. 62. 63. Use the Justification/Comments field to enter any additional information about this requisition. To send the message to the vendor, click the Send to Vendor checkbox. 64. 65. Click the Add to favorites button to save the item to be re-used again. If certain items frequently purchased and the agency user doesn‘t want to search for them every time, creating favorites allows the agency user to access the items in one centralized location. Click the Close button to continue. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 324 of 918 State of Ohio Financials Process Manual 66. Once the item is saved as a favorite, it can be accessed again when another requisition is created. OAKS saves the favorite items in the Favorites tab in the Find Items section of the Create Requisition page. Click the Save as Template button checkbox if wanting to save the entire requisition as a template to use again. Once the requisition is saved as a template, it can be accessed again to create another requisition. OAKS saves the templates in the Templates tab in the Find Items section of the Create Requisition page. Select how many "templates" of the requisition wanted and click the Add button. 67. 68. 69. 70. 71. 72. 73. To save the requisition to review without routing it for approval, click the Save & preview approvals button. Click the Save & submit button to save the requisition and route it for approval. The Confirmation page displays the requisition details and the approval workflow. Click the Insert Approver button to add an ad hoc approver to this requisition. Make sure to select the correct ad hoc approver from the look up list. If the incorrect User ID is selected, this may cause the requisition to route incorrectly. To add the ad hoc approver before the first Agency Approver, click the Save and preview approvals button first so that OAKS does not automatically submit the requisition to the first Agency Approver. 74. Search for the ad hoc approver's User ID by using the Look Up button next to the User ID field. It is important to select the appropriate ad hoc approver from the list. If a selected user ID is not a designated approver, OAKS routes the requisition to the OBM Workflow Administrator. After the ad hoc approver is inserted, click the Apply Approval Changes button to save this ad hoc approver in this workflow. For this scenario, there is no ad hoc approver. Click the Cancel button to go back to the Confirmation page. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 325 of 918 State of Ohio Financials Process Manual Creating Requisitions Using Split Accounting Lines Overview Use this process to create requisitions using split accounting lines. High Level Workflow: Navigation Path eProcurement → Create Requisition Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 326 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. ORC 126.07 – Certification of balance statements in all contracts. 2. Agencies split the accounting information for an item in order to split the cost between two departments. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 327 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 328 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. 18. 19. 20. 21. Click in the *Business Unit field. Enter the desired information into the *Business Unit field. Click in the Requisition Name field. Enter the desired information into the Requisition Name field. Click the Continue button. Use the Catalog tab to search for the items to purchase from the OAKS catalog. Click in the Description field. Enter the desired information into the Description field. Click the Search button. OAKS displays the search results for items that match the description. Check the Item Description checkbox next to the item wanted. Click in the Qty field to change the number to order. Enter the desired information into the Qty field. Click the Add button to add this item to the requisition. Notice that once the item is added to the requisition, it appears in the Requisition Summary on the left hand side of the screen. Click the Review and Submit link to go the Review and Submit page. Click the scrollbar to go to the right of the page. Click the Line Details button in order to specify additional details as needed. The Item Details field area displays details for the item on that requisition line. Remember that the Vendor Location field displays the dispatch method. Remember that some vendors have multiple addresses in OAKS. To select a specific address, use the look up button next to the Add Seq (address sequence) field. Remember that if your agency needs to reference the Vendor's Item ID on the requisition enter it in the Vendor Item ID field. Financials Process Manual v1.26 11/30/07 22. Office of Budget and Management Page 329 of 918 State of Ohio Financials Process Manual 23. 24. 25. Click the OK button to return to the Review and Submit page. Click the Split Shipping and Accounting button to split the cost of these items between the two departments. The Shipping Information field area tells the *Ship To Location and quantity of the item ordered. An additional ship to location can be added or a change the current ship to location can be done here as needed. Note: If the current price of a varying price item (items in OAKS with the price set to .001) is entered and that line split into more than one schedule, OAKS will give the following message: ―Custom price on line x, schedule x. Override with system calculated price? The schedule is having a custom price and the system has calculated a different price than the custom price. Select ‘Yes’ to Override with system calculated price.‖ Select ―No‖ in order to keep the current price that was manually entered. 26. 27. Click the Cost Distribution Info button to go to the Distribution Details field area to change the accounting information. Use the Distribution Details field area to review or change the account information for the line on the requisition. Specify what percentage or quantity of the requisition each department must pay. Split the line by amount if it is not a requisition for a catalog item. A SpeedChart is a pre-defined ChartField string(s). If your agency uses SpeedCharts, fill in the accounting information by selecting a SpeedChart instead of individually entering each field. To use a SpeedChart, use the look up button to find and select a SpeedChart. 28. 29. OAKS displays all the SpeedCharts available to use. For this scenario, a SpeedChart is not being used to fill in the ChartField string. Note: Create SpeedCharts with one ChartField string or multiple ChartField strings. If adding multiple ChartField strings for one line and a SpeedChart with only one ChartField string (line of account coding) is selected, it will only apply to the first line and clear out all subsequent lines. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 330 of 918 State of Ohio Financials Process Manual 30. For this scenario, split the order between two departments. Click in the Quantity field. 31. 32. 33. Enter the desired information into the Quantity field. Click in the Fund field. Now enter the remaining accounting information. Enter the desired information into the Fund field. 34. 35. 36. 37. 38. 39. 40. 41. 42. Click in the Account field. Enter the desired information into the Account field. Click in the ALI field. Enter the desired information into the ALI field. Click the scrollbar to go to the right of the page. Click in the Program Code field. Enter the desired information into the Program Code field. Click the scrollbar to go the right of the page. Click the Add a new row button to split the cost of the two items between the two departments. Whenever this button can be seen in OAKS, it can be used to add another line of information. 43. Now add the second ChartField string. Click in the Fund field. 44. 45. 46. 47. 48. 49. Enter the desired information into the Fund field. Click in the Account field. Enter the desired information into the Account field. Click in the ALI field. Enter the desired information into the ALI field. Change the department in the second ChartField string to split the line between two departments. Click the Look up Dept button to find and select the department. 50. Click in the Department field. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 331 of 918 State of Ohio Financials Process Manual 51. Use this field to search for the department. Enter the desired information into the Department field. 52. 53. 54. 55. 56. 57. 58. Click the Look Up button to display all departments. Click to select the department. Click in the Program Code field. Enter the desired information into the Program Code field. Click the OK button to go back to the Create Requisition page. Click the Review and Submit link to go the Review and Submit page. For requisitions requiring central approval (copiers, printing services, competitive bids, vehicles, personal services) agencies need to attach supporting documentation. To do so, go to the Line Comments page. Click on the scroll bar to move to the right of the page. 59. 60. Click the Comments button. The Line Comments page allows comments to be entered specific to that line. Select the Send Comment to Vendor checkbox if wanting the comments to appear on the purchase order dispatched to the vendor. The Line Comments page also allows documentation to be attached to a specific line on the requisition. This documentation will be sent to the approver. 61. If requesting an order which requires central approval, attach supporting documentation. Click the Add Attachment button. 62. 63. Click the Browse button to search for the document to attach. OAKS opens a separate window to browse for the file to attach. Select the document to attach. 64. 65. Click the Open button to attach this document. Click the Upload button to upload this document to the requisition. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 332 of 918 State of Ohio Financials Process Manual 66. Click the OK button to go back to the Review and Submit page. Note: If the agency user wants the vendor to receive an attachment, manually print out the attachment and send it to the vendor. OAKS will not automatically print it with the PO. 67. 68. Click the Save & submit button to save the requisition and route it for approval. The Confirmation page displays the requisition details and approval workflow. Notice the additional "Special Approval" field area under the Agency approvals. It is necessary because this requisition requires central agency approval. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 333 of 918 State of Ohio Financials Process Manual Release/Permit (DAS, OIT) Overview Use this section to reference policies and procedures for creating release and permit requisitions. High Level Workflow: None Available. Navigation Path Reference: Creating Requisitions Using Catalog Items Creating a Blanket Requisition Creating a Special Request Requisition Creating Requisitions Using Split Accounting Lines Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 334 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. OIT Release and Permits: Information Technology (IT) Procurement OIT Release and Permit. (See Appendix B) 2. DAS State Procurement Release and Permits: DAS/State Procurement defines a release/permit in terms of vendor, dollar limitation, and budget fiscal year. These definitions are entered in OAKS. That data is then used to edit purchase orders for:  Validity: Does the number exist on the release/permit file?  Date: Will the date of acceptance on the purchase order be within the fiscal year identified on the release/permit inquiry?  Single or multiple uses: Has the release/permit number been used before and, if so, is the release/permit defined for multiple uses?  Amount: Will the acceptance of this document exceed the dollar limits established for the release/permit?  Vendor: Is the vendor number on the purchase order appropriate for the release/permit definition? 3. Agencies can submit their State Procurement release and permit requests and supporting documentation on the Office of Procurement Services Release and Permit website: http://apps.das.ohio.gov/releaseandpermit/Releaseform.aspx. Agencies no longer need to fax this information. 4. After the Office of Procurement Services reviews the request and either approves or disapproves, agencies will receive an email notification. 5. An approved release and permit from DAS, as required by ORC 125.06, shall accompany a request for a waiver of competitive selection for the purchase of equipment or personal service when encumbering over $33,500 for goods and $67,000 for personal services. 6. Non-blanket release and permits are requested from DAS and OIT. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 335 of 918 State of Ohio Financials Process Manual 7. Once approved the release and permit information will be entered in OAKS and agencies will enter the release and permit number on the requisition. 8. Blanket release and permits are entered in OAKS by DAS and OIT and agencies will enter the release and permit number on the requisition. 9. Please note that DAS/State Procurement issues all release/permits to agencies and DAS/State Procurement enters all release/permit information into OAKS. Questions regarding the validity of release/permit definitions should be directed to DAS/State Procurement at (614) 6444757. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 336 of 918 State of Ohio Financials Process Manual Key Differences 1. Contract numbers: Only one vendor can be associated with each contract number in OAKS. If more than one vendor is tied to an existing contract in CAS, a primary contract number was used and a suffix was added at the time of conversion to OAKS. 2. Vendor numbers: Although agencies can still search for a vendor by TIN, OAKS automatically assigns a system-generated vendor ID to each vendor, which replaces TIN as the unique identifier for that vendor in the system. 3. Commodity codes: The commodity code structure is changing from the NIGP to the more widely used UNSPSC commodity code structure. This coding structure will be used as the Category ID in OAKS. 4. Master Maintenance Agreements (MMAs): Contract numbers will now be entered as the purchasing authority for MMAs instead of the MMA Controlling Board number. Crosswalks that associate previous contract numbers and new contract numbers, vendor ID and TIN, are available on the OAKS Extranet at http://www.oaks.ohio.gov/Extranet/FinConCrosswalkTables.asp. The State Procurement website (www.procure.ohio.gov) also provides a link to the crosswalks on the OAKS Extranet. Please note that you will need a valid extranet account in order to access these crosswalks. The following crosswalks will be available: Vendor Crosswalk – This crosswalk contains the legacy vendor ID (TIN) and address codes, with the corresponding OAKS vendor ID and address sequence. Due to the sensitivity of tax identification information, only the final four digits of the vendor TIN will be part of the crosswalk. The vendor name will also be provided. Items Crosswalk – This crosswalk contains the legacy NIGP information and the corresponding OAKS Item ID and vendor ID. Contracts Crosswalk – This crosswalk contains the legacy contract and vendor ID, with the legacy vendor ID (TIN) only showing the final four digits, and the corresponding OAKS contract ID, vendor ID and vendor name. Please note that only open contracts, and bids with an associated PO were converted. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 337 of 918 State of Ohio Financials Process Manual OAKS Requisition Legacy (Old) Terms CAS REQ Transaction CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 338 of 918 State of Ohio Financials Process Manual Process Reference: Creating Requisitions Using Catalog Items Creating a Blanket Requisition Creating a Special Request Requisition Creating Requisitions Using Split Accounting Lines Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 339 of 918 State of Ohio Financials Process Manual Requesting an Order from State Printing (Legacy – PPO) Overview Use this process when requesting a printing order from State Printing. High Level Workflow: Purchasing Printing Services Start Agency Submits completed PRO form Approve requisition Goods received and XXXX form completed In-house or commercial job Commercial Issue and Award Competitive Bid State Printing Enter requisition on behalf of agency Approve requisition MatchXXXXform with invoice Enter and approves voucher In-house End Process Job End Vendor Receives purchase order Submits invoice Navigation Path None Available – DAS Process Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 340 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. Printing Request Order (PRO) Form: Printing Request Order (PRO or ADM 0515 –rev 06/07 Legal, Procedural, Policy References: 1. ORC 126.07 – Certification of balance statements in all contracts. 2. DAS/State Printing supervises all public printing except as provided by law (ORC 125.31). A Printing Request Order (PRO or ADM 0515 –rev 06/07) is used to request printing or duplicating services. This form is located on the State Printing website at http://das.ohio.gov/gsd/printing/Prtorder.htm. Agencies initiate printing orders with a PRO document. No vendor is specified. 3. Required fields on the PRO are: Department Code, Fund, Account, Appropriation Line Item (ALI), Program, OAKS Billing Code, Proof To, Ship To, and OAKS Requestor. The Agency Reference Number is an optional field that the agency may use to assign a number for tracking purposes. 4. Agencies complete all sections of the PRO document. Agencies forward the completed PRO to State Printing electronically, by fax or via interoffice mail. State Printing determines vendor placement. The order is filled in one or a combination of the following ways: in-house by State Printing, through a non-contract purchase, with a vendor on a State Printing term contract (printing/paper/envelopes) or a one time bid. If the order is not filled in-house State Printing will use the PRO to enter a Requisition in OAKS. 5. When State Printing enters the Requisition in OAKS it is on behalf of the agency and the requisition will route to the agency approver(s) based on the workflow assigned to the requestor designated on the PRO. During the agency approvals the agency can update the distribution (accounting) information. After all agency approvals are received the requisition will workflow back to State Printing for final approval. The requisition is sourced to a Purchase Order which is then dispatched to the vendor. The buying agency may print a copy of the resulting purchase order in OAKS. After the receipt of goods, State Printing vouchers for the expenditure referencing the order. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 341 of 918 State of Ohio Financials Process Manual 6. State Printing bills agencies on an intrastate payment voucher (ISTV) for orders that are filled in house and customer service charges for commercial jobs. 7. State Printing initiates printing term contract purchases with the vendor using the purchase order and an internal order form. The vendor fills the order and ships the goods and receipt of goods document to the buying agency. After receiving the order, the agency signs the receipt of goods and returns it to the vendor. Inspection of the order must be made and discrepancies must be reported to DAS/State Printing verbally within five business days and in writing within ten business days. The vendor‘s invoice and signed receipt of goods are sent to State Printing. State Printing reviews the invoice for compliance with the Revised Code and issues a Voucher referencing the purchase order. Warrants are automatically dispatched from OAKS. Purchase order information appears on all reports and inquiries that currently provide data on open encumbrances. In OAKS agencies will have PO and voucher viewing roles for the Printing business unit of PRT01 if they have those roles for their respective agencies. Attachments 1. Printing Request Form: Printing Request Order (PRO or ADM 0515 –rev 06/07 Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 342 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Agencies complete the Vendor Entry Notification Form and enter the vendor in CAS Manual matching process OAKS OBM enters all vendors Comments Vendors complete the vendor Information form and send to the agency to review for accuracy. Agency then forwards the form to OBM to enter into OAKS. In OAKS, there are sophisticated match rules that automatically match purchase orders and receipts to a voucher. Although multiple invoices cannot be entered into one voucher, OAKS does allow the agency to combine multiple vouchers into a single warrant. OAKS automatically checks for duplicate invoices when a voucher is entered in OAKS. OAKS checks for duplicates based on the vendor, agency, amount, and invoice number entered on the voucher. Vendor Location determines the vendor payment method. This is not the physical address for the vendor. Vendor Remit Address is used for sending payments. Vendor Invoice Address is the address from which the invoice was sent. The proxy determines whose transactions the agency user can manage and how the agency user will manage them. OAKS uses the OAKS HR Employee ID to identify a cardholder. Automated matching process in OAKS Multiple Invoices per voucher One voucher is created for each invoice Manual duplicate invoice checking Automated duplicate invoice checking in OAKS Auditor‘s office determined payment method Only one address on the voucher Vendor Location OAKS can store vendor invoicing address and vendor remit address on a voucher Proxy Purchasing RC or Spending RC Cardholder ID Employee ID Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 343 of 918 State of Ohio Financials Process Manual Process None Available – DAS Process Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 344 of 918 State of Ohio Financials Process Manual Personal Services Overview Regardless of the requisition type, OBM requires extra steps and enforces special policies for personal services. High Level Workflow: None Available. Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. Employee v. Independent Contractor: Agencies must ensure that they comply with the conditions of term contracts for temporary help before entering into contracts with individuals. Before entering into personal service contracts, ensure that no employer/employee relationships exist and that contractors meet the IRS and PERS tests for independent contractors. Guidance issued by the Internal Revenue Service (IRS) to classify workers as either employees or independent contractors includes a list of 20 factors used to measure the extent of control in the relationship. If more than a few of these factors apply, the individual is most likely an employee. Consult your agency‘s legal counsel about employer/employee relationship questions. 1. They are told when, where, and how to work. 2. They are trained to perform services in a particular manner. 3. Their services are part of day-to-day operations. 4. They do the work themselves. 5. The agency hires, supervises, and pays them. 6. There is a continuing relationship. 7. The agency sets the work hours. 8. They are required to work or be available full-time. 9. They work on the agency premises or on a route or location designated by the agency. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 345 of 918 State of Ohio Financials Process Manual 10. They perform services in the order set by the agency. 11. They submit reports. 12. They are paid by the hour, week, or month. 13. The agency pays travel and business expenses. 14. Tools, materials, and other equipment are provided. 15. They have no investment in the facilities used to perform the services. 16. They are not subject to profit or loss. 17. They normally work for one agency or business at a time. 18. Their services are not offered to the general public. 19. They can be fired. 20. They can quit without incurring liability. If still unsure if someone is an employee or independent contractor, complete Form SS-8 ―Determination of Employee Work Status for Purposes of Federal Employment Taxes and Income Tax Withholding‖ and return it to the IRS for their determination. The form may be requested by contacting the IRS at 1-800-829-3676. Also see IRS Publication 937, Employment Taxes and Information Returns. 2. Personal Service Purchase Order Specifications. For any purchase order which has an amount charged to purchased personal service, OBM/State Accounting and budget analysts require the following information to encumber quarterly throughout the year: a. Duration of contract. Your agency must encumber the full dollar amount applicable to the current fiscal year pursuant to section 131.33 of the Ohio Revised Code. To encumber quarterly throughout the year use the future period feature which permits encumbering in future quarters e.g., 03 3. b. Services or deliverable(s) being provided. c. Total dollar amount for service, including travel reimbursement in each fiscal year. Travel expense must be reimbursed pursuant to Office of Budget and Management Travel Rule 126-1-02. (Reimbursement of travel expense is not recommended.) d. Specify other items of expense and rate of reimbursement. e. Previous purchase order number and previous amount paid if contract renewal. 3. Personal Service Contract Specifications. Follow these guidelines when preparing personal service contracts for your agency. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 346 of 918 State of Ohio Financials Process Manual a. The statement on contracts or letters of agreement regarding ORC 126.07 should provide sufficient information to make the contractor aware that the availability of funds must be certified by OBM before the contract is effective. b. Cabinet agencies‘ contracts are required to include 1) a statement affirming compliance with ORC section 3517.13 (I) and (J) [H.B. 300] and 2) a drug free workplace statement. c. Duration of contract, including beginning and ending dates. These dates must not extend beyond the end of the current biennium. Multiyear contracts that extend beyond the biennium must expire and include renewal language. d. Services or deliverable being provided. e. State Accounting strongly suggests that agencies draft deliverablebased contracts. In deliverable-based contracts, the agency pays either a flat fee or a series of fees (based upon receipt of deliverables) and eliminates the issue of reimbursing contractors for travel expenses. If an agency has a compelling reason to reimburse a contractor for travel expenses, the contract must state that any travel reimbursement is in accordance with OBM Travel Rule 126-1-02. f. Miscellaneous reimbursements for ―other‖ expenses will not be made unless reimbursement for those expenses is specifically outlined in the contract. The contract must contain an itemized list of reimbursable expenses for the contractor. Contractors seeking reimbursement for ―other‖ miscellaneous expenses must include valid itemized receipts with the request. g. Contracts may be written for one or two-year durations that coincide with the current biennium. Under no circumstances may a contract extend beyond the current biennium. Multi-year contracts that would exceed the biennium must expire and include renewal language. Even with renewal language, new contracts must be signed at the beginning of a biennium. If the terms and conditions of the contract remain the same beyond the current biennium, the agency must send a letter to the vendor stating that the contract will continue under the present terms and conditions until a specified date in the new biennium. The vendor does not need to respond if he or she agrees to the same terms and conditions. If the terms and conditions of the contract change, the agency must send the vendor a notice to renew and include any proposed changes to the contract. The vendor must sign the renewal indicating agreement with the changes. The agency will forward a copy of the renewal and the new ORDE to OBM. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 347 of 918 State of Ohio Financials Process Manual Attach to the purchase order a copy of the contract signed by all parties. ORC 126.07 states, ―No contract…shall be valid and enforceable unless the director of budget and management first certifies that there is a balance in the appropriation not already obligated to pay existing obligations.‖ As such, any work performed prior to OBM certification of available funds is work performed under an unenforceable contract. ORC section 3.12 indicates that an officer making contracts without appropriation or authority is personally liable. A letter of justification must accompany all purchase orders submitted after commencement of services. OBM/State Accounting will review justification and contact agencies with any problems. Review current contracts to be certain that the correct sections of the ORC have been referenced. Purchase orders for contracted services must be submitted prior to commencement of services. h. Contract Specifications. Follow these guidelines when preparing personal service contracts for your agency. Attachments 1. None. Key Differences 1. None. Process None Available Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 348 of 918 State of Ohio Financials Process Manual Approving Requisitions   Approving a Requisition Requisitions Requiring Central Approval Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 349 of 918 State of Ohio Financials Process Manual Approving a Requisition Overview Use this process to approve a requisition. High Level Workflow: Navigation Path Select Worklist Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 350 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. All agencies will attach signed documentation to requisitions that are routed for central approval. Items include state printing, copying, fleet, and personal service contracts. Supporting documentation needs to be signed. (reference Requisitions Requiring Central Approval) Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 351 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 352 of 918 State of Ohio Financials Process Manual Process 1. OAKS automatically displays all transactions that require your approval on your Worklist page. Note: The Worklist defaults to the first 25 transactions awaiting your approval. Click the View All link to view all transactions on your Worklist at once. 2. The Worklist page displays the following fields: •From: Originator of the transaction •Date From: Date a transaction first submitted into approval workflow •Work Item: Type of transaction requiring approval -Approval Routing = Requisition needs approval -Approve Vouchers = Voucher needs approval •Worked By Activity: Activity of a work item (requisitions, change requests, and vouchers) -Approval Workflow = Requisition or change request passes through the approval workflow -Approve Vouchers = Vouchers are being approved Select the desired requisition by clicking the Link to review the transaction. 3. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 353 of 918 State of Ohio Financials Process Manual 4. Use the Requisition Approval page to approve or deny a requisition. A requisition is subject to three types of approval: 1.Agency Approval -There are up to 4 levels of agency approvers. A requisition may not require levels 1-3 approval, but all requisitions must have at least a level 4 approver. 2.Central Approval -Copier -Printing Services -Vehicle -Personal Services -One Time Bid -A One Time Bid occurs when an agency needs State Purchasing to go through the competitive bid process for a vendor. The agency initially sets the vendor to State Purchasing when creating the requisition and OAKS routes the requisition to State Purchasing. After State Purchasing secures a bid, they finish processing the requisition. 3.Ad Hoc Approval -OPI Waiver -CRP Waiver -DAS Waiver -Commodity approvals on an ad hoc basis (e.g., Education group within an agency) 5. To edit a requisition, click the Edit Requisition button. Remember that what you can edit without re-triggering workflow (restarting the approval workflow in OAKS) depends on your level or type as an approver. These rules are covered in the next topic: Editing a Requisition. 6. If the requisitioner entered text in the Justification/Comments text field when creating the requisition, those comments will appear in the Requestor's Justification field. If the requisitioner entered comments specific to a line in the Line Comments text field, a Requestor's Comments (talking bubble picture) icon will appear on the far right of the page next to the line. If you want to view details about a specific line on the requisition, you can click on the View Line Details button. You can see ship to and accounting distribution information here. Financials Process Manual v1.26 11/30/07 7. 8. Office of Budget and Management Page 354 of 918 State of Ohio Financials Process Manual 9. To deny approval of a requisition, click the Deny button. The Requestor receives an email if the requisition is denied and it is the requisitioner‘s responsibility to re-submit the requisition for approval if necessary. All approvers except for the first approver in the approval workflow see a Pushback button. This button sends the requisition back to the previous approver. 10. Use the Enter Approver Comments text box to enter any additional comments. Remember you must type a reason in the Enter Approver Comments text box if you deny a requisition. The requisitioner must re-submit denied requisitions for approval. The comments you type will follow the requisition throughout the remainder of the approval process. It is best practice to use this text box to record all approvals. 11. If your agency is allowing group approvals (multiple users to use the same Approver ID to access the same Worklist), you are required to: 1. type your name and the date of approval in the text box. 2. send an email to your Level 4 Agency Approver notifying him/her that you finished approving this requisition. 12. 13. 14. Click in the Enter Approver Comments text box to add comments to this requisition before approving it. Enter the desired information into the Enter Approver Comments text box. OAKS allows you to insert an ad hoc approver between any approvers. If you want to add an ad hoc approver, you can click the insert approver button (plus sign) and select an approver's user ID from the look up list. If you want to insert an ad hoc approver, you must do so before you approve the requisition and proceed to the next page. It is important that you select the correct ad hoc approver so OAKS can route the requisition appropriately. Note: When you select an ad hoc approver from the look up list, this list is not agency specific. Make sure you know who your ad hoc approvers are before selecting them. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 355 of 918 State of Ohio Financials Process Manual 15. OAKS displays a confirmation message on the Requisition Approval page confirming the approval. When you approve a requisition, OAKS automatically sends an email to the next approver and routes the requisition to his/her Worklist. Notice that the Requisition Approval page displays the status of the approvals for every approver in the workflow for this requisition. If a requisitioner edits a requisition that is in the ―Pending‖ status, it will re-trigger workflow on that requisition. Click the Return to Worklist link if you need to view and approve the remaining items in your Worklist. Click the Return to Worklist link. Great job! You have successfully reviewed and approved a requisition. End of Procedure. 16. 17. 18. 19. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 356 of 918 State of Ohio Financials Process Manual Requisitions Requiring Central Approval Overview Most agencies will electronically attach any supporting documentation to any requisitions routed for central approval, including personal service contracts reviewed by OBM. OAKS will automatically workflow the requisition with attachments to OBM for approval. Agencies that interface requisitions will continue paper-based process for approval. . High Level Workflow: None Available. Navigation Path None Available Notes Needed Prior to Starting Process: 1. Supporting documentation 2. Personal Service Requisition Batch Slip (Interfacing Agencies) Legal, Procedural, Policy References: 1. All agencies will electronically attach any supporting documentation to any requisitions routed for central approval. 2. All agencies must attach the required supporting documentation to requisitions which require Central Approval. These are requisitions for vehicles requiring DAS Fleet approval, copiers requiring DAS State Purchasing and State Printing approval, one-time bid purchases going to State Purchasing, and personal service contracts requiring OBM approval. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 357 of 918 State of Ohio Financials Process Manual 3. The file types that can be attached to a requisition in OAKS include PDF, Word documents, Excel workbooks, and image files. Agencies may scan documents as needed and attach them to these requisitions. Please note that this applies to requisitions requiring Central Approval only. No other requisitions should be processed with attachments unless your agency attached documentation to RTP‘s in CAS Plus Workflow. 4. For requisitions entered online, the requisition and attached documents will automatically workflow to the Central Approving agency based on the coding strip used on the requisition. 5. Agencies that interface requisitions will need to continue to follow the paper-based process used in CAS for necessary Central Approvals because attachments to requisitions cannot be interfaced into OAKS. 6. Interfacing agencies: When submitting purchase orders for personal service to OBM/State Accounting for review: 1. Staple batch slip on the upper-left corner of the purchase order. One batch slip per purchase order. Personal Service Contract Batch Slip. 2. Double check to assure the correct number of purchase orders is recorded and that all purchase orders in a particular batch are accepted on the same day. If a purchase order includes accounting information for both purchased personal service and goods or other services, the accounting line for personal service must appear first. Forward the first copy of the laserprinted purchase order to OBM/State Accounting for review and approval. Attachments 1. Supporting documentation 2. Personal Service Requisition Batch Slip (Interfacing Agencies) Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 358 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 359 of 918 State of Ohio Financials Process Manual Process None Available Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 360 of 918 State of Ohio Financials Process Manual Managing Requisitions    Checking Requisition Status Updating a Requisition Sourcing Workbench – Requisition Errors Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 361 of 918 State of Ohio Financials Process Manual Checking Requisition Status Overview Use this process to check the requisition status. High Level Workflow: Navigation Path eProcurement → Manage Requisitions Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 362 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. None Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 363 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 364 of 918 State of Ohio Financials Process Manual Process 1. Use the Manage Requisitions page to review all of the requisitions created. Once a requisition is saved, this page may be used to review, edit, or delete the requisition and to check its status. 2. If the specific Requisition Name or ID number is known, enter it in the Req Name/ID field. Use the Date From and Thru Date fields to help narrow the search if the Requisition Name or ID is unknown. 3. 4. Click the Find button to display the search results. To sort the search results, each column can be sorted in alphabetical ascending or descending order by clicking the name of the field. The Status of a requisition may be: • Approved: A requisition is approved and a purchase order may be created. • Open: A requisition has been created and saved but not yet submitted for approval. • PO(s) Created: A requisition has been sourced to a PO. • Pending: A requisition has been submitted into approval workflow and is awaiting approval. • Dispatched: A requisition has been sourced to a PO, and the PO has been dispatched. • Received: A receipt has been created for the items received. 5. 6. The Edit Requisition button allows a requisition already created to be edited. This button is only available before OAKS sources the requisition to a PO. The Requisition Cycle button shows what stage of the requisition life cycle the requisition is in currently. The Approval Status button takes the user to the Approval Status page to view the different approvers and their status for this requisition. This button only appears after a requisition has been submitted to approval workflow. The Cancel button allows the requisition to be cancelled. 7. 8. 9. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 365 of 918 State of Ohio Financials Process Manual 10. The Change Request button allows a change request against this requisition to be created. This button only appears if OAKS has sourced the requisition to a PO and dispatched the PO. The Receipt button will take the agency user to the Receiving page to create a receipt for items. This button also only appears after OAKS has dispatched the PO to the vendor. The Return to Vendor button takes the agency user to the Return to Vendor page and allows a return to vendor to be created for items that need to be sent back to the vendor. This button also only appears after OAKS has dispatched the PO to the vendor. To only view the information on the requisition, click the Requisition Name link for the requisition. The Requisition Details page displays the basic information from the requisition. Click the Requisition Schedule and Distribution link to view the schedule and distribution information for this requisition. 11. 12. 13. 14. 15. The Requisition Schedule and Distribution page displays the ship to and accounting information for the line on the requisition. Click the Return to Manage Requisitions link to go back to the Manage Requisitions page. 16. 17. To view where the requisition is within the requisition cycle, click the Requisition Cycle button for requisition number The Requisition Life Cycle OAKS displayed is not the lifecycle used by the State of Ohio. This is a standard life cycle in OAKS, but the State of Ohio has modified it. To see the lifecycle used for the State of Ohio refer to the Introduction to Financials course on OAKS Training Online. 18. OAKS creates a link for each completed step in the cycle for the requisition. OAKS displays steps that the requisition has not yet completed, but does not create a link for them until the step is completed. Although the lifecycles are different, click on any of the active links to view more information. 19. Click the Approved button to see information about the approval of this requisition. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 366 of 918 State of Ohio Financials Process Manual 20. Use the Approval Status page to view the approval levels for this requisition. This page can also be reached by clicking the Approval Status button on the Manage Requisitions page. Click the Return to Manage Requisitions link to return to the Manage Requisitions page. There are also additional fields that your agency can search by in the More Find Options field area. Click the Expand section button. 21. 22. 23. • Use the Entered By field to search for a requisition by the requisitioner's name. • Use the PO ID field to search for a requisition by the PO created for that requisition • Use the Show Status field to search for a requisition by the status (e.g., open, approved, and pending). Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 367 of 918 State of Ohio Financials Process Manual Updating a Requisition Overview Use this process to update a requisition. High Level Workflow: Navigation Path Click the Worklist Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 368 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. Agencies can edit a requisition after saving and submitting it, but the changes made will re-trigger approval workflow. 2. Agencies cannot edit a requisition after OAKS sources it to a PO. If an agency needs to edit a requisition once it has been sourced to a PO, they must cancel the PO and resource it. (Cancel the PO on the Reconciliation Workbench page. Reference: Budget and Threshold Checking.) Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 369 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 370 of 918 State of Ohio Financials Process Manual Process 1. 2. Click the Edit Requisition button to edit a requisition. Use the Edit Requisition page to perform activities such as adding comments, changing distribution information (accounting ChartFields), and entering vendors. What can be edited without re-triggering workflow (re-starting the approval workflow in OAKS) depends on the level or type as an approver. Regardless of approver type, these exceptions apply: •When any approver changes requisition account information for any copier, vehicle, personal, or printing service, he/she re-triggers workflow. •When any approver changes a requisition vendor on a State Purchasing requisition, he/she re-triggers workflow. Ad hoc approvers cannot change anything on a requisition without re-triggering workflow. 3. 4. Except for the exceptions listed previously, for Agency Approval Levels these rules apply: •Levels 1 and 2: Approvers can change anything in the requisition without re-triggering workflow. •Level 3 and 4: Approvers can change any requisition accounting information without re-triggering the approval workflow. However, any changes to data at the other levels in the requisition structure (Header, Line and Schedule) re-trigger the approval workflow. If a requisition requires Central Approval, OAKS routes the requisition to the central approver after all necessary agency approvers have approved the requisition. Except for the exceptions listed previously, for central approvers who edit a requisition, these rules apply: •State Printing approvers of printing services and State Purchasing approvers may change any information in a requisition without re-triggering the approval workflow. •State Printing approvers of copiers, Fleet, and OBM (Office of Budget Management) cannot change any information in requisitions without re-triggering approval workflow. 5. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 371 of 918 State of Ohio Financials Process Manual 6. Now add a comment to Line 1 of this requisition. To find the Comments button scroll to the right. Click the scrollbar to move to the right of the page. 7. 8. 9. 10. 11. 12. 13. Click the Comments button. Use the Comments field to record comments about a selected item. Click in the Comments field. Enter the desired information into the Comments field. Click the Send Comment to Vendor checkbox to place the comments on the PO that goes to the vendor. If the requisitioner attached additional documentation to the requisition, it will appear here. Click the OK button to return to the Edit Requisition page. If the requisition is for an OAKS catalog item (State Term Contract or State Source items), then the vendor cannot change. If the requisition is for an item that is not in the OAKS catalog, the vendor can be added or changed. 14. Use the Qty field on line 1 in the Requisition Summary field area to update the number being requested. Click in the *Qty field. Enter the desired information into the *Qty field. To modify the shipping or accounting information without splitting the line between more than one schedule (ship to) or distribution (accounting information), use the Shipping and Accounting buttons. Click the Shipping button to view the Modify Shipping page. 15. 16. 17. To modify shipping information, click the Shipping button to go to the Modify Shipping page. The Ship To, Due Date, or Attention fields can be seen and changed here. Click the Continue to accounting button to view the Modify Accounting page. The Modify Accounting page allows the agency user to see or change the accounting information on one line. The requisition line cannot be viewed or split between multiple accounting lines here. Click the Finish button to go back to the Review & Submit page. Financials Process Manual v1.26 11/30/07 18. 19. 20. Office of Budget and Management Page 372 of 918 State of Ohio Financials Process Manual 21. Click the Split Shipping and Accounting button to change the accounting or shipping information. Note: To display the name of a button in OAKS, place the cursor over the button. 22. If the requisition line has multiple ship to locations, they will appear here. To add multiple ship to locations to this requisition line, use the add a new row button. 23. 24. Click the Cost Distribution Info button to split the distribution (accounting) for this schedule (ship to). To split the accounting information, add another row in the Distribution Details field area. Click the scrollbar to move to the right of the page. 25. Click the Add a new row button. Notice that when a new row is added (ChartField string) it duplicates the values from the first row. Change the desired information in the second ChartField string. Use the Quantity field on the first distribution line to change the number of items distributed to the original department. Click in the Quantity field on line 1. 26. 27. 28. Enter the desired information into the Quantity field. Use the Quantity field on the newly-created line to enter the number of items to distribute to the new department. Click in the Quantity field on line 2. 29. 30. Enter the desired information into the Quantity field. Use the Department field to specify the department ID that is being charged for these 6 items. Click in the Dept field on line 2. 31. 32. 33. Enter the desired information into the Dept field. Click the OK button. Click the Review and Submit link to return to the Review and Submit page. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 373 of 918 State of Ohio Financials Process Manual 34. 35. Click the Save & submit button to save changes and submit the requisition for approval. The Confirmation page displays the approval statuses of the requisition. It is important to remember that saving the edits to this requisition is not the same as approving it. Since the requisition has not yet been approved, return to the Worklist and approve the requisition. Click on the Worklist link to return to the Worklist and approve the requisition. 36. 37. 38. Click the Requisition link to select the requisition from the Worklist. Click the Approve button to approve the requisition. After approving the requisition, OAKS displays a confirmation of the approval. Notice that the approval status changes to "Approved". Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 374 of 918 State of Ohio Financials Process Manual Sourcing Workbench – Requisition Errors Overview Use this process to check the sourcing status of a requisition and resolve errors if necessary. High Level Workflow: Navigation Path Purchasing → Purchase Orders → Stage/Source Requests → Sourcing Workbench Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 375 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. After a requisition receives all necessary approvals, OAKS "sources" a requisition to a PO. When OAKS "sources" a requisition to a PO, it is automatically creating a PO based on information from the requisition. 2. OAKS does not provide notification to inform a requisitioner that a requisition has not been successfully sourced to a PO. It is the requisitioner‘s responsibility to monitor the progress of a requisition by checking its status in OAKS through the Sourcing Workbench page. 3. The Sourcing Workbench page displays details on any requisition that goes through the sourcing process. It lists where the requisition is in the sourcing process and whether or not OAKS sourced it successfully. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 376 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 377 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. Click in the Business Unit field. Enter the desired information into the Business Unit field. The Stage Status field indicates the sourcing stage of a requisition. Remember that the "sourcing" process is when OAKS creates a PO from an approved requisition. The status types used when sourcing a PO are: •Completed – The requisition has successfully sourced to a PO •Error – The requisition did not complete the sourcing process and has not sourced to a PO. •In Process – This means OAKS is currently sourcing the requisition. The Stage Status can be checked on the Sourcing Workbench page later to ensure that OAKS successfully sourced the requisition to a PO. 4. 5. Click the Stage Status list. First look at the POs that OAKS successfully sourced. Click the Completed entry in the Stage Status list. 6. 7. 8. Click the Search button. OAKS displays all the completed POs in your agency‘s business unit. The Sourcing page displays the details on all requisitions that OAKS sources. Remember that after a requisition is saved and submitted to approval workflow, OAKS automatically assigns the requisition a Requisition ID. When a requisition is successfully sourced to a PO, OAKS also automatically assigns the PO a PO ID. Unlike in CAS, the PO ID does not match the Requisition ID. Neither of the ID numbers can be changed. Keep in mind that OAKS sources the requisition by every unique schedule per line. This means that if the requisition has more than one schedule, to see the requisition ID displayed more than once in the Sourcing Workbench. It is possible for one schedule on a line to have a sourcing error and for another schedule on the line to source successfully. When this error is resolved and this portion of the requisition is resourced, it will source to a different PO. Click the Stage Status list. 9. 10. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 378 of 918 State of Ohio Financials Process Manual 11. 12. 13. 14. To look for POs that OAKS did not source successfully and to search for these errors, click the Error entry in the Stage Status list. Click the Search button. OAKS displays the POs that have a Stage Status of "Error" in the business unit. If the PO ID is Unassigned OAKS did not source the requisition to a PO. This is true for all requisitions that fail sourcing. When a requisition is in this stage, OAKS locks it for further processing or modification until these errors are corrected and the requisition is sent back through the sourcing process. Click the Sourcing Details button next to the requisition to view to go the Sourcing Details page. Use the Sourcing Details page to view information to use to correct the error on the requisition. The Message field displays the error that prevented the requisition from successfully sourcing to a PO. Common errors that may be encountered are: - The vendor contract is inactive - The expiration date on the contract passed - The contract exceeded the maximum threshold 15. 16. 17. 18. For this scenario, the contract on the requisition has expired. Central agencies are responsible for maintaining contracts. For this scenario, contact the appropriate central agency to change the existing contract or add a new one. 19. If the error requires a change to the requisition, the requisition needs to be edited. When the *Stage Status is "Error," the requisition is locked and cannot be edited. In order to open the requisition for editing, reset the *Stage Status field to "Reset Purg" and click "Save". After the requisition has been edited, save and submit the requisition again. This re-triggers the approval workflow and the requisition will go through approvals and sourcing again. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 379 of 918 State of Ohio Financials Process Manual 20. If something else besides the requisition (e.g., the contract) requires editing in order to resolve the error, make (or contact the personnel) the appropriate corrections first. When the appropriate changes have been made, set the *Stage Status to "Reset Purg" so OAKS will re-source the requisition to a PO. Click the *Stage Status list. For this scenario, DAS has already been contacted to make the necessary changes on the contract. Click an entry in the list. For this scenario, click "Reset/Purg". 21. 22. 23. 24. Click the Save button. After saving, OAKS will re-source the requisition. Notice that the Stg Status of the requisition is "Reset/Purg" now. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 380 of 918 State of Ohio Financials Process Manual Managing Purchase Orders         Approving Interfaced PO Budget Check and Threshold Validation Modifying PO Distributions Dispatching Purchase Orders Creating a PO Change Request Approving a PO Change Request Reviewing PO Information Reviewing PO Activity Information Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 381 of 918 State of Ohio Financials Process Manual Approving Interfaced PO Overview Use this process to approve an interfaced purchase order. High Level Workflow: Navigation Path Reporting Tools → Query → Query Viewer Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 382 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. Depending on the account on the purchase order, a central approver may need to approve the purchase order. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 383 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 384 of 918 State of Ohio Financials Process Manual Process 1. Use the Query Viewer page to search for a query. Leave the *Search By field as "Query Name." 2. 3. 4. 5. 6. 7. Click in the begins with field to enter the query name. Enter the desired information into the begins with field. Click the Search button. The Query field area displays the list of queries that match the search criteria and the output choices (HTML or excel) for the query. For this scenario, click the HTML link to run the query and output the results in HTML. A Special Attribute Value must be entered. Use the OHQPO073 Special Appr PO needing apprvl page to search by a Special Attribute Value. The choices of Special Attribute Values are: C = Copier V = Vehicle P = Printing Services S = Personal Services 8. 9. 10. 11. Click in the Special Attribute Value field. Enter the desired information into the Special Attribute Value field. Click the View Results button to view the list of interfaced POs for Personal Services. OAKS displays the list of purchase orders requiring central approval for Personal Services. Write down the business unit and purchase order numbers. This information helps to retrieve the purchase order to approve. This window can be kept open to enable toggling back to it for reference. 12. Click the Close button (the x button in the top right hand corner of the smaller window) to close this window after writing down the information needed. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 385 of 918 State of Ohio Financials Process Manual 13. To select the PO and approve it, go to the Reconciliation Workbench page. Click the Purchasing link. 14. 15. 16. Click the Purchase Orders link. Click the Reconcile POs link. Click the Reconciliation Workbench link. The Reconciliation Workbench page allows requisitioners to review and change POs. 17. 18. Click the Add a New Value tab. Confirm the Business Unit of the purchase order to approve here (It should match the Business Unit of the PO just queried). If the default Business Unit is not correct, enter the correct business unit in this field. Click in the Workbench ID field. The WorkBench ID allows a set of search criteria to be saved. The next time a search needs executed with these criteria, it can be reused by entering this WorkBench ID in the Find Existing Value tab. The search filters can be changed for existing Workbench IDs as well. 19. 20. 21. 22. Enter the desired information into the WorkBench ID field. Click the Add button to add this Workbench ID. Use the Filter Options page to set the filter options for this Workbench ID. Note: The name of the Workbench ID just created appears at the top of the page. 23. 24. 25. Specify the PO to be searched for by using the Purchase Order and the To field. Click in the Purchase Order field. Use the purchase order information written down when the query was run. Enter the desired information into the Purchase Order field. 26. Click in the Purchase Order To: field. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 386 of 918 State of Ohio Financials Process Manual 27. 28. Enter the desired information into the To field. Only interfaced POs needing approval have a status of ―Open.‖ Select the Open checkbox. If the Open checkbox is not selected, no interfaced POs are received from the search. 29. 30. Click the Search button. OAKS displays the results of the search. Click the link to review the PO. 31. The Purchase Order page displays the details of the purchase order and the specific items to be purchased. Click the Close button when finished reviewing this information to return to the Reconciliation Workbench. 32. 33. Click the Purchase Order checkbox next to the PO number to select it. Click the Approve button to approve the selected PO. If not wanting to approve the interfaced PO, take no action in OAKS at this time. Contact the agency responsible and let them know why the interfaced PO is not being approved. 34. Click the Save button. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 387 of 918 State of Ohio Financials Process Manual Budget Check and Threshold Validation Overview Use this process to perform a budget check and perform a threshold validation. High Level Workflow: Navigation Path Purchasing → Purchase Orders → Reconcile Pos → Reconciliation Workbench Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 388 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. The budget checking process runs to ensure that ChartField strings on distribution lines are valid and whether there is sufficient appropriation to cover the costs of items on a PO. 2. This process also creates the encumbrance. 3. Should a PO fail a budget check, the agency will need to correct the error before continuing through the requisition life cycle. 4. Threshold Validation is done to check to see if the requisition or purchase order exceeds the maximum amount the state allows an agency to spend per vendor per year for non-contract purchases. 5. The threshold for most agencies is $50,000. Institutional agencies generally have a threshold of $75,000. OAKS performs an initial threshold validation when a requisition is created. After OAKS budget checks the PO, a final threshold validation is run on the PO. If a PO fails threshold validation, the agency must cancel the PO and edit the requisition. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 389 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 390 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. 4. Click the Add a New Value tab. Click in the Business Unit field. Enter the desired information into the Business Unit field. The Workbench ID allows a set of search criteria to be saved. The next time a search is needed with these criteria, it can be reused by entering this WorkBench ID in the Find Existing Value tab. Note: Workbench IDs are agency specific. 5. 6. 7. 8. Click in the WorkBench ID field. Enter the desired information into the WorkBench ID field. Click the Add button. Notice that OAKS displays the WorkBench ID created in the previous screen at the top of this page. Now this search can be reused later. The Reconciliation Workbench is a page in OAKS where most changes to a PO can be made. Use any of these fields on the Filter Options page to narrow the search for a PO. For example, if an exact PO ID or the range in which a PO ID falls is known, enter it here. Use the Status field area checkboxes to search for purchase orders by status type: •Open: not used in OAKS •Approved: A PO that has successfully completed sourcing •Dispatched: An "approved" Purchase orders that has been sent to a vendor •Cancelled: Purchase orders that have been cancelled •Threshold Exceeded: Purchase orders that fail threshold validation If not filtered by status, OAKS displays all purchase orders. The search can always be further limited by entering additional data. Click the Approved checkbox. 9. 10. 11. 12. 13. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 391 of 918 State of Ohio Financials Process Manual 14. After a purchase has passed budget check, OAKS needs to validate that the threshold was not exceeded. The Controlling Board threshold is the maximum dollar amount that an agency can spend per vendor per year for non-contract purchases. •Most agencies have a threshold of $50,000 •Institutional agencies generally have a threshold of $75,000 To check for purchase orders that failed the threshold validation, click the Threshold Exceeded checkbox in the Status field area. 15. 16. 17. 18. 19. Click the scrollbar to go the bottom of the page. Click the Search button. Click in the*Description field. Enter the desired information into the *Description field. The fields on the Reconciliation Workbench page display information regarding the activity of the purchase orders. • PO Status - the status of the PO • PO Date - the date the PO was created • Last Activity - the last date there was user or system activity involving the PO • Vendor ID - the vendor on the PO • Change Order - whether there is a change order on this PO (change orders are discussed in Creating a PO Change Request) Click the Other tab. The Other tab provides additional details about purchase orders, such as receipt status, and PO status. Use the Other tab to check the Budget Status of the purchase orders. 20. 21. 22. Click the Budget Status link to sort the Budget Status alphabetically to bring all the errors to the top of the list. The different budget statuses are: • Not Checked - OAKS has not budget checked this PO • Valid - this PO passed budget check • Error - this PO failed budget check due to an error Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 392 of 918 State of Ohio Financials Process Manual 23. If viewing a purchase order that has failed threshold validation, choose to cancel or ―resource‖ it at this point. If resourcing the purchase order, the original requisition can be modified and routed for approval again. To cancel the PO, select the PO and Click the Cancel button at the bottom of the page. Note: A PO can be cancelled up until the point that the amount of the purchase order is paid. 24. 25. To cancel the purchase order at this point, OAKS will go to the Processing Results page. It is very important that to select the Re-Source Requisition checkbox if wanting to open the requisition for editing. After the requisition is edited, it will need to be approved and sourced again. If the Re-Source Requisition option is not selected, a new requisition will have to be created. To continue canceling this purchase order, click the Yes button at the bottom of the page. After selecting the purchase order with a budget error to investigate, OAKS opens the Purchase Order Inquiry in a new window with purchase order details. Click the Maximize/Restore button. Click the Error link to view the error(s) on the purchase order. OAKS opens another window with the error information. Click the maximize/restore button. OAKS displays the reason the purchase order failed budget check as the Exception. Click the View Exception Details button to locate the error on the purchase order and open the Purchase Order Line Drill Down page. Every line item on a purchase order is numbered. An item can have multiple distribution lines depending on fund allocation. The Line Number tells what line or item on the purchase order caused the error. The Distribution Line tells which distribution within the line caused the error. 26. 27. 28. 29. 30. 31. 32. 33. 34. 35. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 393 of 918 State of Ohio Financials Process Manual 36. For example, a purchase order can have two line items, such as: 1. 20 pens 2. 20 staplers If the Line Number displays with a ―1‖, then the 20 pens caused the error. The first line (20 pens) has two distribution lines: 1. 20 pens a. Department A b. Department B If the Distribution Line displays with a ―1‖, then the error was caused by a ChartField in the first distribution line. 37. 38. Click the OK button. This error information helps to narrow the search in finding the error. If only the accounting information needs to be changed, change it on the purchase order. If the budget needs to be changed, agencies with agency control budgets will have to update the budget themselves. If the budget error is at the allotment or appropriation level the appropriate person within your agency needs to contact the OBM Budget Analyst. 39. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 394 of 918 State of Ohio Financials Process Manual Modifying PO Distributions Overview Use this process to modify the distribution information on a purchase order. High Level Workflow: Navigation Path Purchasing → Purchase Orders → Maintain Distributions Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 395 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. The ―distribution information‖ contains accounting ChartFields for a line on a PO. This allows the user to specify which budget the purchase order is made against. 2. The required accounting ChartFields are: a. •Fund b. •Account c. •Department d. •ALI (Appropriation Line Item) e. •Program 3. Your agency may require additional information to be entered, such as Project, Service Location, and Reporting. Your agency can also select to default ChartFields. 4. The only information that can be changed on a PO without creating a change request is the distribution information (accounting ChartFields). Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 396 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 397 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. Use the Find an Existing Value tab page to search for the PO ID to change. Click in the Business Unit field. Enter the desired information into the Business Unit field. Note: This field is required in OAKS. 4. 5. 6. 7. Click in the PO ID field. Enter the desired information into the PO ID field. Click the Search button to locate the purchase order. When viewing purchase orders on the Maintain Distributions page, the view is the purchase order by line and schedule. If there is more than one line on the PO, then the search results will display a link for each unique schedule per line on the PO. Select the line and schedule on the PO where to change the distribution information. Note: To view the requisition number for this PO, click on the Req Detail tab. 8. Use the Maintain Distributions page to update or to correct distribution information. Remember that the required accounting ChartFields for all purchase orders are: •Fund •Account •Department •ALI (Appropriation Line Item) •Program Note: Your agency may require accounting ChartFields to be entered here. 9. 10. If another accounting ChartField, such as account or fund, has incorrect information, use this page to enter the correct information. Click the Look Up Program button to find and choose the correct program. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 398 of 918 State of Ohio Financials Process Manual 11. Click the Save button to save the changes made to the purchase order. Remember that when changing the ChartField string on a PO, OAKS will budget check the PO again. 12. 13. To add new rows to split the accounting between more than one department, click the Add a new row button. Remember that changes can be made to the ChartField string on a PO line as long as there have been no vouchers created against this PO line. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 399 of 918 State of Ohio Financials Process Manual Dispatching Purchase Orders Overview Use this process to dispatch a purchase order. High Level Workflow: Navigation Path Purchasing → Purchase Orders → Dispatch POs Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 400 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. Agencies making a change to a dispatched purchase order must create a change request against the original requisition. 2. Vendors are converting with a default purchase order dispatch method of ―print‖, which means the purchase order will need to be printed and then either mailed, faxed, or phoned in to the vendor. The exception to this rule is any vendor with a State Term Contract. DAS GSD sent out a mailing to all of these vendors informing them that the default dispatch method for their purchase orders will be ―print‖ unless the vendor notifies DAS GSD otherwise. 3. The default dispatch method can be overridden on the requisition. OBM will only change the default purchase order dispatch method on the vendor record at the vendor‘s request and at the request of DAS. 4. While OAKS does offer the option of dispatching POs by fax or e-mail automatically from the system, utilizing this functionality requires that a fax number or e-mail address be entered on the vendor file. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 401 of 918 State of Ohio Financials Process Manual Key Differences 1. None Process (Note steps 1 -13 only have to be executed the first time you dispatch. After the first time, start from step 14) 1. 2. Click the Add a New Value tab. Use the Dispatch Purchase Orders page to create a new Run Control ID. A Run Control ID is a set of criteria used to run a specific process. You only need to create this ID the first time you run the dispatch PO process. In the future you can enter the ID as an existing value. 3. 4. Click in the Run Control ID field. When creating a Run Control ID, enter a short descriptive name that is descriptive of the process with which you are associating it. It can have a maximum 30 letters and numbers with no spaces. Enter the desired information into the Run Control ID field. 5. 6. Click the Add button. Use the Business Unit field to enter your agency's business unit. Click in the Business Unit field and enter your Business Unit. 7. Use the Statuses to Include group box to select the status or statuses that you want to dispatch. Click the Approved and Dispatched checkbox. 8. Use the Dispatch Methods to Include field area to indicate which methods you want to use to dispatch a PO. OAKS uses print, fax, e-mail, and phone call methods to dispatch purchase orders. OAKS does not use the EDX method. 9. Deselect all dispatch method except the Print option. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 402 of 918 State of Ohio Financials Process Manual 10. You have set up the options in your unique dispatch purchase order Run Control ID. Now you will need to select a PO to be dispatched. Click the Save button. 11. Now you must go to the Reconciliation Workbench page to dispatch the purchase orders. Click the Reconcile POs link. 12. 13. 14. 15. 16. Click the Reconciliation Workbench link. Click the Add a New Value tab. Confirm or change the Business Unit. Use the Reconciliation WorkBench page to create a new WorkBench ID. Use the WorkBench ID field to enter an ID you will use every time you go to this page. Click in the WorkBench ID field. Enter the desired information into the WorkBench ID field. Click the Add button. Use the Search Criteria area to enter information that will return the purchase orders that need to be dispatched. Use the Purchase Order field to enter the beginning of the PO range. Click in the Purchase Order field. Enter the desired information into the Purchase Order field. 17. 18. 19. 20. 21. Use the To field to enter the upper limit of the PO numbers for which you are searching. Click in the To field. Enter the desired information into the To field. 22. Use the Approved and the Dispatched option to view only those POs with an approved status. Click the Approved checkbox and the Dispatched checkbox. 23. Click the Search button to display the list of POs that meet the search criteria. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 403 of 918 State of Ohio Financials Process Manual 24. Use the *Description field to enter a description of your WorkBench ID. Note: This field is required in OAKS. Click in the Description field. Enter the desired information into the *Description field. 25. Go to the Process Request Options page to specify the Run Control ID you are using. Click the Process Request Options link. 26. Click the *Output Destination Type list. Click "WEB". 27. Click in the Server Name field. Always enter a valid value e.g. "PSNT". 28. Click in the Run Control ID field. Use the run control ID you just created. Enter the desired information into the Run Control ID field. 29. Click the *Output Destination Format list. Click "PDF". 30. If this is the first time you dispatch the PO make sure the Print Copy and Print Duplicate options are not selected. If the PO is in dispatch status make sure you select them. Click the OK button. Select the purchase orders you want to dispatch. Click the Dispatch button to dispatch the purchase order. Use the Processing Results page to review whether the purchase order you selected is eligible for dispatching. If the PO has not passed budget or threshold checking, it will appear in the Not Qualified area. You may not dispatch POs displayed in the Not Qualified region. 31. 32. 33. 34. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 404 of 918 State of Ohio Financials Process Manual 35. 36. Click the Yes button to dispatch the qualified PO(s). OAKS displays a message asking if you want to continue to dispatch the PO. Click the Yes button to dispatch. 37. Click the Process Monitor link at the bottom of the page to open the Process Monitor page and view the status of the PO during the dispatch process. The Process Monitor Page displays the statuses for all background and manually executed jobs running in OAKS on a specific server. You know that your job ran successfully when the Run Status is "Success" and the Distribution Status is Posted. You can view only the processes that you are running by filtering by User ID. 38. 39. 40. When the dispatch job is complete, click the PODISP link to open the Process Detail page. Use the 42617 - POPO005 Success link to view additional information about the dispatching results. Click the 42617 - POPO005 Success link. 41. Use the Process Detail page to view additional details and to go to the View Log/Trace page to view the documents created when dispatching the purchase order. Click the View Log/Trace link to open your report. 42. OAKS displays a printable dispatched PO in a PDF file. Note: The name of the file is not the same every time you run the dispatching process. The numbers at the end of the file name match the process instance number. You can identify a correct file, however, because the name ends with the letters PDF. Click the POPO005_42617.PDF link. 43. 44. 45. 46. Click the File menu. Click the Print... menu. Click the OK button. Click the Close button. Financials Process Manual v1.26 11/30/07 Office of Budget and Management Page 405 of 918 State of Ohio Financials Process Manual 47. Congratulations! You have successfully created a run control ID and dispatched a PO. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 406 of 918 State of Ohio Financials Process Manual Creating a PO Change Request Overview Use this process to make changes to a purchase order. High Level Workflow: Navigation Path eProcurement → Manage Requisitions Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 407 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. A requisitioner can modify distribution information directly on a PO. All other changes to a dispatched PO require a change request. 2. The following changes can be made through a change request: a. • Cancel a line on the PO b. • Cancel a schedule on the PO c. • Change an item description if the item is from a special request in a requisition d. • Change the Due Date, Ship To, Quantity, or Price on a PO 3. A change request re-triggers approval workflow (must go back to the first approver) only if increasing the quantity or price on the PO. These change requests go through the same approval workflow as the requisition. 4. OAKS lists all transactions requiring approval on the Worklist. This includes change requests. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 408 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 409 of 918 State of Ohio Financials Process Manual Process 1. 2. Click in the Req Name/ID field. Search for the desired requisition by entering information in the Find a Requisition field area. For this scenario, the specific requisition to change is known. Enter the desired information into the Req Name/ID field. 3. 4. 5. 6. If the requisition ID is unknown, it is helpful to use the Date From and the Thru Date fields. Click the Find button to search for the requisition. OAKS displays requisitions that meet the search criteria. Remember to only create a change request for POs that OAKS has already dispatched to the vendor. If a change request button is not seen next to a requisition, it is because OAKS has not yet dispatched it to the vendor. Click the Change Request button to go the Select Requisition Line for Change Request page. Click the Change Request button to go to the Create Change Request page. To cancel an entire line of the PO, click in the Cancel PO Line checkbox. To add additional comments to explain the change, click the Justification Comments link. Click the Details button to go to the Change Request Line page to view the schedules by line. If this requisition is a blanket or special request requisition, the Description field for this item may be changed on the Change Request Line page. (The item description for items in the OAKS catalog cannot be changed.) 7. 8. 9. 10. 11. 12. 13. Click the Details button to view further details on the line and go to the Change Request Schedule page. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 410 of 918 State of Ohio Financials Process Manual 14. Use the Change Request Schedule page to make changes to the Due Date, Ship To, Quantity, or Price on the dispatched PO. Changes can only be made to existing lines on the requisition. A change request cannot be used to order items that are not on the original requisition. If the quantity or price on the change request is changed, OAKS will re-budget check the PO. If the amount of money to spend is increased, OAKS encumbers additional funds when the PO passes budget check. If the amount of money to spend is decreased, OAKS will release the extra encumbrance when the PO passes budget check. Click in the New Quantity field. Enter the desired information into the New Quantity field. The New Quantity is the total quantity to order, not the additional quantity to order. Remember that once a PO line has been vouchered against, only the amount or quantity of a PO line can increase. The amount or quantity on a PO can be increased until the PO is in a "Complete" status. A PO is "completed" through a batch process that OAKS runs 90 days after the full encumbrance of a PO is liquidated. Once a PO line has been vouchered against, the total amount on that line cannot decrease so that the encumbrance falls below the vouchered amount. Click the Save button to save the changes. Since the quantity was increased, OAKS displays a message on this page reminding that this will re-trigger approval workflow. Click the Continue button. 15. 16. 17. 18. 19. 20. 21. Click the Submit For Change Approval button to submit the change request for approval. Since this change re-triggered approval workflow, this change request must go back to the first approver. The change request has been created. If to track the progress of the change request, return to the Manage Requisitions page. Click the Return to Requisition Manager link to return to the Manage Requisitions page. 22. 23. Click the scrollbar to go the bottom of the page. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 411 of 918 State of Ohio Financials Process Manual 24. 25. Click the Inquire Change Request link to go the Change Request List page. The Change Request List displays all the change requests created for saved requisitions. The PO No. and Requisition ID that the change request was created for are displayed here. 26. The Req Approval Status column will display "pending" if the change request for this requisition has not been fully approved yet. Once every necessary approver has approved the change request, the Req Approval Status will display "approved". If the change request has been approved by any approver, the check mark will appear under the Change Request Approved column. To view the details of the change request, click the Change Request Details button next to the line to view. The Change Request Inquiry page lists the history of the change requests to this requisition. For this scenario, this requisition has two change requests. The first one was to change the price and the second one (the one just created) was to change the quantity. When finished with reviewing this information, click the Return to Change Request List link to go back to the Change Request List page. 27. 28. 29. 30. 31. Click the Return to Requisition Manager link to go back to the Manage Requisitions page. After the change request is approved it sources to a change order. Remember that a change order is a duplicate of the purchase order that reflects the changes made. This change order displays in the Change Order field on the PO. If one change order is created for this PO, the PO displays "Change Order: 1". This number on the PO will increase by one for every additional change order created. When OAKS sources the change request to a change order, the PO status changes from "Dispatched" back to "Approved". When the dispatch process runs (or when the PO is manually dispatched), the changes are dispatched to the vendor, and the status changes back to "Dispatched". 32. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 412 of 918 State of Ohio Financials Process Manual Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 413 of 918 State of Ohio Financials Process Manual Approving a Purchase Order (PO) Change Request Overview Use this process to approve a change request. High Level Workflow: Navigation Path Select Worklist Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 414 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. None Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 415 of 918 State of Ohio Financials Process Manual Key Differences 1. Purchase orders display the Department head‘s name. Agencies will no longer need to obtain signatures on purchase orders. Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 416 of 918 State of Ohio Financials Process Manual Process 1. The Worklist page displays all the transactions that require approval. It also displays who created the transaction and when he/she created it. Click the Collapse Menu button to minimize the side menu to see more of the OAKS page. Click on one of the links listed on the worklist. The link describes the type of transaction requiring approval. 2. 3. 4. Use the Change Request Amount Approval page to review and approve the change request. The Total Amount field displays the original amount of the requisition before the change request. The New Total Amount is the new total amount of the requisition after the change request. 5. 6. Click the Expand section button to expand the Requisition Line Details section. The Requisition Line Details field area displays the details of the line on the requisition. The Quantity, Price, and Amount fields display the original information on the requisition. The New Quantity, New Price, and New Amount fields display the new information after the change request. 7. Expand the Change Request Details section by clicking on the Expand section button. Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 417 of 918 State of Ohio Financials Process Manual 8. The Change Request Details field area displays the change request history on this requisition. • Change Request Date/Time - the date the change request was created • Field Name - the name of the field that was changed in the change request • Status - the approval status of the change request • New Value - the new value of the field after the change request • PO Number - the PO for this requisition (Notice that the PO number does not change) • Line - the requisition line number where the change request was made This provides an audit trail for the change request. 9. 10. 11. 12. Expand the Review Approvers field area by clicking on the Expand section button. OAKS displays the status of each required approval for this change request above the approver‘s name. Click the scrollbar to go to the bottom of the page. Click the Approve button to approve the change request. Click the Deny button to deny the change request. If the change request is denied, be sure to type a comment about why it was denied. Click the Approve button. After the change request is approved, OAKS routes it to the next approver‘s Worklist. OAKS updates the Review Approvers field area with the status of ―Approved‖ above the name instead of ―Pending.‖ The status of the next approver is now ―Pending‖ instead of ―Not Routed‖. 13. 14. 15. Return to Table of Contents Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 418 of 918 State of Ohio Financials Process Manual Reviewing PO Information Overview Use this process to review information on a specific purchase order. High Level Workflow: Navigation Path Purchasing → Purchase Orders → Review PO Information → Purchase Orders Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 419 of 918 State of Ohio Financials Process Manual Notes Needed Prior to Starting Process: 1. None Legal, Procedural, Policy References: 1. After OAKS sources the requisition to a purchase order, best practice is to review the PO information. Use the Purchase Order Inquiry page to review the POs. Attachments 1. None Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 420 of 918 State of Ohio Financials Process Manual Key Differences Legacy (Old) Terms CAS REQ Transaction OAKS Requisition CAS Encumbering Transactions Encumbering Document Requisition to Purchase Order Purchase Order Checking Appropriation Budget Checking Vendor TIN Vendor ID Object Code Account ChartField Requisition Category Requisition Line Requisition Shipping/Billing Requisition Schedule Requisition Account Coding Pseudocode Budget Requisition Distribution SpeedChart (AP), Entry Reason (AR) Commitment Control Ledger Groups Office of Budget and Management Financials Process Manual v1.26 11/30/07 Page 421 of 918 State of Ohio Financials Process Manual Process 1. 2. 3. 4. 5. 6. 7. Use the Purchase Order Inquiry page to locate specific POs. OAKS automatically displays the business unit. Click in the Short Vendor Name