Submitting Invoices to OSS

References

Overview

When an agency opts to receive the invoice rather than directing the supplier to send the invoice to OSS, the agency must submit a pre-processing form to provide necessary information to OSS for processing. OSS participating agencies submit Accounts Payable invoices and backup documentation to OSS for processing via mail, email, or fax.

When submitting (via email, fax, or mail) an OSS “Standard Invoice Pre-Processing Form” (PPF) with the invoice, the PPF must be the first document in the image followed by the invoice, then any back up documentation .  The invoice will be used as the primary source of information. The "Standard Invoice Pre-Processing Form" will be referred to for additional (supplemental) information.

• Email submissions must include the invoice followed by the OSS “Standard Invoice Pre-Processing Form” followed by the invoice (and any other necessary documentation) as a single attachment (i.e., all items scanned as one image).

Special Instructions for Email Attachments

Agencies can reduce processing time by emailing invoices to the OSS invoices email box. Prior to emailing Accounts Payable documents, it is critical to review scanned invoices to ensure legibility and adjust scanning resolutions as needed.

Each email attachment must consist of ONE invoice and the supporting documentation for THAT invoice (i.e., each file being attached would include the invoice and the PPF.) Each email can include up to 99 different attached invoices (include only ONE invoice per scanned file).

• Invoice attachments that include multiple invoices or are illegible will be rejected and returned to the sender for resubmission.

Steps

Email Invoices and Backup Documentation to the OSS Invoices Email Box

• The following table uses Microsoft Outlook; some steps may be slightly different for other email applications.
• Navigate to Microsoft Outlook.

1. Click New E-mail to create a new email message.

   

    

2. Enter invoices@ohio.gov into the To field.

   

    

   • Emails with attachments that are sent to invoices@ohio.gov are routed to an automated email repository and are not monitored for questions.
   • This email box is useful only for submitting invoices. If agencies want to communicate with OSS they must send a separate email inquiry to ohiosharedservices@ohio.gov with no attachments. Emails with attachments will automatically route to OAKS FIN for processing and the inquiry will not be responded to.
   • No specific Subject line is needed.
3. Click Attach File.

   

    

   • Acceptable file types are: TIF, PDF, TXT, and JPG.
4. Select the File to attach.

   

    

   • As long as each attachment is for one invoice, up to 99 separate invoice attachments may be included (the total file size of the email cannot exceed 10 MB).
5. Click Insert.

   

    

   • Verify that the Attached file name displays on the email.
   • No specific naming convention is required for attachments.
6. Click Send.

   

    

   • Any text entered in the body of the email is automatically added as the first page of each invoice attachment.
   • If additional specific instructions or processing information is necessary, please add it to the pre-processing form, not in the body of the email.
   • An automated email reply will be sent indicating that OSS has received the email.
   • The email invoice packet will be viewable as an attachment on the voucher.

Special Instructions for Fax Submissions

When faxing Accounts Payable invoices and backup documentation to OSS, each fax must only consist of ONE invoice, the preprocessing forms,  and  the supporting documentation for THAT invoice. Faxes that include documentation for multiple invoices may delay processing.

Fax AP invoices and backup documentation to 614-485-1039.

• Automated confirmation is not sent in response to a fax received by OSS.

Instructions for Mailing

Accounts Payable invoices and backup documentation may also be sent to OSS by regular mail (rather than email or fax) to the address shown below. Use this information to provide a supplier with instructions for direct delivery of invoices to OSS.

OBM Shared Services

P.O. Box 182880

Columbus, OH 43218-2880

• For additional information, contact OSS at 614-338-4781 or 877-644-6771 or inquiries can be emailed to ohiosharedservices@ohio.gov.