Entering an ACH or EDI Payment Method

Electronic Data Interchange, or EDI, is a process in which suppliers transmit invoice information electronically. Automated Clearing House, or ACH, is an electronic network for financial transactions in the U.S. RACM is the Business Owner for EDI and ACH payments to suppliers. In some cases, the RACM lead sends a message to Supplier Operations if an ACH or EDI payment method needs added or updated for an existing supplier.

Review Supplier Forms

Paperwork should be received from RACM to make the changes requested. If paperwork is available, it needs to be attached to the supplier record.

• Authorization for Direct Deposit of EFT Payments (Request a new Authorization Agreement if an EFT is not already setup on the account). In the event the electronic commerce address is already in OAKS, then update the regular EFT and EDI.

Search for Supplier Record

• Refer to the search instructions in the Reviewing Supplier Information topic to locate the supplier record in OAKS FIN.

Updating the Payment Method

• myOhio.gov > MY WORKSPACE > Financials Globe > NavBar > Navigator > Suppliers > Supplier Information > Add/Update > Supplier

1. To begin, click the Identifying Information tab.

12. If EFT was not already established, all supporting documentation must be attached to the supplier's record on the Identifying Information tab.
    • Acceptable form formats include JPEG, PDF and TIF.

2. Click here for instructions on attaching supporting documentation to the supplier record.

   1. Click the Attachments link.
      • The Supplier Attachment page displays.

      

    

   1. Click Add Attachment.
   2. Copy the Document URL from the Supplier Operations Tracker.
   3. Click Browse.
   4. Paste the Document URL into the File name.
   5. Click Open.
   6. Click Upload.
      • The Supplier Attachment page displays.

   7. Update Description with <descriptive name of the document> (e.g., "VIF W9 EFT").

      • Repeat steps 2-8 for each document to be uploaded.

   8. Click OK.

      • The Identifying Information tab displays.
3. Click the Address Tab.

Address tab

1. Click the Add a new row icon in the Supplier Address section.

2. Update the Description field with the Address ID (e.g., 1 for the first address, 2 for the second address, etc.).

   • The Effective Date defaults to today's date.

   • The Country defaults to USA.

3. Enter Address 1 "C/O OBM ELECTRONIC COMMERCE."

4. Enter Address 2 "30 E. BROAD ST 35th FLR."

5. Enter City "Columbus."

6. Enter Postal "43215."

7. Enter State "OH."

8. Click the Location Tab.

Location tab

1. Click the Add a new row icon in the Location section to add an additional Location.  
2. Enter the information for the Location:
   1. Enter Location with "EFT-<corresponding Address ID from the Address tab>" (i.e., the Address ID for the OBM EFT address just entered).
   2. Enter Description with the same value entered into the Location field (e.g., if "EFT-3" was entered in the Location field, enter "EFT-3" in the Description field).
   3. The Effective Date defaults to today's date.
   4. The Status defaults to "Active."
3. Click the Payables link.
   • The Payables Options page displays.
4. Update the Invoicing and Remitting Address fields to the corresponding Address ID from the Address tab.
5. Click on the Additional Payables Options to expand the section.

 For an EDI/EFT, do NOT select the Separate Payment checkbox in the Payment Control section.

6. Follow the steps below to update the Bank section.

1. 1. Select "Specify" in the Bank Options dropdown.
   2. Click the Look up Bank icon and select "KEYBK."
   3. Click the Look up Account icon and select "MAIN."
   • The Currency and Rate Type fields will automatically populate.

7. Follow the steps below to update the Additional Payment Information section.
   1. Select "Specify" from the Pay Method Options dropdown.
   2. Select the Payment Method based on instructions from RACM:
   1. • "Automated Clearing House"
      • "Electronic Funds Transfer"
8. Click the Electronic File Options to expand the section.
   
9. If payment is an EDI/EFT (CCD+ file):
1. Select Payment and Advice from the Transaction Handling dropdown.
2. Check the Prenotification Required checkbox.
3. If there is an existing EFT with the same bank account, click Confirm.  
10.  If payment is an EDI/ACH (CTX file):
1. Select Payment Only from the Transaction Handling dropdown.
2. Check the Prenotification Required checkbox.
3. Click Confirm.
11. Click on the Supplier Bank Account Options to expand the section.
12. Follow the steps below to update the Supplier Bank Accounts information.
1. Verify the Default checkbox is selected.
2. Enter the Descr (description) with "BANK ACCOUNT***** <last 4 digits of the account number>."
3. Enter the Bank Name with the name of the financial institution provided on the "Authorization Agreement for Direct Deposit of EFT Payments" form or as instructed by RACM.
4. Select "Check Acct" (checking) or "Time Dep" (savings) from the Account Type dropdown based on the type of account identified on the "Authorization Agreement for Direct Deposit of EFT Payments" form.
5. Enter Bank Account Number with the account number provided on the "Authorization Agreement for Direct Deposit of EFT Payments" form or as instructed by RACM.
6. Click the Look up DFI Qualifier icon.
7. Select "01 Transit Number".
8. Enter the DFI ID with the "Transit Routing / ABA Number" provided on the "Authorization Agreement for Direct Deposit of EFT Payments" form or as instructed by RACM.
13. Click OK.
• The Location Tab will display.

14. Click on Procurement link.

15. The Procurement Options page displays.

1. Enter the Address number under the Ordering section, Returning section, and Ship From section  that corresponds with the corresponding addresses on the Address tab.
2. Click on Additional Procurement Options to expand the section.
3. Click the Payment Terms Options dropdown and select "Specify."
4. Click the Payment Terms Look up icon.
5. Select "Due Now."
6. Click OK.
   • The Location tab displays.
7. Click Save.
• The Preview Supplier Audit page displays an audit of the changes made to the suppliers account.
16. Click OK.
17. Click the Summary tab and proceed to the instructions below.

Next steps - Updating the Supplier Operations Tracker if work item is provided.