OSS SO Revision History

The table below provides an overview of changes that have been made to the SO section of "The Source" for OSS. The revision history is a useful measure of the maintenance cycle and is often used during audits.

 

Effective

Date

Section

Former Process/Procedure

New Process/Procedure

11/9/2017

Review Registration View History Page

  1. Review the Status of the Registration.
  • Approved - registration has been approved and the customer is now a supplier and has a Supplier ID.
  • Pending Approval - registration is still waiting to be reviewed.
  • Draft - customer has not completed and submitted registration.
  • Request More Information
  1. Review the Status of the Registration.
  • Approved - registration has been approved and the customer is now a supplier and has a Supplier ID.
  • Pending Approval - registration is still waiting to be reviewed.
  • Draft - customer has not completed and submitted registration.
  • Request More Information - Further clarification or additional documentation is required from supplier.

11/9/2017

N/A

Added:
  • Click here for instructions on forms that contain only Lock box, drawer, file #, department #, etc. in the address.

11/9/2017

Creating a Supplier Record - Address tab

Click here for instructions on forms that contain only Lock box, drawer, file #, department #, etc. in the address.

Click here for instructions on forms that contain only Lock box, drawer, file #, department #, etc. in the address.

11/9/2017

OAKS Entry Guidelines

Click here to see former process.

Added:
  • In the event a supplier provides multiple pieces of documentation (e.g., SIF, W9, and EFT) and the zip codes do not match each other on the forms and/or vary within the OAKS FIN system, verify which zip code is accurate by using USPS and make the necessary updates.

Revised:

  • Click here for instructions on forms that contain only Lock box, drawer, file #, department #, etc. in the address.

11/9/2017

Authorization Agreement for Direct Deposit

Banking back-up must be provided for all new Supplier EFT set-up requests.

  • Banking back-up will be used to confirm the account number that the supplier enters onto the EFT form or into self-registration is accurate.
  • Banking back-up can consist of, but is not limited to: voided check, sample or reorder check, deposit slip, pre-printed starter check, pre-printed counter check, direct deposit form or bank letter.
Banking backup must be provided for all new suppliers and for any existing supplier who does not have electronic funds transfer linked to that specific address in OAKS FIN. The supplier must provide only the bank account number. The bank routing number may be verified/updated through an internet search or by contacting the bank itself.

11/9/2017

Adding or Updating Supplier EFT Information

Click here to see former process.

Deleted:
  • Banking verification (e.g., voided check or communication on banking bank letterhead including account holder's name, account number, routing number, and bank signature).
  • In the event a supplier provides multiple pieces of documentation (SIF, W9, EFT) and the zip codes do not match each other on the forms and/or vary within the OAKS system, verify which zip code is accurate by using USPS and make the necessary updates.
  • SSR Forms for EFT, W-9 form, and banking verification.

Deleted from step 5:

  • No action is taken with this field - take note of it for step 28.

Revised step 28:

  1. Select the Payment Terms Options dropdown as it was listed for the "CHK" location (noted from step 6).

Added:

  • For Employees and Ohio Development Services Agency / CAPA, select "Specify" from the Payment Terms Options dropdown and enter "00" (i.e., Due Now) in the Pay Terms ID field.

9/7/2017

Adding or Updating Supplier EFT Information

Click here to see former process.

Replaced instances of "VIF" with "SIF."
Revised:
  • The "Authorization Agreement for Direct Deposit of EFT Payments" form is used to enroll in the EFT program and/or submit changes to the EFT information on the supplier record.

Revised

  • Click here for Ohio Development Services Agency (CAPA).

Revised:

  1. Take note of the Payment Terms Options and Payment Term ID.
    • No action is taken with this field - take note of it for step 28.

Added:

  • Banking verification (e.g., voided check or communication on banking bank letterhead including account holder's name, account number, routing number, and bank signature).
  • A new EFT can be processed if the address on the Supplier Information Form and W9 have an apartment, suite number, etc. and it is not on EFT form.
  • SSR Forms for EFT, W-9 form, and banking verification.

9/7/2017

Manage Registration Approval

Click here to see former process.

Revised:
  • The Manage Request Approval page is where the Supplier Operations team will review incoming work from the portal.

Revised:

  • Account Number must match banking back-up.

Added:

9/7/2017

Review Registration History Page

Click here to see former process.

Renamed topic to "Review Registration View History" page.
Deleted:
  • Supplier Operations and Call Center users have security to view this page.
Revised:
  1. Review the Status of the Registration.
    • Approved - registration has been approved and the customer is now a supplier and has a Supplier ID.
    • Pending Approval - registration is still waiting to be reviewed.
    • Draft - customer has not completed and submitted registration.
    • Request More Information

9/7/2017

Completing Supplier Self-Registration

Click here to see former process.

Deleted:
  • If the Supplier Name is more than two words and begins with the word “The”, remove the word “The.”

  • If the Supplier Name is more than two words and begins with the word “The”, remove the word “The” from the Supplier Short Name field.

  • If the Supplier Name contains two words (i.e. The House), the word “The” will need to be added to the Short Supplier Name field.

Added:

Revised in the "Location Tab" section:

  1. Verify Separate Payment checkbox in the Payment Control section.
  2. In the Bank section:
    1. Verify "Specify" from the Bank Options drop-down.
    2. Verify "KEYBK" is selected as Bank.
    3. Verify "MAIN" is selected as Account.
    4. Verify "USD" is selected as Currency.
  1. In the Additional Payment Information section:
    1. Verify "Specify" from Pay Method Options.
    2. Verify "Electronic Funds" is selected as Payment Method.
  2. In the Electronic File Options section:
    1. Verify the Prenotification Required checkbox.
    • Status updates to "New."
    1. Verify "Payment Only" from the Transaction Handling drop-down.
    2. Enter "Bank Account*****" and the last four digits of the bank account number In the Description field under Supplier Bank Account Options section.

Added to "Location Tab" section:

  1. Click the Procurement link.
  2. The Procurement Options page displays.
  3. Click Procurement Card Information to expand the section.
  4. Click Accepts Procurement Card as payment method.
  5. Select "Visa" from the Card Type drop-down.

9/7/2017

Adding or Updating a Medicaid Provider

Click here to see former process.

Deleted:

Review Supplier Forms

Ensure the following paperwork is complete:

    • EFT forms for City or County School Districts (i.e., "school district(s)," "school(s)," "city school(s)," "city school district(s)," "school board," "board of education," etc.) with varying name conventions are acceptable. It is also acceptable when there is an abbreviation (such as E.S.C.) for the "Educational Service Center."
    • In the event a supplier provides multiple pieces of documentation (VIF, W9, EFT) and the zip codes do not match each other on the forms and/or vary within the OAKS system, verify which zip code is accurate by using USPS and make the necessary updates.
    • It is okay to process if LLC, Inc, Co. etc. are missing from the forms or the system (OAKS or MITS).

Deleted:

    • Occasionally, there may be a prompt to check the preferences boxes for these 6 sections.
      1. Provider Information
      2. Provider Location Name Address
      3. Service Location
      4. Type and Specialty
      5. Tax ID's
      6. ID's

Deleted:

    • The Maintain EFT Vendors tab displays with the following values populated from the search page:
    • SetID
    • EFT Supplier Tax ID
    • Provider ID

Added:

  • Name entered should match the MITS system.

9/7/2017

Entering an ACH or EDI Payment Method

Click here to see former process.

Revised: Deleted:
  • In the event a supplier provides multiple pieces of documentation (VIF, W9, EFT) and the zip codes do not match each other on the forms and/or vary within the OAKS system, verify which zip code is accurate by using USPS and make the necessary updates.

9/7/2017

Adding or Updating a Lottery Winner or OOD EFT

Click here to see former process.

Click here to see former process.

Revised:
  • Before processing the OOD form, verify with OOD by phone or via email to verify provider's information (Tax ID and name).

Revised:

  1. Enter the Supplier Tax ID#  in the EFT Vendor Tax ID field.
Deleted:
  • In the event a supplier provides multiple pieces of documentation (VIF, W9, EFT) and the zip codes do not match each other on the forms and/or vary within the OAKS system, verify which zip code is accurate by using USPS and make the necessary updates.

9/7/2017

Authorization Agreement for Direct Deposit

Click here to see former process.

  • Banking back-up will be used to confirm the account number that the supplier enters onto the EFT form or into self-registration is accurate.
  • Banking back-up can consist of, but is not limited to: voided check, sample or reorder check, deposit slip, pre-printed starter check, pre-printed counter check, direct deposit form or bank letter.

8/3/2017

Supplier Information Form

Click here to see former process.

Updated topic to reflect new SIF.

Revised the following:

  • The Supplier Information Form can be used to establish or update a supplier record in OAKS FIN. The Supplier Information Form has been designed to

Deleted the following:

  • In addition, the information contained on the W-9 form must match the information provided on the Supplier Information Form; specifically, legal business name, and taxpayer ID# (TIN).
  • Click here for CAPA Development forms (generally sent from the Ohio Development Services Agency).
  • Click here for Treasurer of State forms (generally submitted from the agency).
  • Click here for Escrow Agents (should be received with an Escrow Agreement).
  • Incomplete forms will be returned to the supplier.
  • Deleted Section 1 - Please Specify Type of Action instructions.
  • Deleted the following from Section 4 - Supplier Administrator section:
    • Multiple names and email addresses may be listed.
    • The contact information listed in this section is linked to the address listed in Section 3 of this form on the OAKS FIN Supplier record Contacts tab.

  • "Section 5 - Payment Terms" is not required.

8/3/2017

IRS Form W-9

Click here to see former process.

Updated OSS Supplier Forms website URL with the State of Ohio Suppliers website.

 

Revised the following

  • Address Information must be a complete address (building, street number, suite or apt. number, street, city, state, and zip). This may or may not match the Supplier Information Form. If a new supplier record is being created then we will enter this address on the Address Tab. If an address is on the W9 and/or W8 that is not already listed, add the address to the supplier record as an additional address.
  • Part I Taxpayer Identification Number (TIN) must be completed. The TIN must be 9 digits for both a Social Security Number (SSN) and Employer Identification Number (EIN). Both numbers may be provided but one must match the information provided. This number will be entered on the Identifying Information tab.

Deleted the following in the Part II Section - Certification

section:

  1. May or may not match the signature on the Supplier Information Form.

8/3/2017

Authorization Agreement for Direct Deposit

Click here to see former process.

Updated OSS Supplier Forms website URL with the State of Ohio Suppliers.

 

Revised the following

  • Banking back-up can consist of: voided check, sample or reorder check, deposit slip, pre-printed starter check, pre-printed counter check, direct deposit form or bank letter.

Deleted the following:

8/3/2017

OAKS Entry Guidelines

Click here to see former process.

Added the following:

  • Professional titles should be used only when followed by Inc. Corp, LLC.
  • Ignore Salutations on Supplier Forms (e.g., Dr. Mary Smith, Sister Mary Smith, Pastor Mary Smith, etc.).
  • Government Entities with varying naming conventions are acceptable (i.e. Trustee/Treasurer/Fiscal Officer/Finance Manager).
  • City School Districts with varying naming conventions are acceptable (i.e. School district/schools/city schools/city school district).

  • County Fairs with varying naming conventions are acceptable (i.e. County Fairs, Agricultural Societies).

Revised the following:

  • The only characters that can be used in the supplier name are a dash [-] and ampersand [&] if it is used on the W-9 form.
  • Click here for instructions on forms that contain only Lock box, drawer, file #, department #, etc. in the address.

Deleted the following:

7/3/2017

Banking verification was required for all new suppliers signing up through supplier self-registration.

Bank verification is not required for new supplier EFT. Only Banking back-up is required.

 

Revised the following in Completing Supplier Self-Registration topic to read:

  • Select the attachment File Name to view the submitted banking back-up.
  • Verify the following fields displayed in the Supplier Bank Account Options section correctly match the bank account information listed on the banking back-up:

Deleted the following in Manage Registration Approval topic:

    • For voided checks, the Name, Address, and Account Information must match.
    • For other banking back-up, the Name and Account Information must match.

Added the following to Manage Registration Approval topic:

  • Routing Number and Account Number must match banking back-up.

7/3/2017

Authorization Agreement for Direct Deposit

Click here for former process.

Revised to read:

  • Bank account verification or banking back-up must be provided.

Added the following:

Banking Back-Up for New Supplier EFT Set-Up

Banking back-up must be provided for all new Supplier EFT set-up requests.

    • Banking back-up will be used to confirm the routing number and account number that the supplier enters onto the EFT form or into self-registration is accurate.
    • Banking back-up can consist of: voided check, sample or reorder check, deposit slip, starter check, counter check, direct deposit form or bank letter.

Revised to read:

Banking Verification Requirements

Bank account verification must be provided for all banking changes/updates.

 

6/8/2017

Throughout

N/A

Added reference to topics on updating the SO Tracker.

6/8/2017

N/A

New topics added.

5/4/2017

Adding or Updating a Lottery Winner or OOD EFT

Click here to see former process.

Deleted the following:

  • The supplier must submit a current voided check or sample to reorder check. Name, address, account number, and routing number must be pre-printed on the check (cannot be handwritten) and must match the information listed on the Direct Deposit Form and in OAKS FIN, if applicable.

    • Business checks are not required to have an address.

5/4/2017

  • Click here to see former Adding or Updating Supplier EFT Information process.
  • Click here to see former Adding or Updating a Medicaid Provider process.

Deleted the following:

  • The supplier must submit a current voided check or sample to reorder check. Name, address, account number, and routing number must be pre-printed on the check (cannot be handwritten) and must match the information listed on the Direct Deposit Form and in OAKS FIN, if applicable.

    • Business checks are not required to have an address.

  • A bank communication must include the account name, the account number, and the routing number. It must also contain the bank logo/letterhead and bear the handwritten signature of a bank representative.

5/4/2017

Authorization Agreement for Direct Deposit

Bank account verification must be provided.

  • Click here for bank account verification instructions.

Bank account verification must be provided.

  • Click here for bank account verification instructions.

4/3/2017

N/A

New topics added.

03/09/2017

Creating a Supplier Record - Location tab

  1. If a complete and accurate "Authorization Agreement for Direct Deposit of State Warrants (OBM 4310)" is received, click here and complete the steps to enter EFT information.

  2. Complete the following steps for "FAX" or "EMAIL" Locations.

    1. Click the Procurement  link.
    1. Click Dispatch Methods to expand the section.
    2. Click the PO Dispatch Options dropdown and select "Specify at this Level."
    3. Click the PO Dispatch Method dropdown and select "Email" or "Fax" (based on the Location).

New steps for populating purchase card acceptance fields:

  1. If a complete and accurate "Authorization Agreement for Direct Deposit of State Warrants (OBM 4310)" is received, click here and complete the steps to enter EFT information.
  2. Click the Procurement link.
  1. Complete the following steps for "FAX" or "EMAIL" Locations.

    1. Click Dispatch Methods to expand the section.
    2. Click the PO Dispatch Options dropdown and select "Specify at this Level."
    3. Click the PO Dispatch Method dropdown and select "Email" or "Fax" (based on the Location).
  2. Click Procurement Card Information to expand the section.

  3. Click Accepts Procurement Card as payment method.

  4. Select "Visa" from the Card Type dropdown.

  5. Click OK.

2/9/2017

Research QA Errors N/A Updated hyperlink to the Partnership Agreement.

2/9/2017

Changing State Employee Classification
  1. Click the Payment Terms Options dropdown and select "Specify."
  2. Select the Look Up Payment Term ID icon.
  3. Select the applicable payment terms:
    • State Employee = "00 Due Now" or
    • Individual = the pay terms as marked on the "Supplier Information Form"
  1. For State Employee:
  2. Click the Payment Terms Options dropdown and select "Specify."
  3. Click the Look Up Payment Term ID icon and select "00 Due Now."
  1. For Individual:
    1. Click the Payment Terms Options dropdown and select Default from higher level.

2/9/2017

Click here to see former process.

 

Deleted the following:

  1. Click the Procurement link.
  2. Click Additional Procurement Options to expand the section.
  3. Click the Payment Terms Options dropdown and select "Specify."
  4. Click the Look up Payment Term ID icon and select "Due Now."
  5. Click OK.
    • The Location tab displays again.

2/9/2017

Creating a Supplier Record - Location tab Click here to see former process.

Deleted the following:

  1. Click Additional Procurement Options to expand the section.
  1. Click the Payment Terms Options dropdown.
    • Select Specify or leave as Default when:
    • Select Specify if none of the above.
  1. Select the Look Up Payment Term ID icon.
  2. Select Payment Term ID from the dropdown list.

    • Select "2/10 Net 30" if specified on "Section 6 - Payment Terms" of the "Supplier Information Form" and the supplier does not fall into the one of the categories below.    
    • Select "Due Now" for state employees, business unit suppliers, and CAPA Development.
    • Select "Net 30" or leave blank (if Payment Terms Flag is "Default") for the following:
      • "Net 30" is specified  
      • No Payment Terms are specified on "Section 6 - Payment Terms" of the "Supplier Information Form."
      • If a Payment Term other than one of the options provided is handwritten on "Section 6 - Payment Terms" of the "Supplier Information Form."
      • If more than one Payment Term is selected on "Section 6 - Payment Terms" of the "Supplier Information Form."  

2/9/2017

Supplier Payment Terms

Click here to see former process.

Deleted topic.

12/08/2016

Creating a Supplier Record - Address tab

N/A

Added the following concerning entering a foreign supplier's address:
  • Provinces should be abbreviated.

Replaced the following URL:

 

11/14/2016

Adding an Auction Contact N/A Added the following steps on creating a password for a user:
  1. Enter a password in the Operator Password (Encrypted) field.
  2. Re-enter password in the Confirm Password field.
 

11/14/2016

Supplier PO Dispatch Method
  1. Click Save.
  2. Click OK.
  3. If any other updates are to be made (e.g., contacts, pay terms, etc.), refer to the applicable topic before proceeding to the Summary tab.

 

  1. Click Save.
    • If any other updates are to be made (e.g., contacts, pay terms, etc.), refer to the applicable topic before proceeding to the Summary tab.
  1. If all necessary updates have been made, click the Summary tab and proceed to the Summary tab instructions below.

 

11/14/2016

Reviewing Supplier Information

N/A

Added the following to the "Searching for Supplier" section:

  • A Message window may display.
    1. Click the OK button.

11/14/2016

N/A

Added the following:

  • After conducting a search, click the Recent Search Results icon at the end of the breadcrumb navigation anytime to display the Recent Search Results in a pop-up window.

 

11/3/2016

Creating a Supplier Record - Identifying Information tab

N/A

Added the following:

  • Click here for Disregarded Entities.

10/6/2016

Creating a Supplier Record - Identifying Information tab

Click here if the following is provided on the "IRS Form W-9": Business name, individual name (optional), "Individual / sole proprietor" federal tax classification, and Social security number OR Employer Identification Number.

Click here if the following is provided on the "IRS Form W-9": Business name, individual name, "Individual / sole proprietor" federal tax classification, and Social security number OR Employer Identification Number.

10/6/2016

Creating a Supplier Record - Identifying Information tab

Click here to see former process.

  • Revised the following Federal Tax Classification table.
  • Click here for guidelines.  

9/8/2016

N/A

9/8/2016

For updates the new address must be listed on the Supplier Information Form (SIF) and the address to be replaced must be listed in Section 1 of the Supplier Information Form (SIF).

If an address is on the W9 and/or W8 that is not on the Supplier Information Form, add the address to the supplier record as an additional address.

8/4/2016

Creating a Supplier Record - Address tab

N/A

Updated the USPS International Addressing Tips URL address.

8/4/2016

N/A

Added the following concerning Supplier Forms that require signature:

  • Do not accept signature if you can click on the signature and move it around the page.

  • Do not accept signature if there are black lines around it indicating use of a rubber stamp.

8/4/2016

Supplier Addresses
 

N/A

Revised steps on Updating/Replacing a supplier's address in the Review Supplier Forms section:

8/4/2016

IRS Form W-8

 

Click here to see former process.

  • Revised Instructions for updating Box 5: Permanent residence address, City or town, state or province section to read:
    • For updates the new address must be listed on the Supplier Information Form and the address to be replaced must be listed in Section 1 of the Supplier Information form.
  • Revised Instructions for updating Box 6: Business address in the United States, City or town, state, and ZIP code section to read:
    • For an update the address to be replaced must be listed in Section 1 of the Supplier Information form.

8/4/2016

IRS Form W-9

Click here to see former process.

Revised the Supplier Information section to read:

  • For updates the new address must be listed on the Supplier Information form and the address to be replaced must be listed in Section 1 of the Supplier Information form.

8/4/2016

  • Click here to see Check Open Supplier Transactions former process.
  • Click here to see Supplier Tax ID Number Change former process.

Revised the process of searching for open supplier transactions by using the OH_AP_UNPAID_VOUCHERS_SUPPLIER  query.

8/4/2016

N/A

Added the following to "Review Supplier Forms" section:

  • Business checks are not required to have an address.

7/12/2016

Supplier Addresses Click here to see former process.

Deleted the following:

  • When updating address or EFT for government entities, school districts, democratic & republican parties, and fire departments - email notification must be sent to Department of Taxation:  Brandon.Carbaugh@tax.state.oh.us.

5/5/2016

Supplier Addresses
  • When change request is submitted (for an update or additional address) and a Supplier Information Form (OBM-5657) is received with a DBA name listed, both supplier records are updated: (the parent company and the DBA).
  • The backup documentation may only contain the DBA name, but both the registered name and the DBA are updated since they are the same entity doing business with more than one name and sharing the same TIN.
 
When change request is submitted (for an update or additional address) and a Supplier Information Form is received with only a DBA name listed, only the requested DBA should be updated.

5/5/2016

Adding or Updating a Medicaid Provider Click here to see former process. Deleted the following:
  • When entering a provider name into the Maintain side of OAKS FIN the name must be entered exactly how it appears in MITS.

4/18/2016

A formal bank communication that contains a bank logo/letterhead, customer’s name, routing number, account number and bank representative’s signature will be accepted as banking verification.  Revised the following to read:
  • A formal bank communication that contains a bank logo/letterhead, customer’s name, routing number, account number and bank representative’s handwritten signature will be accepted as banking verification.

4/18/2016

Adding an Auction Contact

  • Click here to view former process.

 

Revised the following to read "vendor" instead of "supplier."

  • Click the Look Up Role Name icon and select "EVENT Vendor."
  • Click the Look Up Role Name icon and select "OH_ES_VENDOR_ADMIN."
    • The OH_ES_VENDOR_ADMIN role will give users access to the eSupplier Portal as the administrator.

4/18/2016

Adding a Regular Supplier

  • N/A

Added the following:

  • If the individual name is listed along with the business name and the Federal Employer ID #is provided, the individual name will be ignored and the supplier will be set up under the company name.

4/18/2016

Supplier Information Form

  • For a new entry, both supplier name(s) and TIN must match the information listed on the "IRS Form W-9" or "IRS Form W-8."
  • For an existing Supplier, the name and Tax ID must match the information listed on the Supplier Identifying Information tab in the OAKS FIN Supplier module.

Reworded the following to read:

  • For a new Supplier, supplier name(s) and TIN listed on the Supplier Information Form must match the information listed on the "IRS Form W-9" or "IRS Form W-8."
  • For an existing Supplier, the name and Tax ID listed on the Supplier Information Form must match the information listed on the "IRS Form W-9 or "IRS Form W-8."

Added missing hyperlink:

  • Click here for Escrow Agents (should be received with an Escrow Agreement).

4/18/2016

Authorization Agreement for Direct Deposit

  • N/A

Added the following to the Government Entities/Municipalities section:

  • Can also be signed by Judge/Deputy Clerk.

  • For municipalities the address on bank verification is not required for process.

Added the following to the Prepaid Card section.

    • If it is a sole proprietor either the business name or individual name can be listed on the back-up document provided from the prepaid card issuer.

4/18/2016

Creating a Supplier Record - Identifying Information tab

  • N/A
Added the following:
  • For sole proprietor businesses enter the name is in the Supplier Name field and enter the Individual’s name in the Additional Name field.

Added "Single Member LLC" to the Federal Tax Classification table.

Sole Proprietor/
Single Member LLC
SSN OR EIN Social Security or Tax Identification

4/18/2016

  • Forms are acceptable if there is an omission of Inc., Corp, LLC, Company/Co, or LLP from the supplier name.

 

Revised the following to read:

  • It is okay if Inc., Corp, LLC, Company/CO, LLP, etc., are missing from the forms and/or the system (OAKS FIN and/or MITS).

4/18/2016

Entering an ACH or EDI Payment Method

  • Click here to view former process.

Deleted the following from steps on updating the Supplier Bank Accounts information.

  • Enter Bank ID with the "Transit Routing / ABA Number" provided on the "Authorization Agreement for Direct Deposit of EFT Payments" form or as instructed by RACM.

4/18/2016

Adding or Updating Supplier EFT Information

  • Click here to view former process.
 

Deleted the following from steps on updating Bank section:

  • Update Bank ID field with the verified "Transit Routing/ABA Number" provided.

Deleted the following:

  • When updating address or EFT for government entities, school districts, democratic and republican parties, and fire departments, send an email notification to Department of Taxation: Brandon.Carbaugh@tax.state.oh.us.

Added the following:

  • Sole Proprietors: If the name on the “Authorization Agreement for Direct Deposit of EFT Payments” and bank verification are different, but both are reflected on the Identifying Information Tab the form(s) can be processed.

4/18/2016

Adding or Updating a Medicaid Provider

  • Click here to view former process.
Added the following:
  • When entering a provider name into the Maintain side of OAKS the name must be entered exactly how it appears in MITS.

Added the following:

  • EFT forms for City or County School Districts (i.e., "school district(s)," "school(s)," "city school(s)," "city school district(s)," "school board," "board of education," etc.) with varying name conventions are acceptable. It is also acceptable when there is an abbreviation (such as E.S.C.) for the "Educational Service Center."

Added the following:

  • It is okay if Inc., Corp, LLC, Company/CO, LLP, etc., are missing from the forms and/or the system (OAKS FIN and/or MITS).

Revised the following in the "Adding or Updating Medicaid Provider EFT Information" section to read "Provider Name" instead of "Supplier Name."

  • Enter or update the OAKS FIN Provider Name in the Vendor Name field.

Deleted the following:

  • The Type and Specialty screen contains the type of services provided.
    • Provider Specialty code "490" is on the regular side.
    • All other Provider Specialty codes are on the Maintain side.
  • The provider listed below is an example of Specialty Type 250 - Personal Care Services. This provider is Medicaid only and would only be added on the Maintain side.
  • This provider has multiple specialty types and has to be set up in OAKS FIN on both the Maintain side (Medicaid Providers) and the Regular Side (DODD Providers).

1/15/2016

Authorization Agreement for Direct Deposit

  • N/A
Added the following:
  • "Authorization Agreement for Direct Deposit" forms prior to September 2009 will not be accepted and will be returned to the supplier and/or agency.

11/18/2015

Supplier Tax ID Number Change

  • N/A
Added the following to the Obsolete Supplier Record section:
  • Clear the County field.
  • Clear the Email, Telephone, and Fax fields.

11/5/2015

Adding a State Employee Supplier

  • N/A
Deleted the following:
  • For ODOT Right of Ways refer to Right of Ways.
  • Supplier forms for City or County School Districts (i.e., "school district(s)," "school(s)," "city school(s)," "city school district(s)," "school board," "board of education," etc.) with varying name conventions are acceptable. It is also acceptable when there is an abbreviation (such as E.S.C.) for the "Educational Service Center."

11/5/2015

 

  • If information provided on the supplier form(s) is unclear and/or conflicting, use any additional backup documentation to assist with processing (e.g., coversheets, emails, websites, etc.)
  • f the supplier name is conflicting on the forms, backup documentation, and/or OAKS FIN due to the adding or deleting of the letter "s" to make a word plural, singular, or possessive (e.g., enterprise / enterprises), use additional resources such as a phone call, Secretary of State website, supplier website, etc. to confirm the supplier name.
  • If the supplier name has spelling discrepancies on the forms, backup documentation and/or OAKS FIN, use additional resources such as a phone call, Secretary of State website, supplier website, etc. to confirm the supplier name and note the results on the Supplier Operations Tracker Comments.
  • If information provided on the supplier form(s) is unclear and/or conflicting, use any additional backup documentation to assist with processing (e.g., phone calls, coversheets, emails, Secretary of State website, websites, etc.). Note the results on the Supplier Operations Tracker.

11/5/2015

Supplier Operations Overview

  • N/A

Added:

Supplier Portal Overview

Once a supplier registers to do business with the State of Ohio and is approved by the State, the supplier will be given login credentials to log into the Ohio Supplier Portal Sign-On Page. The Supplier Portal is a self-service module that provides suppliers access to view the real-time status of their purchase orders, invoices and payment information in a read-only portal. The Ohio Supplier Portal Sign-On Page is a one-stop-shop where suppliers will navigate to sign into OAKS FIN. Features and help desk information are also provided for user reference. The Ohio Supplier Portal Website provides helpful information and  training materials for current and new suppliers.

 

The following features are accessible through the Ohio Supplier Portal:

  • eSupplier

  • Review supplier information.

  • Review invoices, payments, and purchase orders.

  • Create new supplier users.

11/5/2015

Adding an Auction Contact

  • N/A
 

Added:

  • Click the Add a new row icon in the User Roles section.
  • Click the Look Up Role Name icon and select "OH_ES_VENDOR_USER."
    • The OH_ES_VENDOR_USER role will give users access to the eSupplier Portal.

11/5/2015

Throughout all topics

  • N/A
  • The Vendor Maintenance Tracker is now referred to as the Supplier Operations Tracker.
  • The Vendor Maintenance team is now referred to as the Supplier Operations team.
  • All references of "vendor" were replaced with "supplier" (where applicable).

11/5/2015

OAKS Entry Guidelines

  • N/A
  • Effective date rows can only be edited next day.

 

11/5/2015

Using the Supplier Audit Inquiry Page

  • N/A
  • Added new topic.

11/5/2015

IRS Tax Levies

  • N/A
Deleted:
  • All supporting documentation related to supplier banking information must be attached to the supplier record on the Location tab.
    • Acceptable form formats include JPEG, PDF and TIF.