Adding a Business Unit

A Supplier Information Form (SIIF) is received from the agency or from Requirements and Configuration Management (RACM) when an agency business unit needs to be created in OAKS FIN as a supplier.

Review Supplier Forms

Verify that the Supplier Information FormSupplier Information Form has been provided and all required fields are complete.

Search for Supplier Record

• Refer to the search instructions in the Reviewing Supplier Information topic to determine if the supplier already has a Supplier ID in OAKS FIN. If the "Business Unit" type supplier is not found, proceed to step 1 of "Create Supplier Record."

Create Supplier Record

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

1. Click the Add a New Value tab.

2. Update Supplier ID with "<Agency's 3-digit acronym><01>"  provided on the Supplier Information Form (e.g., "OBM01").

3. Click Add.

4. The Identifying Information tab page displays.

Identifying Information tab

1. Enter the Supplier Short Name.
2. Enter the name of the agency in Supplier Name.
3. Enter an Additional Name (if needed).
4. Confirm that Supplier Status is "Approved."

   • If the user does not have proper security, the Status will be "Unapproved" and another member of the Supplier Operations team (with proper access) should be notified.

5. Select "Permanent" from the Persistence dropdown.
   • The TIN is not needed for entry, but the form may provide 00<agency acronym>0000. If provided, enter as the ID Number.
6. Expand the Additional Reporting Elements section.
7. Select "State Agency" from the Type of Contractor dropdown.

12. All supporting documentation must be attached to the supplier's record on the Identifying Information tab.
    • Acceptable form formats include JPEG, PDF and TIF.

8. Click herehere 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 nameFile name.

      

       

   5. Click OpenOpen.

      

       

   6. Click UploadUpload.

      

       

      • 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.
9. Click the Address tab.

Address tab

• Refer to the instructions in the "Creating a Supplier Record - Address tab" topic for instructions on completing the Address tab.

Contacts tab

• Refer to the instructions in the "Creating a Supplier Record - Contacts" topic for instructions on completing the Contacts tab.

Location tab

A supplier Location is a default set of rules which define how business is conducted with the supplier.

1. Enter "GE" in the Location field.
   • Types CHK,EFT, EMAIL and Fax are NOT CREATED.
2. Enter "GE" in the Description.
3. Confirm the Effective Date displays today's date.
4. Confirm the Effective Status is "Active."
5. Click the Payables link.
   • The Payables Options page displays.

   

6. Click Additional Payables Options to expand the section.
7. Follow the steps below to update the Bank section.
   1. Select "Specify" from the Bank Options dropdown.
   2. Click the Look up Bank icon and select "ISTV."
   3. Click the Look up Account icon and select "ISTV."
   4. The Currency and Rate Type fields will automatically populate.
8. Select "Specify" from the Pay Method Options dropdown in the Additional Payment Information section.
9. Select "Giro-EFT" from the Payment Method dropdown in the Additional Payment Information section.
10. Select the Electronic File Options expandable section.
    • Prenotification Required is NOT specified.
11. Select "Payment Only" from the Transaction Handling dropdown.
12. Click Supplier Bank Account Options to expand the section.
    • All Business Units have the same bank account.
13. Update the Description field with "BANK ACCOUNT*****9999."
14. Select "Check Acct" from the Account Type dropdown.
15. Update the Bank ID field with "044002174."
16. Update the Bank Account Number field with"999999999."
17. Click the Look up DFI Qualifier icon.
18. Select "01 Transit Number."
19. Update the DFI ID field with "044002174."
20. Click OK.
21. Click the Procurement link.
    • The Procurement Options page displays.

    

22. Click Additional Procurement Options to expand the section.
23. Select "Specify" from the Payment Terms Options dropdown.
24. Click the Payment Terms ID Look Up icon and select "Due Now 00."
25. Click OK.
    • The Location tab displays.

26. Click Save.

26. • The Summary tab will appear.
27. Click the Summary tab.

Next steps - Updating the Supplier Operations Tracker