Adding a New Supplier

The OSS Supplier Operations team is responsible for creating and maintaining supplier records for all state suppliers who will be paid for goods or services. Suppliers or agencies submit requests to OSS to create new supplier records in OAKS FIN. There are several different types of suppliers that are created and maintained in the OAKS FIN Supplier Module.

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.

Click herehere for instructions on forms that contain only Lock box, drawer, file #, department #, etc. in the address.
- When a form is received that only contains a Lock box, drawer, file #, etc in the address, enter it into OAKS FIN as a PO Box #.
- If both addresses are listed, go to USPS website and verify address, then enter the Lock box, drawer, or file number on Address Line 1 in OAKS FIN and the PO Box on Address Line 2 in OAKS FIN.

Refer to the applicable topic below to review the process for creating the supplier record for the applicable business entity.

Regular Supplier
- Individual, Sole ProprietorSole Proprietor, Corporation, Partnership, Nonprofit, Trust, LLC, Association, Government Entity
  
  A sole proprietorship is a business entity with a SSN # or EIN and a single owner is entirely responsible for business decisions and liabilities.
State Employee Supplier
Petty Cash Supplier
Business Unit
Medicaid Provider