Adding a Contact

Supplier contacts are added during the initial supplier record setup or when a request is submitted by the supplier on the Supplier Information Form. The Contacts tab is updated with the contact information provided in "Section 3 - Remit To Address."

• Enter "NO CONTACT" when a first and last name or a 2-word department name such as "Accounts Payable" is not provided on the form.

• Contacts are not replaced unless specifically requested on Supplier Information Form (and provides the existing contact name); otherwise, contacts are only added as additional contacts.
• Agency personnel will not be added as a supplier contact.
• Individual or Sole Proprietor contacts are only added if the name is different from the supplier name.
• The Contact tab is not populated for State Employee suppliers.

• For assistance with accessing the OAKS FIN Supplier Operations Module, refer to the Accessing the OAKS Supplier Module topic.

Search for Supplier Record

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

Add Initial or Additional Contact to Supplier Record

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

1. Under the Find an Existing Value tab, enter the search criteria to locate the supplier.
2. Click Search.

• If using the unique supplier number, the Summary tab of the supplier record displays.

3. Click the Identifying Information tab.

• The Identifying Information tab displays.

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.

4. 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 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.
5. Click the Address tab.

• The Address tab displays.

Address tab

1. Review the address listed on the Supplier Information Form.
2. Locate the Address ID with the corresponding supplier address.

• No action is taken on this page - take note of the Address ID for a step below.

3. Click the Contacts tab.

• The Contacts tab displays.

Contacts tab

1. If adding an additional contact, click the Add a new row icon in the Supplier Contact section.

2. Enter the Contact ID in the Description field.

   • The Contact ID is the number of the contact being entered (i.e., "1" for the first contact, "2" for the 2nd contact, etc.).
   • For auction contacts, enter "AUCTION CONTACT-1."
3. Confirm the Effective Date displays today's date.
4. Confirm the Status is "Active."
5. Update Name with the name of the contact person.
6. Update Title field with the title of the contact person if provided on the Supplier Information Form.
7. Update Address field with the corresponding Address ID (noted earlier from the Address tab).
8. Update the Internet field with the website if provided on the Supplier Information Form (including the preceding "www.").
9. Update the Email ID with the email address for the contact person if provided on the Supplier Information Form.
10. Select Phone Information Type dropdown and select the applicable option.
11. Do not update the Prefix field.
12. Update the Telephone field with the phone number when provided on the Supplier Information Form (format 6145557777).
13. Update the Extension field with the extension number when provided on the Supplier Information Form.

14. If more than one phone number is provided on the Supplier Information Form, click the Add a new row icon next to the Extension field and enter additional phone number information.
    • Select Type "Other" (only one phone number per Type can be entered).
15. If additional contacts are provided on the Supplier Information Form, click the Add a new row icon next to the Contact ID field to add another address (repeat steps above for the Contacts tab).
16. Click the Location tab.

Location tab

1. Click Save.   
2. Click the Summary tab.

Next steps - Updating the Supplier Operations Tracker