Updating a Contact

Requests to change contact information (i.e., name, e-mail, telephone, fax, etc.) on a supplier record in OAKS FIN are 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."

• 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.

• For assistance with accessing the OAKS FIN Supplier Operations Module, refer to the Accessing the OAKS Supplier Module topic.
• If the determined contact is a new contact, refer to the "Adding a Contact" topic to add the new contact.

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 Contact Information

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

Identifying Information tab

1. Click the Identifying Information tab.

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.

2. 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.
3. Click the Contacts tab.

Contacts tab

1. Locate the specific contact that needs to be updated (using the previous and next arrows in the Supplier Contact section).

2. Click the Add a New Value icon in the Details section to add a new effective dated contact.

   • A new effective dated contact row will display, but will still be populated with the existing contact information.

3. Confirm the Effective Date displays today's date.

4. If a request is submitted to inactivate a contact, click herehere.

   1. Select the Status dropdown

   2. Select "Inactive."

   3. Do not inactivate Contact 1.

   4. If Contact 1 is being removed and a new contact is not provided on the form, enter "NO CONTACT" in the Name field and remove current contact address, email, and phone information (if listed).

5. Make the necessary updates (as provided in "Section 3 - Remit To AddressSection 3 - Remit To Address" of the "Supplier Information Form").

   

    

   • For auction contacts, enter "AUCTION CONTACT-1" in the Description field.
6. If replacing a contact, delete any information that does not pertain to the new contact.
7. Click the Location tab.

Location tab

1. Click Save.   

2. Click the Summary tab.

Next steps - Updating the Supplier Operations Tracker