Updating the Supplier Operations Tracker

This topic covers how to copy, delete, review, merge and reject lines from the SO Tracker. Review the supplier documents accessed through the Supplier Tracker before updating or adding any information. To determine if the documents can be processed, it might be necessary to look up the supplier's information in OAKS FIN. If a document cannot be processed, it will need to be rejected.

• Reference Understanding Supplier Forms.

Navigate to Line Item

The Supplier Operations Tracker is accessible through the OBM@Work portal.

• OBM@Work > Division Websites > Shared Services > Transaction Processing > New SO Tracker

1. Click the EditEdit link for the correct work item.

   

    

• The document Detail/Edit page displays.

2. Once you have completed setting-up, updating or rejecting a supplier and/or provider you must then update the SO Tracker. The fields that need to be added, updated or confirmed for accuracy on the SO Tracker are:

•  Request ID – confirm for accuracy.
• Last 4 of TIN -  confirm for accuracy .
• Supplier Name – confirm for accuracy.
• Status – select appropriate status from dropdown.
• Reject Reason – when appropriate, select from dropdown.
• Form Type – confirm for accuracy.
• Source – confirm for accuracy.
• Attachment Contents - confirm for accuracy.
• EFT – select if appropriate.
• Comments – added for rejected documents - comments made here are sent by email to the supplier.
• Supplier ID – add
• New/Update – select from dropdown.
• Process Date – enter process date.
• Notify Method – select from dropdown.
• Assigned To  – select from dropdown and/or confirm for accuracy.
• eMail 1 –  add Supplier's email address and agency contact if they are not in the Email 2 dropdown.
• eMail 2 – select from dropdown if applicable (Agency Contact).
• Notes - enter as needed - used for internal comments only.

Copy a Line

1. Use the Document PreviewDocument Preview to review the forms.

   

    

2. Click Copy RequestCopy Request at the bottom of the page.

   

    

• A message will appear asking if you want to copy the request.
3. Click OK.
• The StatusStatus will change to "Not Started."

  

   

4. Select the appropriate types of forms attached from the Attachment ContentsAttachment Contents section.

   

    

• The email contact information will save and pre-populate the eMail 1eMail 1 field from the previous line.

  

   

5. Continue to process the line as normal.

Delete a Line

1. Select "Delete" from StatusStatus section.

   

    

2. Click SaveSave.

   

    

• The line will then be reviewed by SO Coach and permanently deleted from the Tracker.

Review a Line

Mark documents as "Reviewed" in cases where a document can be used in the future once outstanding documentation is received. For example, a supplier sends a Supplier Information Form (SIF), W-9 form, copy of a check and an EFT form. However, the check cannot be used. The EFT form can be marked as "Reviewed" until a valid bank verification has been received.

1. Update all fields appropriately.
1. Update StatusStatus to "Reviewed."

   

    

2. Click SaveSave.

   

    

Merge a Line

1. Click the EditEdit link of the first document to be used.

   

    

• The Edit/Detail page displays.

• All documents with the same request ID will display at the bottom of the page in the Other RequestsOther Requests section.

  

   

2. Select the MergeMerge checkbox for each document to be merged.

   

    

• Ensure that only current documents are merged.
3. Click Merge DocumentsMerge Documents.

   

    

• The page will refresh and the documents will be merged together.
4. Using the Document PreviewDocument Preview, ensure all documents were merged together.

   

    

5. From the HomeHome view, the other lines that were merged are not automatically removed from the tracker. The Processor must open each merged line and manually change the Status to "Merged."

   

    

1. From the Home view, click EditEdit to open each line.

   

    

2. Update all fields appropriately.
1. Update StatusStatus field to "Merged."

   

    

Rejecting a Document in the Tracker

1. Select "Rejected" from the StatusStatus dropdown.

   

    

• The Reject NotificationReject Notification checkbox is automatically selected.

  

   

2. Select the most closely related reject reason from the Reject ReasonReject Reason dropdown.

   

    

3. In the CommentsComments section explain the reason(s) why the document is being rejected and what is required from the supplier.

   

    

• Everything entered in the comments section is included in the email that is sent to the supplier
• It is imperative to capture ALL reject reasons up front to avoid documents being rejected multiple times and to ensure timely processing.
4. Enter the supplier's email(s) in the eMail 1eMail 1 field.

   

    

5. Select the agency's contact from the eMail 2eMail 2 field.

   

    

1. If the agency contact is not listed, enter the email address in the eMail 1eMail 1 field.

   

    

6. Click SaveSave.

   

    

• An email notification is then sent to all email recipients.