Supplier Tax ID Number Change

Suppliers often obtain a new Tax ID Number when the type of business entity changes, a business is merged, etc. When this occurs, the supplier will submit a request to OSS to update their supplier record in OAKS FIN.

Review Supplier Forms

Ensure that the proper and complete documentation for the requested change has been received:

• Supplier Information Form (OBM-3457)
• Updated W-9 Form with new Tax ID number
• Change of Tax Identification Form

Search for Existing Supplier Record

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

• If the existing supplier record has an IRS lien, refer to the "Updating the Supplier Operations Tracker" topic to reject the form.

Obsolete Existing Supplier Record

• Refer to the "Check Open Supplier Transactions" topic to determine if there are any open invoice(s) associated with the supplier.

1. • If there are open invoices for the supplier:
   • • Proceed to create a new supplier record.
     • Do not obsolete the current supplier record.
     • Continue to run unpaid voucher report daily. Once there are no open transactions, obsolete the current supplier record.
   • If there are no open invoice(s) for the supplier, proceed to the next step for creating a new supplier record and obsoleting the current supplier record.

Create New Supplier Record

A new supplier record will be created in OAKS FIN with the new tax ID number to replace the existing supplier record with the old tax ID number.

1. Click New WindowNew Window link to open a separate instance of OAKS FIN.

   

    

2. Refer to the "Adding a New Supplier" section to create a new supplier with the new Tax ID number on the updated W-9.
3. Click the Identifying Information tab.

1. 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 Location tab.

4. 1. Click the Comments collapsible region.
   2. Enter Comment, "<Date> "replaces <supplier ID number> due to change of TIN"  <associate's initials>" at the top of the field (above any previous comments).
      • Do not delete previous comments.

6. Return to the supplier record becoming obsolete (with the old tax ID number) opened in a separate window.
7. If the forms received indicates that the supplier would like the old Tax ID obsoleted, then proceed to step 1 of "Obsolete Supplier Record" below. If the old Tax ID is to remain active, click the Summary tab and proceed to the Summary tab instructions below.

Obsolete Supplier Record

The supplier record containing the old tax ID number must be marked supplier obsolete.

1. Click the Identifying Information tab of the old Supplier ID.
   1. Uncheck Open For Ordering checkbox.

1. 1. 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.

2. Click the Address tab.
   • On all of the Address pages:
   • 1. Click the Add a new row icon in the Details Section.  
     2. Confirm the Effective Date displays today's date.
     3. In the Address 1 field, enter "SUPPLIER OBSOLETE USE <Supplier ID #>."
     4. In the City field, enter "OBSOLETE."
     5. Clear the County field.
     6. Enter State, "OH."
     7. Replace the Postal fields with "99999".
     8. Clear the Email, Telephone, and Fax fields.

3. Click the Contacts tab.
   1. Click the Add a new row icon in the details section to add a row.
   2. Confirm the Effective Date displays today's date.
   3. Select Inactive from the Status dropdown.

4. Click the Location tab.

   1. Click the Add a new row in the details section to add a row to the CHK location.

   2. Confirm the Effective Date displays today's date

   3. Click the Payables link.

      • The Payables Options page displays.

   4. Select the Additional Payables Options section.

   5. Check Hold Payment checkbox in the payment control section.

   6. Repeat this process for each payment method.

5. If PO Dispatch Locations exist:

   1. Click the Add a new row in the details section to add a row to the Email and Fax locations.

   2. Confirm the Effective Date displays today's date

   3. Change Status to Inactive.

6. Click Save.
   9. The Preview Supplier Audit page displays an audit of the changes made to the suppliers account.

7. Click OK.
8. Click the Summary tab.

Next steps - Updating the Supplier Operations Tracker