Supplier PO Dispatch Method

Purchase orders can be dispatched by email or by fax. If there is no ordering address, the email address number can be set up as the ordering address.

• Check to see if a PO or Fax location already exists for the address being updated.
• The PO dispatch must correspond to the address number with email address.
• The ordering address is needed when adding an email as the PO dispatch method.

Review Supplier Forms

Verify the "Supplier Information Form" has been received and is complete.

Search for Supplier Record

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

Add the PO Dispatch Method

1. 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.

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 Address tab.
4. Click the Add a new row icon in the Details section.   
   • The Effective Date displays today's date.

5. If the preferred PO Dispatch Method is email:

   1. Enter the email address for the PO to be sent to (in the Detail section of the ordering address number).

6. If the preferred PO Dispatch Method is Fax:

   1. In the Phone Information section, click the Add a new row icon if a phone or fax row already exists.
   2. Select "FAX" from the Type field dropdown.
   3. Enter the Fax number in the Telephone field.
7. Click the Location tab.
8. Click the Add a new row icon in the Location section to add a new location.
9. Enter Location with "EMAIL or FAX-<corresponding Address ID from the Address tab>"
10. Enter Description with the same value entered into the Location field.
    • Effective Date will reflect current date.
11. Click the Procurement link.
12. Enter the Address number under the Ordering section that corresponds with the added addresses on the Address tab.
13. Select Dispatch Methods to expand collapsible region.
14. Click the PO Dispatch Options dropdown and select "Specify at this Level."
15. Click the PO Dispatch Method dropdown and select "Email" or "Fax" (based on the Location).
16. Click OK.
    • The Location tab displays.
17. Click Save.
• The Preview Supplier Audit page displays an audit of the changes made to the suppliers account.

18. Click OK.
• If any other updates are to be made (e.g., contacts, pay terms, etc.), refer to the applicable topic before proceeding to the Summary tab.
19. If all necessary updates have been made, click the Summary tab and proceed to the Summary tab instructions below.

Update the Email or Fax PO Dispatch

1. 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.
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 Address tab.
4. Click the Add a new row icon in the Details section.   

   • The Effective Date displays today's date.

5. If the preferred PO Dispatch Method is email:

   1. Update the email address for the PO to be sent to (in the Detail section of the ordering address number).

6. If the preferred PO Dispatch Method is Fax:

   1. In the Phone Information section, click the Add a new row icon if a phone or fax row already exists.

   2. Select "FAX" from the Type field dropdown.
   3. Enter the Fax number in the Telephone field.
7. Click Save.

• If any other updates are to be made (e.g., contacts, pay terms, etc.), refer to the applicable topic before proceeding to the Summary tab.
8. If all necessary updates have been made, click the Summary tab and proceed to the Summary tab instructions below.

Next steps - Updating the Supplier Operations Tracker