(SO) OAKS Entry Guidelines

The Source - OSS - Supplier Operations

Effective: 01/04/2018

OAKS Entry Guidelines

Professional titles should be used only when followed by Inc. Corp, LLC.
- This does not apply to Supplier Self-Registrations.
Ignore Salutations on Supplier Forms (e.g., Dr. Mary Smith, Sister Mary Smith, Pastor Mary Smith, etc.).
The only characters that can be used in the supplier name are a dash [-] and ampersand [&] if it is used on the W-9 form.

If supplier forms list an acronym after the business name, add the acronym after the business name (do not add as a DBA).

Supplier Names containing ".com" (for example: Healthy Parent.Com should be entered as HEALTHYPARENT COM) there must be a space in place of the dot.
If the supplier name contains a period, the period should not be entered and the letters should be compressed (for example: J.P. Moving Company should be entered as JP MOVING CO).

If the company name begins with "The" and contains more than two words, "The" should not be included. If the company name only contains one word after "The," then "The" should be included. For example, "The Home Store" would be entered as "Home Store" because it contains more than 2 words, but "The Cafe" would be entered as "The Cafe" because it only contains 1 word following "The."
- Exception: "The Ohio State University" is always entered as "The Ohio State University."

Government Entities with varying naming conventions are acceptable (i.e. Trustee/Treasurer/Fiscal
Officer/Finance Manager).
City School Districts with varying naming conventions are acceptable (i.e. School
district/schools/city schools/city school district).
County Fairs with varying naming conventions are acceptable (i.e. County Fairs, Agricultural
Societies).

The only special characters used when entering an address are: forward Slash [ / ]; dash [ - ]; and ampersand [ & ].
Forms are acceptable if there is an omission of the direction prefix from the address (i.e., if the street has a North, South, East, West or combination of these beforethe street name in OAKS FIN, but it's not listed on the form or vice versa).

Click herehere for instructions on forms that contain only Lock box, drawer, file #, department #, etc. in the address.
- When a form is received that only contains a Lock box, drawer, file #, etc in the address, enter it into OAKS FIN as a PO Box #.
- If both addresses are listed, go to USPS website and verify address, then enter the Lock box, drawer, or file number on Address Line 1 in OAKS FIN and the PO Box on Address Line 2 in OAKS FIN.

In the event a supplier provides multiple pieces of documentation (e.g., SIF, W9, and EFT) and the zip codes do not match each other on the forms and/or vary within the OAKS FIN system, verify which zip code is accurate by using USPS and make the necessary updates.