Reviewing Supplier Information

A supplier file is maintained within OAKS FIN for each supplier that does business with the State of Ohio. A supplier search is conducted for every supplier form received.

• For assistance with accessing the OAKS FIN Supplier Operation Module, refer to the "Accessing the OAKS FIN Supplier Module" topic.

Searching for Supplier

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

1. Enter the necessary search criteria following the guidelines below.
   1. To search by Supplier Name:
   1. • Select "Contains" from the Name dropdown.
      • Enter part of the supplier name (such as last name of an individual) in the Name field.
      • Click Search.
      • • Pressing the Enter key will not bring results.
      • Search Results display at the bottom of the page.
      • To see the results in alphabetical order, click on View All or View 100, then click on the column header "Name 1."
   2. To search by TIN/SSN (Taxpayer Identification Number/Social Security Number):
   1. • Select TIN/SSN from the ID Type dropdown.
      • Enter the TIN/SSN in ID Type field.
      • Click Search.
      • Search Results display at the bottom of the page.
      • • In the event nothing is returned in the search, enter the SSN in Withholding Tax ID.
        • Entering the SSN into both fields ensures that the supplier is not entered as a state employee.
        • Click Search.
        • Search Results display at the bottom of the page.
   3. To search for a State Employee:
   1. • Enter the SSN in the Withholding Tax ID field.
      • Click Search.
      • Search Results display at the bottom of the page.
   4. To search by Address:
      • Select "Contains" from the Address dropdown.
      • Enter address street number and/or street name in the Address field.
      • • Remember, less is more when searching.
        • Address searches will only locate addresses entered on Address 1 (i.e., if the address is entered on the supplier record on Address 2, the search will not locate the supplier record).
2. From Search Results, click the Actions dropdown for the correct supplier.
3. Select Maintain Supplier.

• The supplier file in OAKS FIN will open in a separate window.

• Each tab contains pertinent supplier information and is displayed below with definitions.

To view the effective dated rows, click the Include History button on the Supplier Search, or at the bottom of each tab when the Supplier File is open.

Reviewing Supplier File

The supplier file Summary tab provides an overview of the supplier.

• If the Status is Inactive, the supplier record cannot be used. This status may be a result for various reasons (for example, a request for corrected information has not been received). The Comments section of the Location tab has the explanation for this result.
• A supplier record cannot be used with a status of Unapproved .

The Identifying Information tab can be referenced to validate details such as complete supplier name, Tax ID and Entity Type.

The Address tab displays all associated supplier addresses.

• Purchase orders will be dispatched to email addresses and/or fax numbers entered on the Address tab.

The Contact tab lists all the contacts associated with the supplier.

• Each has a Contact ID (sequential number assigned as added and should match the description field entered).
• Supplier record contacts are designated by the supplier in "Section 5 - Contact Information OR Person to Receive Purchase Order" of the Supplier Information Form.
• Auction Contacts (eBid) are designated by the supplier in "Section 6 - Contact Person to Receive Email Notice of Bid Events" of the Supplier Information Form.
• • "Auction Contact-1" is entered in the description field for Action Contacts (eBid).

The Location tab displays information pertaining to pay methods and/or account numbers and PO dispatch method.