The table below provides an overview of changes that have been made to the SO section of "The Source" for OSS. The revision history is a useful measure of the maintenance cycle and is often used during audits.
Effective Date |
Section |
Former Process/Procedure |
New Process/Procedure |
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07/26/2023 | DBA Registrations (Effective: 11/14/2022) |
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07/26/2023 | N/A | OhioPays Phase 2 | |||||||||||||||||||||||||||||||||||||||||||||||||
04/06/2023 | Adding or Updating Supplier EFT Information |
Click here for Ohio Development Services Agency (CAPA). Add bank and address, then add corresponding EFT (same bank) - supplier ID "0000000555" request id on the Supplier Operations Tracker is "CAPA_DEV." |
Updated to read: Click here for Ohio Development Services Agency. Ohio Development Services Agency (DEV) sets up Cash Collateral Deposit accounts under supplier id 0000000737 (formerly 0000000555). |
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04/06/2023 | Adding or Updating Supplier EFT Information |
Click here for DNR State Match Payments. DNR pays grant monies to the county Soil & Water Conservation Districts. Since they have their own EIN, but are using the county EIN and the payments go to the Auditor, but into the Treasurers account we set up special EFT locations that are not listed as EFT but are listed as SWCD for EFT payments only for DNR State Match. |
Updated to read: Click here for Soil and Water Conservation District (SWCD) submissions. The Department of Agriculture (AGR) pays grant monies to county SWCDs, which share a bank account with the county Auditor's office under a county Supplier record. |
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04/06/2023 | Manage EFT, aka: Authorization Agreement for Direct Deposit of EFT Payments |
Banking Verification Requirements: Bank account verification must be provided for all banking changes/updates. 1. Click here for bank account verification instructions.
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Deleted section Banking Verification Requirements: |
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04/06/2023 | Manage EFT, aka: Authorization Agreement for Direct Deposit of EFT Payments |
General Requirements:
Banking Back-Up for New Supplier EFT Set-Up: Banking backup must be provided for all new suppliers and for any existing supplier who does not have electronic funds transfer linked to that specific address in OAKS FIN. The supplier must provide only the bank account number. The bank routing number may be verified/updated through an internet search or by contacting the bank itself.
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Updated section General Requirements:
Changed section Banking Back-Up for New Supplier EFT Set-Up to Bank Verification (BV): Bank Verification must be provided for:
A document from the financial institution or screenshot from an online-only bank/prepaid card is acceptable if it meets these requirements:
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04/06/2023 |
Creating a Supplier Record - Address tab | 3. Confirm the Country displays "USA." Note: For foreign suppliers, change the default, "USA," to the correct country for the supplier. 4. Enter address using Address 1, Address 2, City, County (if available), Postal (zip code), and State fields provided on the Supplier Information Form, the W-9 or W-8. Note: For school districts, schools, colleges, universities, government entities, hospitals, the school location, division or department name is included on Address 1 for postal routing purposes. Note: Click here for foreign suppliers.
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Updated #3 Note: For foreign suppliers, see below. Updated #4 second Note: Click here for foreign suppliers.
Note: If the W-8 is not clear or missing information due to that foreign country's address convention, utilize the Foreign Payee Information form as a backup to clarify/confirm.
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04/06/2023 |
Adding a Regular Supplier | Click here for Foreign Suppliers > Adding a Foreign Supplier: Suppliers from outside the United States use a W-8 Form instead of a W-9 Form because they usually do not have a Tax ID number (TIN) issued by the IRS (Internal Revenue Service) or SSA (Social Security Administration). If they have been issued a US TIN, it must be provided on the W-8 Form. Otherwise, they are assigned a unique number provided by the Supplier Operations Coach which is recorded on the excel log located on the shared drive.
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Updated to read: Suppliers from outside the United States use a W-8 form instead of a W-9 form. If a US Tax Identification Number (TIN) is provided on the W-8, enter the US TIN on the Supplier record. If a foreign TIN is provided on the W-8, reach out to the Supplier Operations Coach to provide a unique TIN. Enter the US TIN or coach-supplied unique TIN under the Identifying Info tab>ID Numbers>Id Number. In the Type field, enter "TIN". | ||||||||||||||||||||||||||||||||||||||||||||||||
04/06/2023 |
OBM Supplier Entry or Update Notice | N/A | Added second "exception" bullet: Identifying Information tab > #6 Change the Persistence field to "One Time."
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11/14/2022 |
TIN Change | New topic created for OhioPays. | |||||||||||||||||||||||||||||||||||||||||||||||||
11/14/2022 |
Name Change | New topic created for OhioPays. | |||||||||||||||||||||||||||||||||||||||||||||||||
11/14/2022 |
Government Entity Change | New topic created for OhioPays. | |||||||||||||||||||||||||||||||||||||||||||||||||
11/14/2022 |
Banking Information Change | New topic created for OhioPays. | |||||||||||||||||||||||||||||||||||||||||||||||||
11/14/2022 |
Address Change | New topic created for OhioPays. | |||||||||||||||||||||||||||||||||||||||||||||||||
11/14/2022 |
DBA Registrations | New topic created for OhioPays. | |||||||||||||||||||||||||||||||||||||||||||||||||
11/14/2022 |
Processing Manage Request Approvals | New topic created for OhioPays. | |||||||||||||||||||||||||||||||||||||||||||||||||
11/14/2022 |
Payee Registrations | New topic created for OhioPays. | |||||||||||||||||||||||||||||||||||||||||||||||||
11/14/2022 |
Payee Administrator | New topic created for OhioPays. | |||||||||||||||||||||||||||||||||||||||||||||||||
04/07/2022 |
Supplier Addresses |
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04/07/2022 |
Creating a Supplier Record - Identifying Information Tab | Additional Reporting Elements section > step 11 > Click here for guidelines > Federal Tax Classification (W-9) > Limited Liability (LLC) dropdown: *C CORP = Corporation *S CORP = Corporation *Partnership = Tax Identification |
Added to Limited Liability (LLC) dropdown: *C CORP = Corporation *S CORP = Corporation *Partnership = Tax Identification *If not specified = Tax Identification |
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04/07/2022 |
Adding or Updating a Medicaid Provider | Section: Adding or Updating Medicaid Provider EFT Information
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Changed to read:
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04/07/2022 |
23(d): Update Bank Account Number field with the account number provided on the "Authorization Agreement for Direct Deposit of EFT Payments" form. 23(g): Update the DFI ID field with the verified "Transit Routing / ABA Number" provided. | 23(d) Changed to read: Update Bank Account Number field with the account number provided on the bank verification. Added bullet: Account number on the EFT form must match the account number on the bank verification. Exception: Acceptable to process if zeros are omitted from the beginning of the account number or the check number is included at the end of the account number on the EFT form. 23(e) Added: Update the Bank ID field with the "Transit Routing / ABA Number" provided on the bank verification. 23(h) Changed to read: Update the DFI ID field with the "Transit Routing / ABA Number" provided on the bank verification. | |||||||||||||||||||||||||||||||||||||||||||||||||
04/07/2022 |
OBM Supplier Entry or Update Notice | Identifying Information Tab > step 6: Change the Persistence field to "One Time." | Added bullet: Exception: If the Business Unit (BU) is marked on the form as DOT, do not change the persistence. It should remain as "Regular". | ||||||||||||||||||||||||||||||||||||||||||||||||
04/07/2022 |
Manage EFT | Section 2: New Financial Information > step 3 > Note: The forms are processed if zeros are omitted from the beginning of the account number or the check number is included at the end of the account number. | Changed to read: Acceptable to process if zeros are omitted from the beginning of the account number or the check number is included at the end of the account number on the EFT form. | ||||||||||||||||||||||||||||||||||||||||||||||||
04/07/2022 |
Adding or Updating Supplier EFT Information |
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Deleted steps 27 - 30. | ||||||||||||||||||||||||||||||||||||||||||||||||
01/18/2022 |
IRS Tax Levies |
N/A |
Various updates | ||||||||||||||||||||||||||||||||||||||||||||||||
03/15/2021 |
Various |
N/A |
Various updates (images, navigation paths, etc.) as a result of the OAKS FIN Technical Upgrade to Image 35 | ||||||||||||||||||||||||||||||||||||||||||||||||
03/15/2021 |
OBM Supplier Entry or Update Notice |
N/A |
Added note to step 6. Change the Persistence field to "One Time."
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02/16/2021 |
(SO) OBM Supplier Entry or Update Notice |
Confirm that Persistence is "Regular". |
Updated to read: Change the Persistence field to "One Time". |
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01/07/2020 |
OSS Supplier Email Error Folder |
N/A |
Added new topic. |
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10/3/2019 |
(SO) Entering an ACH or EDI Payment Method |
Location Tab: 9. Click the Prenotification Required checkbox. 10. Click Confirm (this bypasses the Prenotification process) if an existing EFT with the same banking account information has already been confirmed. 11. Confirm Payment and Advice is selected from the Transaction Handling dropdown in the Fund Transfer Details section. |
Changed to read:
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5/9/2019 |
(SO) Change of Supplier Name or Tax Identification Number (TIN) |
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N/A | ||||||||||||||||||||||||||||||||||||||||||||||||
5/9/2019 |
(SO) Setting Up a Supplier Administrator | N/A |
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3/7/2019 |
Throughout |
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10/4/2018 |
(SO) Determining Action | Supplier Operations work items require different types of actions, such as: |
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10/4/2018 |
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N/A |
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10/4/2018 |
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N/A |
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10/4/2018 |
N/A |
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10/4/2018 |
(SO) Change of Supplier Name Form |
N/A |
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10/4/2018 |
N/A |
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10/4/2018 |
N/A |
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10/4/2018 |
(SO) Supplier Information Form | The Supplier Information Form can be used to establish or update a supplier record in OAKS FIN. The Supplier Information Form has been designed to accomplish multiple tasks and must be accurately completed and signed by the potential State of Ohio supplier (electronic signatures are not accepted at this time). Supplier Operations forms are available through the State of Ohio Suppliers website. |
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10/4/2018 |
(SO) Understanding Supplier Forms |
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10/4/2018 |
(SO) Understanding Supplier Forms |
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10/4/2018 |
(SO) Supplier Operations Overview |
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10/4/2018 |
(SO) Supplier Operations Overview | N/A |
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10/4/2018 |
(SO) Welcome to the SO Procedures | N/A | Delete: All Supplier Operations transactions in OAKS FIN must be completed using CAPITAL letters only. | ||||||||||||||||||||||||||||||||||||||||||||||||
6/11/2018 |
N/A | Updated the new myOhio page image and access. | |||||||||||||||||||||||||||||||||||||||||||||||||
1/4/2018 |
Adding a "Doing Business As" (DBA) Supplier for Supplier Self Registration |
N/A | New topic added. | ||||||||||||||||||||||||||||||||||||||||||||||||
1/4/2018 |
N/A | Revised:
Added the following to the "Address" section:
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1/4/2018 |
Adding Additional EFT's for Multiple Addresses |
N/A | New Topic Added. | ||||||||||||||||||||||||||||||||||||||||||||||||
1/4/2018 |
Completing Supplier Self-Registration |
Click herehere to see former process for the Address Tab section.Address Tab
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Revised the Address Tab section:
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11/9/2017 |
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11/9/2017 |
N/A |
Added:
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11/9/2017 |
Click herehere for instructions on forms that contain only Lock box, drawer, file #, department #, etc. in the address.
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Click herehere for instructions on forms that contain only Lock box, drawer, file #, department #, etc. in the address.
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11/9/2017 |
Click here to see former process. |
Added:
Revised:
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11/9/2017 |
Banking back-up must be provided for all new Supplier EFT set-up requests.
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Banking backup must be provided for all new suppliers and for any existing supplier who does not have electronic funds transfer linked to that specific address in OAKS FIN. The supplier must provide only the bank account number. The bank routing number may be verified/updated through an internet search or by contacting the bank itself. | |||||||||||||||||||||||||||||||||||||||||||||||||
11/9/2017 |
Click here to see former process. |
Deleted:
Deleted from step 5:
Revised step 28:
Added:
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9/7/2017 |
Click here to see former process. |
Replaced instances of "VIF" with "SIF." Revised:
Revised
Revised:
Added:
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9/7/2017 |
Click herehere to see former process.
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Revised:
Revised:
Added:
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9/7/2017 |
Click herehere to see former process.
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Renamed topic to "Review Registration View History" page. Deleted:
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9/7/2017 |
Completing Supplier Self-Registration |
Click here to see former process. |
Deleted:
Revised in the "Location Tab" section:
Added to "Location Tab" section:
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9/7/2017 |
Click here to see former process. |
Deleted:
Review Supplier FormsEnsure the following paperwork is complete:
Deleted:
Deleted:
Added:
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9/7/2017 |
Click herehere to see former process.
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Revised:
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9/7/2017 |
Click herehere to see former process.
Click herehere to see former process.
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Revised:
Revised:
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9/7/2017 |
Click herehere to see former process.
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8/3/2017 |
Click here to see former process. |
Updated topic to reflect new SIF. Revised the following:
Deleted the following:
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8/3/2017 |
Click here to see former process. |
Updated OSS Supplier Forms website URL with the State of Ohio Suppliers website.
Revised the following
Deleted the following in the Part II Section - Certification section:
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8/3/2017 |
Click here to see former process. |
Updated OSS Supplier Forms website URL with the State of Ohio Suppliers.
Revised the following
Deleted the followingDeleted the following:
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8/3/2017 |
OAKS Entry Guidelines |
Click here to see former process. |
Added the following:
Revised the following:
Deleted the following:Deleted the following:
USPS Address Entry Guidelines
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7/3/2017 |
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Banking verification was required for all new suppliers signing up through supplier self-registration. |
Bank verification is not required for new supplier EFT. Only Banking back-up is required.
Revised the following in Completing Supplier Self-Registration topic to read:
Deleted the following in Manage Registration Approval topic:
Added the following to Manage Registration Approval topic:
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7/3/2017 |
Authorization Agreement for Direct Deposit |
Click here for former process.Click here for former process. Review Supplier FormGeneral Requirements
Banking Verification RequirementsBank account verification must be provided. |
Revised to read:
Added the following: Banking Back-Up for New Supplier EFT Set-UpBanking back-up must be provided for all new Supplier EFT set-up requests.
Revised to read: Banking Verification RequirementsBank account verification must be provided for all banking changes/updates.
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6/8/2017 |
Throughout |
N/A |
Added reference to topics on updating the SO Tracker. |
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6/8/2017 |
N/A |
New topics added. |
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5/4/2017 |
Adding or Updating a Lottery Winner or OOD EFT |
Click herehere to see former process. Review Supplier FormsVerify the following documents have been received and are complete.
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Deleted the following:
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5/4/2017 |
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Deleted the following:
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5/4/2017 |
Authorization Agreement for Direct Deposit |
Bank account verification must be provided.
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Bank account verification must be provided.
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4/3/2017 |
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N/A |
New topics added. |
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03/09/2017 |
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New steps for populating purchase card acceptance fields:
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2/9/2017 |
Research QA Errors | N/A | Updated hyperlink to the Partnership Agreement. | ||||||||||||||||||||||||||||||||||||||||||||||||
2/9/2017 |
Changing State Employee Classification |
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2/9/2017 |
Click here to see former process.
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Deleted the following:
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2/9/2017 |
Creating a Supplier Record - Location tab | Click here to see former process. |
Deleted the following:
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2/9/2017 |
Supplier Payment Terms |
Click here to see former process. |
Deleted topic. |
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12/08/2016 |
Creating a Supplier Record - Address tab |
N/A |
Added the following concerning entering a foreign supplier's address:
Replaced the following URL:
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11/14/2016 |
Adding an Auction Contact | N/A | Added the following steps on creating a password for a user:
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11/14/2016 |
Supplier PO Dispatch Method |
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11/14/2016 |
Reviewing Supplier Information |
N/A |
Added the following to the "Searching for Supplier" section:
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11/14/2016 |
N/A |
Added the following:
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11/3/2016 |
Creating a Supplier Record - Identifying Information tab |
N/A |
Added the following:
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10/6/2016 |
Creating a Supplier Record - Identifying Information tab |
Click herehere if the following is provided on the "IRS Form W-9": Business name, individual name (optional), "Individual / sole proprietor" federal tax classification, and Social security numberSocial security number OR Employer Identification Number. If SSN is provided on the W-9, the individual name must be provided in addition to the business name.
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Click herehere if the following is provided on the "IRS Form W-9": Business name, individual name, "Individual / sole proprietor" federal tax classification, and Social security numberSocial security number OR Employer Identification Number.
If SSN is provided on the W-9, the individual name must be provided in addition to the business name. |
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10/6/2016 |
Creating a Supplier Record - Identifying Information tab |
Click here to see former process. |
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9/8/2016 |
N/A |
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9/8/2016 |
For updates the new address must be listed on the Supplier Information Form (SIF) and the address to be replaced must be listed in Section 1 of the Supplier Information Form (SIF). |
If an address is on the W9 and/or W8 that is not on the Supplier Information Form, add the address to the supplier record as an additional address. |
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8/4/2016 |
Creating a Supplier Record - Address tab |
N/A |
Updated the USPS International Addressing Tips URL address. |
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8/4/2016 |
N/A |
Added the following concerning Supplier Forms that require signature:
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8/4/2016 |
Supplier Addresses |
N/A |
Revised steps on Updating/Replacing a supplier's address in the Review Supplier Forms section:
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8/4/2016 |
Click here to see former process. |
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8/4/2016 |
IRS Form W-9 |
Click here to see former process. |
Revised the Supplier Information section to read:
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8/4/2016 |
Revised the process of searching for open supplier transactions by using the OH_AP_UNPAID_VOUCHERS_SUPPLIER query. |
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8/4/2016 |
N/A |
Added the following to "Review Supplier Forms" section:
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7/12/2016 |
Supplier Addresses | Click here to see former process. |
Deleted the following:
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5/5/2016 |
Supplier Addresses |
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When change request is submitted (for an update or additional address) and a Supplier Information Form is received with only a DBA name listed, only the requested DBA should be updated. | ||||||||||||||||||||||||||||||||||||||||||||||||
5/5/2016 |
Adding or Updating a Medicaid Provider | Click here to see former process. | Deleted the following:
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4/18/2016 |
A formal bank communication that contains a bank logo/letterhead, customer’s name, routing number, account number and bank representative’s signature will be accepted as banking verification. | Revised the following to read:
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4/18/2016 |
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Revised the following to read "vendor" instead of "supplier."
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4/18/2016 |
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Added the following:
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4/18/2016 |
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Reworded the following to read:
Added missing hyperlink:
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4/18/2016 |
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Added the following to the Government Entities/Municipalities section:
Added the following to the Prepaid Card section.
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4/18/2016 |
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Added the following:
Added "Single Member LLC" to the Federal Tax Classification table.
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4/18/2016 |
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Revised the following to read:
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4/18/2016 |
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Deleted the following from steps on updating the Supplier Bank Accounts information.
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4/18/2016 |
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Deleted the following from steps on updating Bank section:
Deleted the following:
Added the following:
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4/18/2016 |
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Added the following:
Added the following:
Added the following:
Revised the following in the "Adding or Updating Medicaid Provider EFT Information" section to read "Provider Name" instead of "Supplier Name."
Deleted the following:
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1/15/2016 |
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Added the following:
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11/18/2015 |
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Added the following to the Obsolete Supplier Record section:
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11/5/2015 |
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Deleted the following:
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11/5/2015 |
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11/5/2015 |
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Added: Supplier Portal Overview Once a supplier registers to do business with the State of Ohio and is approved by the State, the supplier will be given login credentials to log into the Ohio Supplier Portal Sign-On Page. The Supplier Portal is a self-service module that provides suppliers access to view the real-time status of their purchase orders, invoices and payment information in a read-only portal. The Ohio Supplier Portal Sign-On Page is a one-stop-shop where suppliers will navigate to sign into OAKS FIN. Features and help desk information are also provided for user reference. The Ohio Supplier Portal Website provides helpful information and training materials for current and new suppliers.
The following features are accessible through the Ohio Supplier Portal:
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11/5/2015 |
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Added:
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11/5/2015 |
Throughout all topics |
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11/5/2015 |
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11/5/2015 |
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11/5/2015 |
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Deleted:
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