Supplier Maintenance: Tips and Tricks
The Supplier Maintenance Process is the process of adding and updating information for new and existing suppliers. It is managed by the Supplier Maintenance team.
Workday Access for Requisition
Process
Prompt adherence to this process will result in the timely setup of new suppliers and maintaining current supplier information.
ADDING A NEW SUPPLIER
* Requisition is reviewed by Cost Center Manager, Service Centers and Purchasing Team. See New Supplier Approval Decision Tree
** A W-8 form is required for all foreign entities. The foreign entity needs to determine which type of form applies to them. They need to fill out the appropriate form and return to the OSU contact, along with the other necessary forms. Contact Supplier Maintenance for questions about non-resident aliens (NRAs) and foreign entities.
*** See Requisition Tips and Tricks
Please note: Supplier failure to complete the registration within 30 calendar days from reciept of the Supplier Registration link without communication will result in termination of the request.
UPDATING EXISTING SUPPLIER ACCOUNT
* Suppliers will receive purchase orders from The Ohio State University via email or fax based on email information set up in the Supplier Profile or electronically via EDI or fax. If the email address or fax in the Supplier Profile is incorrect or invalid, the Supplier will not receive purchase orders.
Supplier Communication
Supplier Invoices: Supplier Invoice Process: Tips and Tricks
Roles
Business Role | Business Responsibilities | Security Roles |
| Supplier | Supplier completes required information in Supplier Registration site. Supplier must keep OSU informed about any changes to supplier information. | N/A |
| Requester | The requestor should review the New Supplier Approval Decision Tree to determine whether a new Supplier is appropriate. The requestor starts the requisition. | Employee – any employee can initiate a requisition |
| Cost Center Manager | Approves new suppliers and related requisition. Responsible for ensuring the purchase was appropriate and within budget. | Cost Center Manager |
Service Center (UNIV) Procurement Staff (HS) | Reviews and approves new suppliers requests | Business Transaction Services (UNIV) Buyers (HS) |
| Purchasing Team | Reviews and approves new suppliers requests | Commodity Manager |
| Supplier Maintenance | Ensure complete and timely setup and updating of supplier records. Ensure complete and timely filing of Tax 1099 Forms. | Supplier Administrator |
Reports
Key Reports | Description | Supports Process Steps |
| Find Requisition Summary – OSU | This report provides Requisition summary information commonly found in the header such as status, total amount, fulfillment source, as well as a summary of all Worktags used. Additionally, this report provides business process information and can be used to identify the awaiting person for in process transactions. This report returns one line for each unique Requisition. | Approvers determine if new supplier is necessary |
Full Inventory of Operational Reports - view the Procurement reports tab
Training and Practice Aids
Resource Type | Resource Name | Resource Description |
| Job Aid (ARC) | Supplier Record - Creating a Supplier Record | Instructions for an end user to have a new supplier added |
| Polices and Forms B&F website | New Supplier Approval Decision Tree | Decision tree to evaluate whether a new supplier should be approved upon user request |
| Policies and Forms B&F website | Supplier Registration Guide | Instructions for a potential new Supplier to submit their information onto the Supplier Registration website |
| Policies and Forms B&F website | NRA Checklist | Provides scenarios to determine the required documentation for establishing a NonResident Alien (NRA) Supplier |
| IRS Website | Link to all W-8 BEN Forms | Link to all W-8 BEN Forms |