Electronic Data Interchange (EDI)
FAQ
- How do I request new EDI vendors?
- How do I process an EDI invoice in OAKS?
- How do I process an EDI credit?
- How do I reference a Purchase Order on an EDI invoice in OAKS?
- How do I add a new account for an EDI vendor?
- I have not received an expected EDI invoice?
- How do I delete an EDI invoice in OAKS?
- How do I look up my account numbers and/or Origin Codes on the ECAC table?
How do I request new EDI vendors?
In order to implement EDI both the State of Ohio and the vendor must agree on
the terms of EDI. Things such of the following must be discussed:
What document types will be exchanged?
Who will pay for these transfers?
How will transactions be mapped?
What form of communication will be used?
Dates to begin.
The discussions are very technical in nature. It is not necessary for agency officials to understand all aspects of EDI. However, agency officials should contact vendors to determine if they are interested in implementing EDI and who will be the primary contact for the EDI implementation. If an agency has a vendor who is interested in implementing EDI contact Greg Miller at (614) 466-3459 or greg.miller@obm.state.oh.us with the vendor name, phone number, & CAS vendor number.
How do I process an EDI invoice in OAKS?
EDI invoices are loaded to OAKS as a recycled voucher. These invoices have a default account code of 540000, which requires agencies to enter the correct account code and distribution information. The attached document will show you how to locate a recycled voucher.
How do I process an EDI credit?
EDI credit invoices are used for goods only. These invoices are used to correct previously sent invoices that are in error.
EDI credit invoices are not used for utility vendors. Utility vendors will correct minor billing problems on subsequent bills.
How do I add a new account for an EDI vendor?
Coordinate with the EDI vendor to be sure they have established your account so
agencies may order from them. Once the account number has been assigned and
established by the vendor, please go to the OBM Website at
http://www.obm.ohio.gov/ecom/edi/ ,
Account Form to request that your account be added to OAKS. Please coordinate with your agency EDI administrator to obtain your appropriate Origin Code, and
submit your request to OBM.
I have not received an expected EDI invoice?
First point of resolution is to call Greg Miller at (614) 466-3459 or e-mail at
greg.miller@obm.state.oh.us. Greg will work with you to troubleshoot
the problem. Several failures in the EDI loop can cause an invoice to be
misdirected or lost. This does not happen often, however, it does occur. OBM
has access to the appropriate systems to identify the problem and to determine
an appropriate course of action.
