This web page provides information for agencies who are interested in EDI (Electronic Data Interchange) for suppliers they do business with.
EDI New Account
State of Ohio Agencies, to notify OBM of new EDI account numbers, fill out and submit the form in the following link, once the account has been established with the supplier.
AEP Customer Service website
Agencies can access invoice details by using AEP Customer Service website. Download the following Job Aid for guidance in navigating the AEP website.
EDI Primary Agency Contacts
Below is an updated list of EDI primary agency contacts. If a specific agency is not listed, please contact the agency directly.
EDI Frequently Asked Questions
How do I request new EDI suppliers?
In order to implement EDI both the state of Ohio and the supplier 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 suppliers 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 supplier who is interested in implementing EDI contact Brent Wentzel at (614) 338-4787 or Brent.firstname.lastname@example.org with the supplier name, phone number, & OAKS supplier 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 'Processing EDI Vouchers' 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 suppliers. Utility suppliers will correct minor billing problems on subsequent bills.
How do I reference a Purchase Order on an EDI invoice in OAKS?
The document 'Referencing a PO on an EDI invoice' details the process.
How do I add a new account for an EDI supplier?
Coordinate with the EDI supplier 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 supplier. Please coordinate with your agency EDI administrator to obtain your appropriate Origin Code, and submit your request to Brent Wentzel at (614) 338-4787 or e-mail at Brent.email@example.com
I have not received an expected EDI invoice?
First point of resolution is to call Brent Wentzel at (614) 338-4787 or e-mail at Brent.firstname.lastname@example.org. Brent 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.
How do I look up my account numbers and/or Origin Codes on the ECAC table?
The document 'EDI ECAC Query' details the process.