Supplier Management

The supplier management portal is a tool that allows external suppliers to provide and update their information in a secured environment to help expedite their transaction and payment processing. The supplier management portal will save information such as supplier contact information, payment addresses, and tax forms. New suppliers will be invited to register on the portal beginning August 1, 2023.

The supplier management portal is a secure, single point of entry for suppliers to review their record and update information. W-9/W-8 tax forms can be auto-populated and digitally signed via DocuSign in the portal. Additionally, it provides suppliers with the ability to securely provide banking information for Automated Clearing House (ACH) payments and to upload insurance certificates when required.

The supplier management portal is a secure, single point of entry for suppliers to review their record and update information. W-9/W-8 tax forms can be auto-populated and digitally signed via DocuSign in the portal. Additionally, it provides suppliers with the ability to securely provide banking information for Automated Clearing House (ACH) payments and to upload insurance certificates when required.

Step 1: Determine if supplier can be processed through ObieBuy.

Step 2: Verify supplier not in supplier management.

Step 3: If not in supplier management, send supplier an invitation.

•Employees- payments will be processed through either Chrome River or Payroll.

• Students- payments will be handled through Student Accounts, Payroll, and RFP  procedures (as appropriate). Students & employees should use the OberView Self Service Portal to set up payment options.

Step 1: Access the Home Page of ObieBUY.

Step 2: Choose "Non-Catalog Purchase Requisition" from the Forms section.

Step 3: Begin typing the supplier’s name in the "Enter Supplier" field. The system will display a list of matching suppliers. You can also click the magnifying glass icon for a comprehensive list of suppliers with that name.

Important: If supplier is an individual, you might have to search under their last and/or their business name. This is a very important first step to prevent duplication of suppliers.

Banner will send invitations to groups of existing suppliers to create a login and register in the Jaggaer Supplier management portal. Invitations will be prioritized on the frequency/volume of use. Some supplier records will continue to be managed by Banner based on the complexities of the organizational structure or other factors that the Banner determines would be best handled by Banner record administration.

No. Requesters receive notifications when supplier invitations are approved and when suppliers are registered and approved. Requesters should monitor their supplier requests and will be able to see which suppliers have not responded to the invitation.

The requester will receive an email and notification if default Supplier Management notifications are turned on.

While the invitation email appears the same, the registration includes three additional categories for Entities not included in Individuals registration, which are Business Details, Locations, and Diversity.

The requester will receive an email and notification indicating that the supplier has been approved in workflow, if default Supplier Management notifications are turned on. Also, the Supplier will be available via ObieBUY via Select Supplier option.

The supplier should be directed to contact Jaggaer customer service per their supplier management portal invitation email.

Once a supplier receives an invitation, it may be helpful to reach out to them indicating that they will receive an email with a link through which they can complete their registration as an individual or business. They will need to create a password, provide their contact, remittance, and tax information. Only fields with an asterisk are required.

If they have provided you with a quote for goods/services and are not an already registered supplier in our system, you need to submit a New Supplier Request using the link in the Supplier Management Dashboard in ObieBUY. Once you complete the request, the system will email an invitation to the supplier to register and complete an online profile in the new supplier management portal. They will be required to answer questions related to their company/organization (for example, address, contacts, payment method) and upload a current W-9/W-8 form.

Oberlin College requires a company, organization, or individual who normally is paid through a non-PO invoice, to register and update data including banking information for ACH payments. Registration also satisfies the IRS requirements to securely collect a W-9 form and properly classify suppliers.

Certifications of insurance are preferred but not required to be uploaded by a supplier to register as a new supplier. Suppliers will be notified when required to provide a certificate of insurance.

No. They can be in any format such as PDF, Word, or Excel.

The supplier invitation will gather information such as tax ID, supplier type, contacts, addresses, tax documents, and diversity information. Different information is gathered for individuals, most notably foreign individuals where W-8BEN documents will need to be completed.

●“Incomplete” means a requester started a New Supplier Request and either did not complete all the required fields or did not check the Certification box and click on Complete Request.

● “Under Review” means the Accounts Payable team has the request for review but has not sent out an invitation yet.

● “Returned” means the Accounts Payable team sent the request back to you to get more information or clarification.

● “Rejected” means the Accounts Payable team returned the request back to you, most likely for a duplicate supplier in the system, and cannot be resubmitted.

● “Approved” means the Accounts Payable team has sent an invitation to register to the supplier.

Supplier status refers to the point in time progress of a supplier registration and profile set up. It helps you track what stage your submitted supplier requests are in. There are several statuses:

● None: Supplier has not been invited to register

● Invited: Supplier has been invited to register. However, the supplier has not yet responded to the invitation by activating their login

● In Progress: Supplier has been invited to register and has begun entering information into their registration profile but has not yet submitted the profile ● Profile Complete: Supplier has completed all required fields on registration and submitted. The registration is with the Accounts Payable team for review and approval

● Rejected: Accounts Payable team has rejected the supplier registration based on the information provided

● Approved: Supplier has completed registration and it has been approved by the Accounts Payable team This can be seen in My Supplier Requests after the supplier request has been approved. You also see it in the Supplier Record and Supplier Search. Suppliers created in Banner before the Supplier Module implementation will all have the Registration status of none. Many of these suppliers have already received invitations to enroll through our supplier management portal in the future.

Yes. Requesters are now able to see all supplier remittance and fulfillment addresses available in the ObieBUY Supplier Management portal.

The individual serving as the primary contact for a supplier’s profile must be designated by the company/organization as the appropriate person to provide tax identification and bank account information for that company/organization.

Submit a Supplier Change Request form. Select the Reactivate Supplier box and include the business purpose for reactivation.

Out-of-band verification (OOBV) is a related System policy where validation of changes requires a secondary verification method through a separate, independent communication channel or network. If you submit a Supplier Change Request as a result of an email from the supplier, you must attach the email with your Supplier Change Request form. Banner will complete the OOBV step when making a proxy change to the supplier record. Or, if you have completed verification of the change request through an independent channel, please attach it to your request.

The Supplier Requester role allows you to submit supplier requests but not requisitions or payment requests. Discuss the role you will need with your supervisor and work with your Campus Contact to determine whether a role change is necessary. Requester and Approver role changes must be submitted using an SFS Security Request Form following these instructions.

The requester will receive an email and notification when the supplier change request has been approved in workflow, if their default supplier management notifications are turned on.

Please select one type of insurance on the supplier change form and the Procurement team will enter any additional coverage into the supplier record.

A foreign supplier can only be paid via ACH if they have an account at a bank located within the United States. Important: The Automated Clearing House (ACH) is the primary system that agencies use for electronic funds transfer (EFT). With ACH, funds are electronically deposited in financial institutions, and payments are made online and received by the supplier the next day. ACH does not cost an additional fee to process while a Wire Transfer is a same day payment for a nominal fee.

No. Wire transfer information is specific to the payment and is not retained within the supplier record. Please continue your current process for wire transfers. Wire transfers should only be requested on a limited basis and follow the Request for Payment process.