Frequently Asked Questions
About the Supplier Portal
What is the Supplier Portal?
The Supplier Portal is a self-service application that provides Suppliers access to register to do business with the state, manage users and view real-time status of purchase orders, invoices and payment information.
Who can use the Supplier Portal?
Registered state Suppliers with OH|ID login credentials.
About OH|ID and Accessing Supplier Portal
What is OH|ID?
OH|ID is the official identity management solution for the State of Ohio's online government services. Users with an OH|ID account will be able to securely access multiple State applications with a single user ID and password.
What access does OH|ID give me to Supplier Portal?
To access Supplier Portal, your OH|ID account must be associated with one or more businesses. For each business, you will be assigned one of two access levels:
- Associate – user with rights to view purchase order, invoice and payment information for the supplier(s) that the user is associated with.
- Administrator – user has all ‘associate’ privileges and also enhanced rights to manage other users for an organization. The administrator can add and revoke user access to the supplier(s) for which they are an administrator. Review the Managing Users Guide to learn more about administrator functions.
How can I find out who my organization's Supplier Administrator is?
When you sign up for an OH|ID you will be able to use the Supplier Portal to search for your business using the ‘Find My Business’ tool. If your business is already registered in the state accounting system, Supplier Portal will send an automated message to your administrator asking them to give you access to your business. If your business does not yet have a Supplier Portal administrator, you can complete a form to become the administrator. If your business is not registered in the state accounting system, you can complete an application on the Supplier Portal to register and you will become the administrator for your business.
About Supplier Records in the Supplier Portal
What is a Supplier?
A Supplier is an organization registered to sell goods or services to the State of Ohio.
Is my organization already registered as a Supplier with the State of Ohio?
The Supplier Portal contains a tool called "Find My Business" that allows you to lookup your organization by TIN/EIN or by company name. Use this tool to determine if your organization is already registered. Additionally, if you begin a registration and the TIN/EIN is already registered, the system will notify you. If your organization is already registered, you may request access to your organization through the Supplier Portal.
If my business is not based in the United States, is there anything different about how I register in Supplier Portal?
There are several differences in how international suppliers register:
- You are unable to use supplier self-register if your bank is not based in the United States.
- You must complete the W-8 and Supplier Information form:
- Go to the Forms Page, download and complete the Supplier Information Form for Foreign Suppliers and W-8
- Upload and submit for processing
- You will receive your supplier ID by email once your forms have been processed (approx. 3 days)
If my organization is already registered with the State; do I need to re-register?
No, if your organization is registered as a Supplier you do not need to re-register. You can create an OH|ID, log in to the Supplier Portal, and use the ‘Find My Business’ tool to associate your OH|ID account with your existing Supplier record.
How does my organization become a Supplier?
Businesses and individuals may register to do business with the state using the Ohio Supplier Portal. Users must first register for OH|ID, and then will have access to register to do business with the state.
My organization completed self-registration. What are the next steps?
Your registration information will be reviewed to ensure all required information has been submitted. Once reviewed, if additional information is needed you will receive an email detailing additional required information. If approved, you will receive an email with your supplier ID.
Using Supplier Portal to Access Financial Data
How can I view my Supplier Information?
Once your OH|ID account is associated with your business, you will be able to log in to the Supplier Portal and see information about your financial transactions with the state, including real-time data on invoices, purchase orders, and payments.
I use eSettlements to submit electronic invoices; has anything changed?
eSettlements users access eSettlements via the Ohio Supplier Portal. Access to eSettlements can be found under ‘Invoices’ on the dashboard page. After clicking on eSettlements, click on ‘Create an Invoice’ on the right side of the screen. This will take you to the eSettlements screens in the state’s financial system.
Maintaining Your Supplier Record
There is an error on my information. How can I correct this?
The Supplier Portal contains forms that allow you to make changes to your Supplier Record.
How do I submit supplier maintenance forms?
Supplier maintenance forms are available for download from the Supplier Portal. When downloaded, a fillable pdf version is provided. Simply complete the required fields on the form, save a copy to your hard drive and then use the ‘upload’ feature. When ‘upload’ is selected, you will be prompted to browse for the completed form that you saved to your hard drive. Select the file and then submit it. The data will be encrypted and sent to the state’s Supplier Operations team at Ohio Shared Services for processing.
I am a Supplier but am not set-up with Direct Deposit. How do I set up Direct Deposit?
Complete the Authorization Agreement for Direct Deposit of EFT Payments (OBM4310 – found on the ‘Forms’ page when you log in to Supplier Portal) along with a copy of a current voided check or a bank letter. The form must include a handwritten signature. All Direct Deposit accounts are tied to an address in our system, each address requires an additional form to set-up payment to that address. Form found at supplier.ohio.gov.
How do I cancel my Direct Deposit?
Complete the Authorization Agreement for Direct Deposit of EFT Payments (OBM4310 – found on the ‘Forms’ page when you log in to Supplier Portal). Mark the "Inactivate" box in Section 1. The form must be signed and all information provided on the form must match the information listed in our system. All Direct Deposit accounts are tied to an address in our system, each address requires an additional form to set-up payment to that address. Form found at supplier.ohio.gov.
I am updating my Direct Deposit information. What bank verification is acceptable?
Bank verification may be a copy of a current voided check or a bank letter on bank letterhead signed by a bank representative that contains the name on the account, type of account, routing number, and account number. We are unable to accept starter checks, bank statements, and deposit slips.
How do I know if my Direct Deposit information request is complete?
If you have submitted the Authorization Agreement for Direct Deposit of EFT Payments (OBM 4310 – found on the ‘Forms’ page when you log in to Supplier Portal) and all required documentation, you will receive an email stating your request is complete.
How much time does it take to process my request to add Direct Deposit or change my information?
The state strives to process requests within three business days. We work with the bank to validate that it is an active account. This process can take up to 30 days to complete. Until the process is complete, you will receive payment by check.
How can I look up my Direct Deposit payments?
Users associated with their organization in the Ohio Supplier portal can visit supplier.ohio.gov, and click on Payments. You can search for a specific payment using the ‘search’ tool on the right side of the screen. If you do not see the detail that you need, visit http://remitlookup.obm.ohio.gov/. You must have your Supplier ID and zip code (Key #) to use the remit to site. Payments made via check are not visible on the remit lookup website.
What if I have eSourcing Questions?
Contact the Office of Procurement Services at 614-466-5090.
Troubleshooting Supplier Portal Login Issues
How do I verify whether I have login credentials for the Supplier Portal?
From the OH|ID login screen if you believe you have created a user account but do not remember the user name you can use the forgot username password functionality to recover your user name or create a new password.
I'm unable to login, but I think I'm using the correctUser ID and password.
User IDs and passwords can be retrieved by using the ‘Forgot Username/Password’ functionality.
I forgot my password, how do I reset it?
Reset your password using the 'Forgot Username/Password’ link at supplier.ohio.gov.
The Supplier Portal Navigational Guide contains detailed instructions on using the Supplier Portal. You can save or bookmark this document to refer to as needed when you’re using the site.
If you have additional questions about Supplier Portal that are not answered here, please contact Ohio Shared Services Contact Center at firstname.lastname@example.org or 1-877-644-6771, Monday-Friday 8am-5pm EST.