Table of Contents
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Agency Updates: Upcoming PO Deadlines | Review Integration Messages for POs
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Supplier Updates: Supplier Webinars
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Training Tips: Training Calendar | Office Hours Available
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Key Term: Order Features
Agency Updates
UPCOMING PURCHASE ORDER DEADLINES
As a reminder, there are several deadlines quickly approaching in the coming weeks to be aware of for the final close out of FY21.
The statewide deadline for FY21 operating purchase orders closure is Nov. 30. If you have suppliers who have not submitted invoices for services rendered, or goods ordered, in FY21, please work with them to submit invoices immediately. Those invoices should be sent to Ohio Shared Services (OSS) no later than Oct. 29. This ensures sufficient time to be paid out prior to the purchase order closure deadline.
FY21 purchase order close requests may be sent to the Procurement Operations Unit mailboxes up through Nov. 12.
Key Dates:
- Invoice activity for FY21 submitted to OSS by Oct. 29.
- FY21 PO closure requests submitted to the Procurement Operations between now and Nov. 12.
- Procurement Operations will begin closing all other FY21 encumbrances on Nov.15.
- All FY21 POs will be closed by Nov. 30.
REVIEW INTEGRATION MESSAGES FOR PURCHASE ORDERS
As a reminder, requisitioners should closely monitor the status of their purchase orders (POs) in OhioBuys to ensure they were successfully encumbered and dispatched. POs that have been successfully dispatched out of OAKS will have a Status of Ordered or Acknowledged in OhioBuys. POs that have encountered some sort of integration and/or encumbrance error will have a Status of In Progress.
a) From the Main Menu Navigation Bar, click Procurement and then
select Browse Orders from the drop-down menu.
b) Select In Progress from the Status drop-down menu.
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c) Click Search.
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▲ To save this view, click the Favorite icon and name the view. Then press
enter on your keyboard. To access a favorite in the future, click
Favorite icon and select the desired page from the drop-down menu.
d) Review the Status of your orders, orders with a status of In Progress
might have encountered an integration message.
a) Click on the Pencil icon to open an order and check for an integration error.
▲ In addition to checking the status of purchase orders on the Browse
Orders page, users can also run the POs not Dispatched query. To access
this query:
- Click Analytics from the Main Menu Navigation Bar and then select Browse Queries from the drop-down menu.
- Enter POs not Dispatched in the Keywords field.
- Click Search.
- Click the Extract icon for the POs not Dispatched query.
If a purchase order (PO) encounters an integration message, it will be displayed in the Integration Messages section at the bottom of the page.
*NOTE: If a purchase order is no longer needed, open an OSS ticket and request that the PO is canceled.
When you encounter an integration message, you should be able to resolve the issue by referencing the latest Job Aid on Reviewing Integration Messages for Purchase Orders. There you will be able to find your POs that have a status of ‘In Progress’ and to review their corresponding integration messages and eliminate the need to create a new ticket request.
Here are a few examples of Integration Failure Message(s) and what users should do:
Supplier Updates
SUPPLIER WEBINARS
We are continuing to see a demand for our weekly Supplier Webinars. Please let your suppliers know that we have scheduled webinars through the end of the year and will cover Access & Solicitations.
In addition, a revised Supplier Fact Sheet & Quick Start Guide is available to learn more about the Supplier log in process and to share with your suppliers. Agency representatives are also welcome to join these webinars to learn more about how suppliers access and use OhioBuys.
Anyone interested in attending Supplier webinars can download the meeting invites from the Supplier Training page of the OhioBuys website.
Training Tips
TRAINING CALENDAR
OhioBuys ongoing training is now scheduled through December 2021. See below for upcoming sessions with registration available in OhioLearn. If your agency has a topic request* for a training, or needs solicitation and/or contract training, please notify the project at: OPS.TrainingAcademy@das.ohio.gov
OFFICE HOURS AVAILABLE
NOTE: As of November 1st, limited office hours will be available on Mondays, and full day office hours Tues-Thurs 9am-4pm (12-1pm no office hours).
Office Hours are scheduled for Mondays through Thursdays to assist users with OhioBuys functionality. You will receive direct help on a specific transaction as you are working through it!
Office hours are available for your training-related questions (i.e., how to do something in OhioBuys). If your question(s) is regarding policy or system issues (e.g., why a purchase order is In Progress) then users should submit a helpdesk ticket. In addition, anything that substantially involves R&Ps, OAKS, or OneSpan Sign will need to go to the helpdesk as well. If you have not attended any OhioBuys training course, you will be redirected to training, and your office hours appointment will be canceled.
Remember, if it's a question of "how" then office hours are the way to go. If it's a question of "why" it needs a helpdesk ticket.
To sign up for these 1-hour office hour sessions:
1 – Determine which item you need to shop for, which requisition you are working on, your active quick quote, solicitation, or contract, or template you would like help with and have that ready to share at the appointment.
2 – There are four links – if the date and time you are looking for are booked at one link, try another link:
Morning Office Hours: Office Hours 3 | Office Hours 4
Afternoon Office Hours: Office Hours 1 | Office Hours 2
Register for a time slot: 9am, 10am, 11pm, 1pm, 2pm, or 3pm daily. There are 2 appointments available for every hour time slot. Appointments are first come first serve by registration only at the OhioBuys information website.
In the box titled “Please share anything that will help prepare for our meeting” be sure to include the topic of your office hour session (e.g.: solicitation, quick quote, etc.).
3 – Receive an Outlook/Teams confirmation appointment. Invite anyone from your team you would like to have involved in this session.
4 – At your appointment: Be logged into OhioBuys so you can proceed with your activity. Trainers will advise you on how to complete your transaction, but they will not be driving.
NOTE: Office Hours are not a substitute for opening a helpdesk ticket when there is a technical issue. Trainers can direct you to the help desk if your questions warrant opening a ticket.
These links and instructions are also available on the OhioBuys website.
Key Term
ORDER FEATURES
This allows Requisitioners to express their need in greater detail by selecting values for the desired features. These features are not associated with a price – selecting them does not change the purchase amount (e.g. skill levels for a service). Features originating from a characteristic group are either attached to the commodity or are manually assigned to the product.
For More Information
In addition, please refer to:
Support
For log in or system issues please contact OBM Shared Services Center 614-338-4781 or 1-877-644-6771 OR OBM.SharedServices@OBM.Ohio.Gov Remember to put “OhioBuys” in the subject line!
If you have questions about the project itself, please email: ohiobuys@das.ohio.gov.
Mike DeWine, Governor
Jon Husted, Lt. Governor
Kathleen C. Madden, Director
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