Table of Contents
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Agency Updates: New Office Hours | PO Budget Error Message| Pcard Purchases and Pcard Agency Approvers | Purchase Order Processing
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Supplier Updates: Obsolete Suppliers
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Training Tips: Training Calendar | Office Hours Available
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Key Term: Item Sheet
Agency Updates
NEW OFFICE HOUR SIGN UPS
As of November 29th, the OhioBuys project will transition office hour sign-ups to Microsoft Bookings and will no longer be using Calendly. This transition will allow users to use 1 sign-up link to sign for office hours (30 or 60 minutes) with any of the project team’s trainers instead of relying on 4 separate links. Limited office hours will be available on Mondays, and full day office hours Tues-Thurs 9am-4pm (12-1pm no office hours). Please see the Training Tips section below for more information.
PURCHASE ORDER BUDGET ERROR MESSAGE
When a user encounters a Purchase Order (PO) error relating to a budget issue, OhioBuys will not receive a specific message related to their issue from OAKS when the PO is created. If the budget check in OAKS fails on the PO, OhioBuys receives the following Integration Message:
 When this message appears, users will need to start by checking their data entry of the budget chartfields that they entered in OhioBuys. If that data is correct (including the Account codes that may have been auto populated), they need to go to OAKS to find the detailed explanation of why the PO is in budget error and work with their agency Budget Analyst to try and resolve the issue.
Depending on the type of issue a user encounters, they may or may not need to do anything to the PO. Sometimes the agency Budget Analyst can fix the issue from the budgetary level (e.g., activating the budget, moving funds, etc.). If the error occurred because they were given incorrect chartfield values, or if they need to correct any of the values on the PO for any other reason, they will need to perform a change order in OhioBuys and put in the correct values. The amended order will budget check again after the values are sent to OAKS. If the issue is not something that can be fixed by the Budget Analyst or by updating chartfields, then the user would likely need to reach out and open a helpdesk case to ask the OhioBuys team to cancel the transaction for them.
PCARD PURCHASES AND PCARD AGENCY APPROVERS
When creating a Pcard purchase in OhioBuys, users need to remember that they do not integrate with OAKS because these orders do not encumber funds. If an agency wants to create an encumbrance that they intend to liquidate with a Pcard when invoices are submitted, a nonPcard order may be created in OhioBuys (which will then integrate to OAKS). These POs must be set up with a Unit of Measure of ‘AMT’ and a quantity of 1 (when ‘AMT’ is selected as the Unit of Measure, the line quantity will automatically be set to 1).
OhioBuys uses a non-blocking alert to make users aware of this when the Unit of Measure is ‘AMT’ and reminds agencies to verify the price on the line item before completing their purchase requisition.
In addition, users making Pcard purchases in OhioBuys that total under $2,500 do not require approval in OhioBuys. If desired, a user can assign Additional Agency Approvers on the Pcard purchase request if they will need someone within their agency to approve the request. If any Additional Agency Approvers are selected, one of these users will need to approve the purchase requisition before it is flipped into a PO.
For more information, you can view the Working with Purchase Requisitions in OhioBuys Learner Guide.
PURCHASE ORDER PROCESSING
When POs get created in OhioBuys and the “Do not Encumber” slider is not checked, they are sent to OAKS. They are then added to a batch run in OAKS that is set by a predetermined schedule. Once the batch has run, users will not immediately see the status update in OhioBuys to ‘Ordered’. It is possible for the batch to take up or an hour or more after the designated start time, which could vary depending on a) when they are run and b) how long the process takes.
Users should understand that this process takes time, and that the system is working and a status update won’t occur until this process is complete.
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.’ For example, if a user receives a Budget Status of ‘V', it is just waiting on the ‘D’ status to be updated from OAKS.
Please take a few moments to review the list of Integration Messages and the descriptions associated with each one. You can find the list of Integration Messages in the latest Job Aid on Reviewing Integration Messages for Purchase Orders.
Supplier Updates
OBSOLETE SUPPLIERS
The Office of Budget and Management (OBM) has a process to “obsolete” suppliers in OAKS. When a supplier reaches a certain level of inactivity (e.g., not receiving orders and payments), their record will be designated as obsolete and can no longer be used. If a supplier needs this reverted, the supplier will need to reach out to OBM to get reinstated.
It is normal for some suppliers on contract to not see regular purchasing activity. For example, a firetruck supplier may only receive an order once in a period of a few years. Another example would be when a user re-solicits a contract and awards it to a new supplier. Because the previous contractor has a gap where there is no activity, they may be obsoleted. To be considered for the solicitation, the supplier will need to get their supplier account re-activated before awarding it to them again. When a user solicits again, the prior incumbent may be awarded the new contract.
NOTE: Every month the Office of Procurement Services (OPS) generates a list of newly obsoleted suppliers to see if any are on contract. If there are suppliers on active contracts, they are informed to update their OAKS account to revert the obsoletion. They will then need to respond to this message or take action on the contract, as it will otherwise not be usable.
Training Tips
TRAINING CALENDAR
Ongoing OhioBuys training is now scheduled through December 2021. See the below schedule for a list of upcoming sessions. Users can register for these sessions directly in OhioLearn if they were unable to previously attend OhioBuys training or if they would like a refresher course on a particular topic. If your agency has a topic request for training, or needs solicitation and/or contract training, please notify the project at: OPS.TrainingAcademy@das.ohio.gov.
OFFICE HOURS AVAILABLE
For any office hours appointments November 22-24, please follow the current directions on the website.
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 full hour or half-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 – Navigate to: OhioBuys Office Hours (office365.com)
3 – Select if you would like a full hour or half-hour appointment and then select a day, time, and an available trainer. There are 2 appointments available for every hour and half-hour time slot. Appointments are available on a first come first serve basis.
4 – Enter your Name and Email. In the box titled “Please describe in detail the topic or issue you would like to cover in this OhioBuys office hours session.” be sure to include details regarding what you like assistance with (e.g., a specific solicitation, quick quote, etc.).
5 – Click Book to complete your reservation and receive an Outlook/Teams confirmation appointment. Invite anyone from your team you would like to have involved in this session.
6 – 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
ITEM SHEET
This contains more specific information, including the details around the Suppliers that have the item within their catalog for purchase (e.g., Dell Latitude laptops are sold by Supplier A, B, and C for X price). An item is always attached to a 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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