Revised:10/07/2024 

Finding a Pcard merchant's Supplier ID

• https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > Nav Bar> Menu > Purchasing > Procurement Card > Reconcile > Reconcile PCard Statement

1. Click Clear.
   • The Reconcile Statement Search page provides default Transaction Dates . If the cardholder has pending transactions from before the default transaction date period, the transactions will not display.
2. Enter the desired Search parameters.
   • Do not search by Transaction Number, Sequence Number, Line Number, Billing Date, Budget Status, ChartField Status, or Charge Type.
     1. Enter the employee's ID number in the Employee ID  field OR click the Look Up  icon to search for the employee’s name.
        1. To search by name enter it with no spaces and with a comma (e.g., Smith,Joe).
        2. Leave the employee ID blank to retrieve all transactions for all cardholders.
     2. Enter Business Unit.
     3. Enter Merchant.
        1. Partial Merchant name can be used if the Exact Match  checkbox is unchecked.
     4. Select "Staged" from the Statement Status dropdown.
        1. There are ONLY four Statement Status (stages) field options recognized in OAKS FIN:
           1. Staged: Transactions from the Pcard issuer are loaded into OAKS FIN and await reconciliation. Always use this option when searching for new transactions.
           2. Verified: Pcard transaction has been reconciled and is awaiting approval.
           3. Approved: The ChartField string has been entered and the approver changes the status to "Approved."
           4. Closed: Pcard transactions have been approved, voucher created and/or payment(s) issued.
     5. Enter Transaction Dates.
        1. The Transaction Date is the date the merchant "swiped" the Pcard through their credit card machine.
     6. Enter Posted Dates.
        1. The Posted Date is the date the bank receives the transaction from the merchant, usually 2 days after the transaction date.
     7. Enter Rows Per Page.
        1. Search results will display 9 rows per page.
     8. Click Auto Save When Scrolling Through Chunks checkbox.
        1. When selected, any changes made to existing transaction lines will be automatically saved without a warning message when scrolling through chunks. Users can get through quick updates and proceed to the next chunk without having to click through a save warning message. When deselected, the user will receive a save warning message when scrolling if any of the current data has changed.
3. Click Search.

• The Procurement Card Transactions page displays the transactions sent from the Pcard issuer for this Pcard holder.

4. If the Supplier ID is not populated on a line, click on the Supplier ID lookup .
5. Enter the Short Supplier Name.
6. Click Look Up.
7. If the correct Supplier can be identified in the search results , choose the Supplier.
8. If the correct Suppler cannot be identified open a new window.
9. https://ohid.ohio.gov/wps/myportal/gov/myohio/ > Financials > Nav Bar> Menu > Suppliers > Supplier Information > Add/Update > Review Suppliers

4. Various options are available to search for the Supplier ID.
   • If the TIN is known enter the TIN number.
   • Change the Supplier Name dropdown to "contains" and enter part of the Supplier Name .
   • Change the Address dropdown to "contains" and enter part of the Address .
5. Click Search.

• Searching with these parameters should help locate the correct Supplier.
• Not all Pcard merchants are State of Ohio Suppliers.