Strategic Goals and Benefits
Ohio|Buys is the State of Ohio’s online purchasing solution that empowers both government buyers and interested suppliers. Ohio|Buys leverages innovative technologies to increase efficiency, opportunities, and participation with businesses in Ohio.
Operated by the Ohio Department of Administrative Services, Ohio|Buys is currently available to a dozen State agencies and additional State requisite programs. Ohio|Buys will continue to grow, expanding to include other State agencies, State requisite programs, local governments, and higher education institutions.
CONTACT US: Email the Project Team | Find your Agency Administrators | Contact Help Desk Support
LEARN MORE: Ohio|Buys Fact Sheet | FAQs - General Overview | FAQs - Buyers
Ohio|Buys for Agencies
Starting in 2016, the State of Ohio looked to secure a procurement-specific software solution to work with the OAKS Financial solution providing a comprehensive suite of tools for buyers and suppliers.
Ohio|Buys provides the primary platform for agency employees to perform procurement activities including purchasing goods and services provided by supplier partners, releasing bid opportunities and manage contract events.
The project team is currently focused on a series of enhancements as well a working towards the next release.
Welcome to Ohio|Buys!
1. If you are part of our 12 Early Adopter Agencies, please contact your Agency Administrator for the New User form.
2. In addition, view our informative videos to learn more about Ohio|Buys. Please direct any questions to your Agency Administrator.
3. Once you are confirmed as a registered Ohio|Buys user, please visit MyLearning on MyOhio to take and receive credit for Ohio|Buys Training.
Welcome Ohio|Buys Users
IMPORTANT NOTE: Currently, Ohio|Buys supports Pcard users and purchases from Requisition through to Purchase Order. Additional procurement functionality will be integrated into the solution in the next release.
1. View informative videos to become familiar with Ohio|Buys. If you have questions, please contact your Ohio|Buys Agency Administrator.
2. The best way to ensure you are ready to use the Ohio|Buys is to take training courses and refer to corresponding Job Aids.
3. If you have assistance with Ohio|Buys, please contact the Ohio SharedServices Help Desk via the contact information listed below:
Ohio|Buys Agency Administrators
The Ohio|Buys Agency Administrators are here to help you each step of the way. From our Early Adopter Agencies, the Agency Administrators can guide you through how to find answers to common questions about Ohio|Buys and offer assistance on how to get help when you need it.
Please review the table below to find the Administrator(s) for your Early Adopter Agency.
Early Adopter Agency Administrators
Ohio|Buys Agency Training Resources
Agency training video and job aids can be found by selecting "Agency" button in our Training Tab.
Ohio|Buys Helpful Hints
Still having trouble after training? Don't have time to watch a full video demo? Navigate to the Helpful Hints tab you may find a helpful hint for your problem.
Visit the Training tab above to access training material.
Contacting Project Team Members
Help Desk Support
Issue identification and resolution is important to the Ohio|Buys team.
Please report issues to the Ohio Shared Services Help Desk via the contact information listed below:
Updating an Address for an Agency in Ohio|Buys
As an Agency, if you have a building or location address that needs to be added to OAKS (to then transfer into Ohio|Buys) please use the following form and submit it to:
Agency Address Update Form
Ohio|Buys for Suppliers
Ohio|Buys provides the primary platform for Supplier partners to engage in procurement activities with the State of Ohio. Ohio|Buys also provides an online shopping platform for State users to purchase goods and services provided by supplier partners.
The project team is currently focused on reaching more bidders and suppliers to register in Ohio|Buys.
Issue identification and resolution is important to the Ohio|Buys team. Please report issues to the Ohio Shared Services Help Desk via the contact information listed below:
SUPPLIER QUICK LINKS: Supplier-Managed Catalog Template | Punchout Details Spreadsheet
As you get started, please do not hesitate to contact the State with any questions or concerns. Specific questions regarding the types of catalogs, catalog templates, and order transmission options can be directed to the catalog enablement team:
Ohio|Buys Supplier Training Resources
Supplier training video and job aids can be found by selecting "Supplier" button in our Training Tab.
Ohio|Buys can accommodate both Punchout and Hosted Catalog Options.
A punchout catalog is a catalog available on an electronic commerce website that is maintained by the supplier. In this case, these catalogs rely upon a series of cXML documents exchanged simultaneously between Ohio eProcurement and the supplier’s punchout-enabled system.
Shoppers utilize a punch-out catalog by leaving the Ohio eMarketplace and “punching out” to the supplier’s website, choose which items are needed, and then return or “punch back” into eMarketplace to complete the requisition and ordering process.
A hosted catalog (in Excel spreadsheet format) is uploaded by suppliers into Ohio eProcurement and maintained by the State and the supplier. Shoppers access a hosted catalog in the Ohio eMarketplace, add items to their cart, and complete the requisition and ordering process. Once you identify the type of catalog you will be using, please follow the instructions below for either Punchout or Hosted catalogs.
Punchout Catalog Setup
To begin the punchout catalog setup process, please:
If you would like to discuss your company’s capability to provide a punchout catalog, please let me know and I will work with our catalog enablement team to arrange a call.
Hosted Catalog Setup
To begin the hosted catalog setup process, please complete these three steps:
Use the checklist below to verify you have completed all the steps.
Hosted Catalog Setup Checklist
Order Transmission Options
Lastly, regardless of the type of catalog you are using, please indicate your preferred method for receiving orders from Ohio eProcurement. There are several options available:
The State of Ohio is eager to help you learn more about Ohio|Buys. For questions related to catalog enablement please contact:
Ohio|Buys Training for Agencies and Suppliers
Training for Ohio|Buys Agency users is based on your agency role and and job function. Agency training methods include instructor-led training, web-based training, job-aids and more.
The Supplier training method is online/web-based. All Supplier training can be found in the "Supplier" tab below.
Ensuring you feel prepared to navigate and use Ohio|Buys is a top priority. Web-based training (WBT) is provided to each Ohio|Buys user. You may access WBT videos via your MyOhio page. Your agency's Learning Management System (LMS) will automatically appear in the My Workspace > Dashboard section of MyOhio.
If you do not see your courses listed in your LMS, please contact the Ohio Shared Services help desk: Phone: 614-338-4781 or 1-877-OHIOSS1 (1-877-644-6771) or Email: firstname.lastname@example.org
Job Aid Catalog
Job aids and learner guides have been created to provide step-by-step instructions on how to complete various tasks within Ohio|Buys. Job aids are 1-4-page documents that provide step-by-step instructions and screenshots on how to complete a particular task within Ohio|Buys, while learner guides provide an overview of an end-to-end process and include a collection of the most frequently used job aids for that process.
In addition to these materials, please refer to the bottom of this page for details on how to access web-based training materials for Ohio|Buys and which web-based courses to take by the following roles:
1. GENERAL NAVIGATION
2. PURCHASE REQUISITIONS
To become familiar with creating, submitting, and approving purchase requisitions, we recommend bookmarking and reviewing the Working with Purchase Requisitions in Ohio|Buys Learner Guide. This guide provides you with step-by-step instructions on creating, reviewing, approving, and managing purchase requisitions in Ohio|Buys. The instructions in this guide are designed to cover the most common types of purchase requisitions, but please refer to the job aids listed below for additional scenarios and instructions.
Working with Purchase Requisitions in Ohio|Buys Learner Guide
Creating and Submitting Purchase Requisitions
Additional Purchase Requisition Functions
3. APPROVING PURCHASE REQUISITIONS
5. RECEIPTS AND RETURNS
6. QUICK QUOTES
A quick quote (i.e., three bids and a buy) is a standardized, simplified solicitation process that encourages additional competition and replaces the State's existing quoting practices. A quick quote needs to be completed in Ohio|Buys whenever a line item in a purchase requisition references a State Term Schedule (STS) contract or contains over $2,500 in non-catalog items for a Supplier. To become familiar with the Quick Quote process in Ohio|Buys, we recommend bookmarking and reviewing the Managing Quick Quotes in Ohio|Buys Learner Guide. This guide covers the activities related to creating a quick quote in Ohio|Buys, identifying and inviting Bidders and/or Suppliers, reviewing and comparing quotes, making awards, and updating associated purchase requisitions.
Managing Quick Quotes in Ohio|Buys Learner Guide
Creating and Releasing Quick Quote Solicitations
Uploading a Supplier’s Response
Analyzing and Awarding a Quick Quote Solicitation
7. REPORTS AND QUERIES
8. SUPPLIER MANAGEMENT
9. CONTRACTS AND CATALOGS
To become familiar with creating contract and managing catalogs in Ohio|Buys, we recommend bookmarking and reviewing the Managing Contracts and Catalogs in Ohio|Buys Learner Guide. This learner guide covers the activities related to creating a new or amending an existing contract shell, importing a contract's associated price list, and making updates to hosted catalog items.
Managing Contracts and Catalogs in Ohio|Buys Learner Guide
Creating a Contract Shell
Uploading a Hosted Catalog
Enabling a Hosted Catalog
Web-based training (WBT) is also available for each Ohio|Buys user. You may access WBT videos via MyOhio via your Learning Management System (LMS). Your agency's LMS will automatically appear in the My Workspace > Dashboard section of MyOhio. The following WBT courses are currently available for Ohio|Buys:
Accessing and Navigating Ohio|Buys
This course details walks through how State users access, navigate, and browse Ohio|Buys.
Bidder Registration and Reviewing EOD Documentation
This course details how EOD Compliance Specialists can review and approve EOD statuses in Ohio|Buys.
Submitting Goods and/or Services Requests
This course details how infrequent Requesters and Requisitioners can submit goods and/or services requests in Ohio|Buys.
This courses details how frequent Requesters and Requisitioners can create and submit purchase requisitions in Ohio|Buys.
Creating Blanket Orders and Adding Subscription/Milestone Terms
This course details how frequent Requisitioners can create blanket orders and add subscription or milestone terms to purchase requisitions in Ohio|Buys.
Reviewing and Updating Purchase Requisitions
This course details how Requisitioners will review and update Requester submitted purchase requisitions in Ohio|Buys.
Approving Purchase Requisitions
This course details how reviewers and approvers can review and take action on submitted purchase requisitions in Ohio|Buys.
Reviewing and Managing Purchase Orders
This course details how Requisitioners can review and manage purchase orders in Ohio|Buys.
Creating and Awarding Quick Quotes
This course details how Requisitioners and Quick Quote Procurement Users can create and award quick quote solicitations in Ohio|Buys.
Creating Receipts and Returns
This course details how Requesters, Requisitioners, and Central Receivers can create receipts and returns in Ohio|Buys.
Creating and Managing Exceptions
This course details how State users will create and manage exceptions in Ohio|Buys.
Reviewing and Closing Exceptions
This course details how Contract Analysts and Procurement Managers will review and close exceptions in Ohio|Buys.
Creating and Managing Improvement Plans
This course details how State users will create and manage improvement plans in Ohio|Buys.
Creating and Finalizing Performance Evaluations
This course details how Contract Analysts and Procurement Managers can create and finalize performance evaluations in Ohio|Buys.
Completing Performance Evaluation Questionnaires
This course details how State users complete performance evaluation questionnaires in Ohio|Buys.
Creating and Managing Contracts
This course details how Contract Analysts can create and submit contract shells in Ohio|Buys.
Managing Hosted Catalogs
This course details how Contract and Catalog Analysts can manage and update Supplier hosted catalogs in Ohio|Buys.
Running and Accessing Reports
This course details how State users can run and access queries and analysis reports in Ohio|Buys.
Web-based training courses are listed by user role with required courses indicated.
ROLES: Requisitioner and Requisitioner (On Behalf Of)
ROLE: Quick Quote Procurement User
ROLE: Central Receiver
ROLE: Procurement Agency Approver
ROLES: Fiscal Agency Reviewer and Final Agency Approver
ROLES: Agency Admin and State Admin
ROLE: SME Reviewer
ROLE: Contract Analyst
ROLE: Catalog Analyst
ROLE: Procurement Manager
ROLE: EOD Compliance Specialist
Getting Started with Ohio|Buys
Ohio|Buys is the State of Ohio’s new online purchasing solution that empowers both government buyers and interested bidders and suppliers. To get started with using Ohio|Buys, we recommend attending a Supplier Training Webinar.
Supplier Training Webinars
Supplier Training Webinars are offered weekly on Friday at 10:00 AM and 2:00 PM EDT.
To join a webinar, choose the date and time you would like to attend and follow these steps:
Friday, May 22
Join Ohio|Buys Webinar #33
Join Ohio|Buys Webinar #34
Friday, May 29
Join Ohio|Buys Webinar #35
Join Ohio|Buys Webinar #36
Ohio|Buys Supplier Training Webinar Deck
Bidder and Supplier Learner Guide
In addition to the Supplier Training Webinars, we also recommend bookmarking (making a favorite) and reviewing the Bidder and Supplier Learner Guide. This guide provides you with step-by-step instructions on how to access and navigate Ohio|Buys, as well as how to manage your company’s profile and the contacts that have access to your company’s account.
Supplier Training Videos
The links below provide short video demonstrations for suppliers to become familiar with Ohio|Buys.
Link to Video
Accessing and Navigating Ohio Buys for Existing Suppliers
Instructions on how to access Ohio|Buys as an existing supplier and manage your company’s profile.
Accessing and Navigating Ohio Buys for New Bidders
Instructions on how to access Ohio|Buys as a new bidder and manage your company’s profile.
Reviewing Exceptions and Updating Improvement Plans
Provides an overview of the State’s new tools to evaluate supplier performance, document issues, and drive improvement.
Reviewing and Acknowledging Purchase Orders
Instructions on how to review purchase orders within Ohio|Buys, as well as how to send acknowledgement to the State on your intent to fulfill them.
Viewing and Responding to Solicitations
Managing Advanced Shipping Notices and Returns
Supplier Job Aids
Job aids are 1-4 page documents that provide step-by-step instructions and screenshots on how to complete a particular task within Ohio|Buys.
Create an Invoice from a Purchase Order
Instructions on how to review the goods and/or services that are offered by Suppliers in Ohio|Buys.
Ohio|Buys Helpful Hints
We continue to develop materials to help users as they are suggested. See below for more helpful tools.
Ohio|Buys Agency Newsletters
The Ohio|Buys Newsletter provides updates, helpful hints, training information and more.
Ohio|Buys 2021 Rollout
Ohio|Buys is being rolled-out in phases. The initial phase includes three releases with 12 Early Adopter Agencies from 2017 through the end of 2020. The next phase of the project will continue into 2021 and beyond to include the remaining Cabinet Agencies, then boards and commissions, non- superintendent agencies, higher education institutions, and local governments.
Ohio|Buys system functionality will include:
The project will then work with Higher Education and Local Governments on similar functionality as indicated below.
4200 Surface Road
Columbus, Ohio 43228
Wayne McCulty, Deputy Chief Procurement Officer
Community Rehabilitation Programs
IT Staff Augmentation
Procurement Compliance Checklist
State Term Schedule Guidance
Help and Reference Materials
for Agency Forms
for Supplier Forms