The new Expenses Hub is live within the Workday Menu options. The Expenses Hub is a central location for managing your expense-related tasks and transactions and will display transactions that require your attention. It is not intended to manage the Expense tasks and transactions that you have submitted on behalf of others as part of an administrative role. See the full post to review a quick video in BuckeyeLearn that shows how to access the new Expenses Hub and what is included in this new Workday resource.
All issues reported in the 5/15 Newslink related to Misc. Payment Requests have been resolved by Workday. Workday provided a fix that Ohio State has applied to correct all Misc. Payment Requests affected by this issue. These journals are all now posted in period 11 (no prior periods affected). Thank you for your patience. See the full post to read about the original issues.
All issues reported in the 5/15 Newslink related to Ad Hoc Bank Transactions have been resolved by Workday. Workday provided a fix that Ohio State has applied to correct all Ad Hoc Bank Transactions affected by this issue. All Ad Hoc Bank Transactions have now successfully loaded to Workday and journals are all posted in period 11 (no prior periods affected). Thank you for your patience. See the full post to read about the original issues.
To avoid potential accounting issues, the cut off time to approve any requisitions, supplier invoices, purchase orders, change orders, or expense reports is noon on Friday, June 30, 2023. It is highly recommended to have everything approved on Thursday, June 29, 2023. These activities may resume on July 1.
Starting at noon on Friday, June 30, 2023, the university will start a “roll-forward” process, which will run until the process is complete. System slowness may be experienced during this time. This process will automatically update the budget date to July 1, 2023, on all purchase orders, requisitions and supplier contracts with open commitments/obligations created before July 1, 2023. Any Commitments/Obligations based on the remaining balance, not yet invoiced, will be moved to FY 2024. Invoices matched to these POs and supplier contracts following the “roll-forward” will carry a July 1, 2023 budget date.
Please refer to the Unit Year End Checklist for other important year end timeline information and tasks that need to be performed. Please continue efforts to close out as many old items as possible to help with the roll-forward process.
The logic for Cost Center Hierarchy Level 6 and Cost Center has been updated to provide units with visibility to all Credit Card Transactions for their area, including those assigned to External Committee Members.
These fields and report prompts have been mapped using text fields to the Cost Center number and corresponding Cost Center Hierarchy Level 6 that was provided on the PCard Application instead of the Cost Center currently assigned to the Expense Payee or Card Manager for the transaction.
Create “My Lists” (Favorites) in Buckeye Buy - This functionality has been retired with the new Workday ordering process. Supplier- Round-trip set-up & Maintenance - Procurement Professional - This functionality has been retired with the new Workday ordering process. Create a Requisition Using the Requisitions Application - This information has been combined into the Create a Requisition to Procure Goods and Services job aid.
Changes to Buckeye Buy are now live! The job aids associated with ordering goods and services are now updated in the Supply Chain section of the Administrative Resource Center (ARC). For a list of updated job aids, view the list in a previous NewsLink article .
Now that we are live with the new ordering process, there are a few reminders to share including a comparison of the former requisition process with the new requisition process via the Workday Requisition Crosswalk and a few recorded demos of the new process. See the full NewsLink post for these details and more.
As part of the project to move ordering within Workday, Buckeye Buy ordering will be unavailable on Saturday, May 6 , from 6 p.m. to 10 p.m. prior to the May 8 go-live. The downtime does not affect par orders or deliveries.
Health System Supply Chain users should note important information contained in the full NewsLink article.
One of the changes associated with the move to ordering of goods and services into Workday is with requisition sourcing rules. Starting on Monday, May 8 , when you create a requisition for multiple goods, some may be fulfilled from inventory, instead of from an external supplier. The intent behind these sourcing changes is to use any inventory on hand first before ordering more from the external supplier.
The experience of ordering from inventory should be no different from ordering through an external supplier. That said, one anticipated benefit of fulfilling from inventory is a requester receives a notification when backorders occur. See the full NewsLink post for details.
