During the week of September 9 , Ohio State will start utilizing the auto-close functionality provided by Workday for university purchase orders for goods. When a university purchase order for goods meets the criteria listed below, they will automatically close.
- Fully received: where all quantities ordered have been marked received in Workday
- Fully invoiced and paid: when all the quantities ordered have been invoiced and payments have all been issued to the vendors
This will only apply to purchase orders where these criteria are met after September 9. If your purchase order has already been receipted and fully invoiced/paid prior to September 9, they will have to be sent to the Service Center through the current closure process.
Please pay special attention when building/approving requisitions for goods lines to ensure that the quotes match the requisition. Contact the Service Center if you have questions on how to build requisitions.
During the evening of Thursday, August 29 , enhancements will be made to the internal order billing process to allow for negative invoice line amounts. Currently, refunds/credits to customers can only be accomplished using a cost center journal. Negative invoicing will replace cost center journals as the standard practice for issuing refunds/credits to customers.
Please note that due to a Workday constraint, the negative invoices will only get picked up for settlement once there is an overall positive total invoice amount for that internal supplier ID. Service line invoices will have to be refunded with negative service lines. Goods lines will have to be refunded by entering a negative quantity and the corresponding unit price to prevent PO liquidation issues. These updates will be reflected on the internal order billing job aid (login required) and will be discussed in the September Finance Office hours.
A new Inbox Filter for Workday was created August 7 for use on supplier invoice requests, specifically within the CCH7 cost center hierarchy. This supplier invoice request lookup is tied to the requisition line and requisition line distribution business objects. The naming convention for this filter is “XCF_EMI_Supplier_Invoice_Request_CCH7.” Instructions for using it appear in the Create, Edit and Apply an Inbox Filter job aid (login required). See the full post for more details on how to use this filter.
Below are details about recent and upcoming report changes.
"Find Supplier Invoice Summary - OSU" Report
The "Find Supplier Invoice Summary – OSU" report has been enhanced with two additional fields in the output of the report. The field names are "Invoice Reference ID" and "Supplier Reference ID."
Coming Soon: "Accounting Adjustment Status - OSU"
A new report will soon be released to combine the existing reports "Find Accounting Adjustments" and "Find Accounting Adjustment Lines for Organization" into a single report titled "Accounting Adjustment Status - OSU." The new report will include output from both of the existing reports as well additional columns to help end users identify where in the business process the transaction is awaiting action.
With the release of the new report, the old reports will be retired effective Friday, September 27 . If you have saved filters on these reports, please be sure to save those fields on the new report.
By the end of August, enhancements will be made to the internal order billing process to allow for negative invoice line amounts. Currently, refunds/credits to customers can only be accomplished using a cost center journal. Please note that due to a Workday constraint, the negative invoices will only get picked up for settlement once there is an overall positive total invoice amount for that internal supplier ID. Service line invoices will have to be refunded with negative service lines, and goods lines will have to be refunded with a negative goods line amount, including the quantity. This will discussed in the September Finance Office hours.
The "Positions for Planning" report will be updated the evening of Monday, August 12 . In order to pull in the new "Payroll Encumbrance Accrual Reversal" journal source data successfully, the “region” filter and column was removed from the report. This integration was created for FY24 year-end to fix the encumbrances for the last biweekly payroll of the year. Please note, the "Pay Component" and "Pay Group" fields will be blank for the "Payroll Encumbrance Accrual Reversal" journal source rows. Also, you can exclude biweekly pay period 14 (pay period ending 6/28/25 with a pay date of 7/11/25) from the report by using the Commitment Start/End Date prompts.
Please remember to take prompt action on in-progress or created journals before business day 5 of month-end close. This will help limit the high volume of transactions that the Controller's Office needs to move and/or cancel to close the period. Workday notifications issue a reminder to take action on journals on business day 4, and reminder emails are sent to the Cost Center Manager distribution list on day 5 as an additional reminder. The FY25 period close calendar can be found on the Controller's website for download .
There is a new Supplier Invoice Request course available in BuckeyeLearn that instructs users on how to create a Supplier Invoice Request. This 20-minute course reviews the Supplier Invoice Request process.
There is a Workday case open due to reported issues where journal EIBs are stuck in a queued status for a few hours before being created. If you notice that you are affected by this issue, please do not resubmit the EIB, as it will slow things down further and duplicate journals will be created that need to be cancelled. When this occurs, please be patient, the queued EIB journals eventually get created after a few hours and you will be able to submit them at that time.
To view the status of journal EIBs, navigate to your Workday inbox and click "Archive." The status of the journal EIB will show as "in progress" when it is processing, and "successfully completed" once the journal is created. Once created, you will be able to view the journal and submit it for approval.
