Beginning Thursday, October 24 , two new fields will be added at the header level of a requisition. These new fields are "Freight" and "Other Charges." This change will allow end users to account for any freight or additional handling charges noted on a quote without adding a line item to the requisition. Amounts entered in these fields will carry over to the corresponding purchase order to allow for invoice matching. Please note, the freight and other charges amounts will add to the purchase order encumbrance and will liquidate once invoiced.
Several reports will have two new columns added to the output of the report, one for "Freight" and one for "Other Charges." These changes are related to the ability to add these amounts to the header of a requisition. The reports updated are listed in the full post.
Two supplier invoice matching rules will be updated on Thursday, October 24 . The changes detailed in the full post will be made for the University only.
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.
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.
Blanket orders are used for transactions that occur very frequently (daily or multiple times a week), have a high variation of product types, have undetermined timing, and are not available in Buckeye Buy.
All FY25 UNIV blanket purchase orders must be issued outside of Buckeye Buy. Requestors should select the “blanket purchase order” requisition type and complete the request per the Create a Blanket Purchase Order job aid found in the Administrative Resource Center (ARC). Please note , the "Request Date" of the requisition should reflect the date the requisition is created and should not be future dated . University funded blanket requisitions should align with the July through June fiscal year calendar.
Monthly service orders (formerly term orders) for uniform service, pest control, office coffee and water service, floor mat replacement, lawn care and snow removal should also be issued on service line blanket requisitions, outside of Buckeye Buy.
Accounts Payable advises users to include the service to be provided and frequency in the description line of the requisition. It will also be helpful to include the expected term agreement details in the memo to supplier field (example, $50.00/month for 12 months).
Reminder: Encumbrances for blanket purchase orders associated with fiscal year 2025 will first post to fiscal year 2024 until a manual job is run at month-end to move the encumbrance into fiscal year 2025. The process will look for any blanket purchase orders created after April 15, 2024 .
Please do not begin entering FY25 blanket purchase orders until Monday, April 15 . More information and detailed instructions on creating FY25 blanket purchase orders will be posted in a future NewsLink article. As a reminder, blanket POs should only be used on a fiscal year basis for the fiscal year it is intended for (unless otherwise noted with a service end date).
New “stand-in” supplier called “SIR New Supplier Request - SPL-0000012” was created to aid end users in submitting payment requests via "Supplier Invoice Request" when a new supplier is being requested.
An update has been made to the notification that is sent following approval of a Spend Authorization if a cash advance is included. Spend Authorizations that include cash advances will now receive an alternate notification with content specific to cash advance policies.
The "Miscellaneous Payment Request" business process has been modified to route Petty Cash/Human Subjects associated with Office of Sponsored Program (OSP) Grants to the OSP accountants.
Accordingly, "Business Process Approval Times - Miscellaneous Payment Request Details" and "Business Process Approval Times - Miscellaneous Payment Request Summary" have been updated to reflect the new security role in the approval process.
