A new university-wide contract for Entertainment Services was recently awarded to nine suppliers. The Sourcing Team pre-negotiated rates, discounts, and terms with suppliers for use by Ohio State as part of a competitive Request for Proposal (RFP).
The suppliers include A-Roc Entertainment, Beat Squad Entertainment, Buckeye Photo Booth, Concentrated Studios, Crowd Movers, Everything But The Mime, Neon Entertainment, Premier Entertainment Ohio, and SuperGames.
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.
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.
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.
Enhancements have been made to the "Find Requisition Summary - OSU" and "Business Processes Awaiting Action - Requisition Detail" reports. New report fields that have been added to the output of each report are specific to requisitions with new supplier registrations. The new fields include those listed below.
Date First Email was Sent to Supplier Date Second Email was Sent to Supplier Date Application was Received from Supplier
Additionally, "Requisition Sourcing Buyer" has also been added to the output of the report "Business Processes Awaiting Action - Requisition Detail."
A new Supplier Invoice Business Process for Capital Expenses job aid (login required) has been published in the Administrative Resource Center (ARC) for University Company users. It provides instructions for how to determine if a supplier invoice will be capitalized and to what ledger account it will post.
The go-live date for matching validation rules on the entry of internal supplier invoices has been paused. Initial go-live was to occur after FY24 year end. The original details shared earlier are listed below.
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The new validation rules will have the requirements listed below.
Invoices will need to match purchase order unit cost lines to ensure rates are accurate and agree to what was approved on the PO.
Invoice totals will need to be within a $300 tolerance of the approved PO amount, otherwise the invoice will need revised or canceled and a change order must be completed.
The matching validations will help prevent compliance issues on the front end when billing grants internally, though the validations will apply to all internal transactions and not only grant transactions. We highly encourage those uploading internal supplier invoices via EIB to upload the EIB in the OSU3 business tenant first to identify and correct potential errors (invoices in draft status) before submitting in Workday. Please see the EIB for internal order billing job aid found in the Administrative Resource Center (ARC) for more information. If an EIB with errors is loaded to production inadvertently, please run the "Find Supplier Invoices- OSU" report to find invoices loaded in "draft" status that need to be resolved and submitted.
As of Friday, May 31 , all internal supplier invoices tied to a blanket purchase order and the Office of Sponsored Programs (OSP) Grant Hierarchy will route to the Grants Shared Service Center for review. This review is to help ensure that grants are charged only approved internal billing rates, comply with the grant agreement, and have appropriate supporting documentation. If there is not adequate detail to support the charges, the Grants Shared Service Center will be sending back the transactions.
Invoices will need to match purchase order unit cost lines to ensure rates are accurate and agree to what was approved on the PO.
Invoice totals will need to be within a $300 tolerance of the approved PO amount, otherwise the invoice will need revised or canceled and a change order must be completed.
The matching validations will help prevent compliance issues on the front end when billing grants internally, though the validations will apply to all internal transactions and not only grant transactions. We highly encourage those uploading internal supplier invoices via EIB to upload the EIB in the OSU3 business tenant first to identify and correct potential errors (invoices in draft status) before submitting in Workday. Please see the EIB for internal order billing job aid found in the Administrative Resource Center (ARC) for more information. If an EIB with errors is loaded to production inadvertently, please run the "Find Supplier Invoices- OSU" report to find invoices loaded in "draft" status that need to be resolved and submitted.
As part of fiscal year-end planning, the annual supplier inactivation project will be transacted in Workday. There are 4,287 supplier candidates to be inactivated. These are suppliers with no invoices or purchase orders in the last thirteen (13) months. This analysis and review were performed by team members from Campus, Office of Sponsored Programs, and Wexner Medical Center. If you have any questions, contact Supplier Maintenance at BF-PRSM-WEBFORM@osu.edu .
