For those using the Requisitions app to start a new purchase, the landing page looks more streamlined with a recent Workday update. As of May 6, all forms of a purchase requisition can be launched from a single block called Ordering Methods. For a detailed description of the changes, review the new job aid in the Administrative Resource Center (ARC) .
Users of the Request Travel or Purchase app will continue to be directed to the form that collects Requisition Details before proceeding to make a purchase. The Requisitions app is available to all users. Use the ARC instructions to add the Requisitions app .
There are several recent supplier name changes in Buckeye Buy. The links shared access current contract details information and will eventually change with the new naming.
A new Inbox Filter for Workday was created April 28 for use on match exceptions, specifically within the CCH7 cost center hierarchy. This new match exception lookup is tied to the requisition line and requisition line distribution business objects. The naming convention for this filter is “XCF_EMI_Match_Exception_CCH7.” Instructions for using it appear in the Create, Edit and Apply an Inbox Filter job aid .
Once created, this filter should deliver results accordingly.
When creating a new inbox filter:
In the "Source External Field" area, enter the new calculated filter labeled: XCF_EMI_Match_Exception_CCH7. The relational operator should state, "any in the selection list," with the comparison type defaulting to "value specified in this filter." The comparison value field should be narrowed down to your specific CCH7 cost center area or needs.
For select Finance and Supply Chain business processes, if a user has more than one security role for approval at different steps in a process, one approval now applies to all approval steps. For example, a cost center manager who also holds the role of grant manager will only approve once. For future approvals, the previous approval will apply. The business processes listed in bullet points are impacted by this approve once change, which has been added to Workday production as of Friday, April 29.
In certain situations where transactions are split across cost centers and a previous approver is also a department leader, the department leader step may be skipped. In these cases, the department leader can be added back as an Additional Approver if required. The system capability to do this will be added on Friday, May 6.
Starting April 25, for those who order special order gases from the UNIV Gas Cylinder Warehouse, there are new instructions for Workday requisitions. This new internal supplier process will allow the orders to be emailed to the Gas Warehouse and will help streamline the process. These differ between on campus and off campus locations, so read carefully.
On Campus: Special order gases and special order hard goods should be ordered through non-catalog requests through new supplier Special Orders - UNIV Gas Cylinder Warehouse . Please continue to add the quote from Linde. A delivery fee should also be added to all special order hard goods (hoses, regulators, etc.) This can be found in the Buckeye Buy Catalog. Select the same new supplier, Special Orders - UNIV Gas Cylinder Warehouse , then search for “ DELIVERY-GAS .”
For Off Campus locations (e.g. Polaris Labs, New Albany, Gahanna, Hilliard, Upper Arlington, Regional Campuses except Wooster): For special order gases and special order hard goods, submit a Non-Catalog Request for the special order items from the new supplier, Special Orders - UNIV Gas Cylinder Warehouse . All orders - stock and special order gases and special order hard goods – require a delivery charge. From the Buckeye Buy catalog "Special Orders - UNIV Gas Cylinder Warehouse,” search for “ DELIVERY-GAS .”
For all locations, continue to order stock gas via the existing Buckeye Buy supplier, UNIV Gas Cylinder Warehouse .
In the "Source External Field" area, enter the new calculated filter labeled XCF_EMI_Requisition_Final_CCH7 . The relational operator should state, "any in the selection list" with the comparison type defaulting to "value specified in this filter" The comparison value field should be narrowed down to your specific CCH7 cost center area or needs.
Encumbrances for blanket purchase orders associated with fiscal year 2023 will first post to fiscal year 2022 until a manual job is run at month-end to move the encumbrance into fiscal year 2023. The process will look for any blanket purchase orders created after 4/18/22. It's also important to remember the FY23 UNIV Blanket Order Processing Time Period information shared earlier in the month.
New tips and tricks information is being added to the Business and Finance website which will provide users with an overview of business processes and a crosswalk to additional resources. The first item being added is Supplier Invoice Process Tips and Tricks .
