All FY22 UNIV blanket purchase orders must be issued outside of the marketplace. Requestors should select the “blanket purchase order” requisition type and complete the blanket request per the Create a Requisition to Procure Goods and Services job aid .
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 field (example, $50.00/month for 12 months).
Workday will be unavailable due to planned monthly maintenance on Saturday, April 10, from 2 a.m. to 10 a.m.
Kronos and external dormakaba time clocks will be available, but employees using Workday to clock in and out should enter their hours once Workday is available again.
Health System Supply Chain users should note important information contained in the full NewsLink article.
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.
Your FY22 UNIV Blanket Orders must be received between 4/1/21 and 5/31/21 to allow for adequate processing time .
On Saturday, March 13, the first of two annual Workday releases will take place. Named 2021R1, it is the first Workday release of 2021, and the first update since Workday go-live at Ohio State. Workday will be unavailable on Saturday, March 13, from 2 a.m. to 10 a.m. while the release is applied.
The most significant changes in 2021R1 are related to Payroll and affect campus biweekly employees who use Workday time tracking. A Workday 2021R1 job aid is available in the Administrative Resource Center (ARC) that explains the system changes. Additionally, the job aid has a section that breaks out changes by specific audiences, so you can quickly skim to see how you are affected.
Please note that information available about the 2021R1 update continues to develop and evolve over time, so it’s recommended to review the job aid frequently to stay apprised of the latest changes. The job aid will have a “last updated” date for reference. See the full NewsLink article for additional details.
Health System Supply Chain users should note important information contained in the full NewsLink article.
To ensure prompt and correct delivery of goods, Workday now verifies that the Deliver To location for a requisition includes a floor or room number. No action can be taken on a requisition if the Deliver To location fails this validation. The error message includes help text explaining why the action cannot be taken.
For new requisitions, this change is straightforward. Requesters will be unable to save or submit a requisition without an appropriate Deliver To location.
For requisitions in progress (any status except Successfully Completed), this new validation will prevent any action including updates, review, or approval from being processed if the Deliver To does not include a floor or room number. Help text is included in this instance as well although the fix may not be as clear. See the full NewsLink article for instructions on handling requisitions in progress.
A quantity error issue has blocked the ability to process multiple invoices against Blanket Purchase Order (PO) goods lines. To remedy this, a configuration change has been made in OnBase production to allow invoice processing for all existing Blanket POs.
In addition, the process to create new Blanket POs with goods lines has been updated as follows:
Set the unit of measure for goods lines as DOL Set the unit cost at $1.00 Set the quantity to equal the extended amount for the PO.
Example: On a $500 Blanket PO, the unit cost will be $1.00 and the quantity will be 500 DOL.
This update applies only to Blanket POs with goods lines. No update is needed for Blanket POs with service lines, as Workday recognizes the extended amount for these POs and posts invoices accordingly.
In Workday, if a transaction is split between two cost centers, approval will route to all Cost Center Managers (CCM) listed for both cost centers. The CCM who approves the transaction first is essentially approving it for all the cost centers. If those transactions involve multiple colleges and/or administrative units, the unit that initiated the transaction should approve the transaction and use the ad hoc functionality to ad hoc in the CCM of the other unit. Please note, that if the ad hoc approver sends it back, it will route back to the initiator, not the first approver. It will also route to the department leaders and service centers. The expectation is that the unit initiating the transaction should also be the unit that processes the transaction. Because of this process, it’s best practice to have a conversation with the involved cost centers before the requisition is submitted to confirm the agreement/process. Learn more, visit the Requisition - Approving a Requisition - Cost Center Manager job aid found in the Supply Chain section of the Administrative Resource Center (ARC) .
The process to request a new supplier in Workday has changed. When a campus employee requests a new supplier be added to the Ohio State Master Supplier List, they are asked to attach a completed Vendor Setup Form in Workday to their Workday non-catalog request. Attaching this form in Workday will not violate HIPAA, FERPA, or other data privacy requirements. The completed Vendor Setup Form provides Supplier Maintenance with the information they need to determine if it is appropriate to add the new vendor. If the supplier does not have access to a secure email to transmit the Vendor Setup Form, Ohio State provides Secure Email as an option.
Workday will be unavailable due to planned monthly maintenance on Saturday, February 20, from 2 a.m. to 10 a.m. Workday may be available sooner if the maintenance does not take the full 8 hours.
Kronos and external dormakaba time clocks will be available, but employees using Workday to clock in and out should enter their hours once Workday is available again. Health System Supply Chain users should note important information contained in the full article.
The steps for requesting goods and services from Ohio State Internal Suppliers are the same as those from external suppliers. First, search in Buckeye Buy to see if the internal supplier has a catalog. If there is no catalog available, change your requisition type from "Buckeye Buy" to "Non-Catalog Request" before submitting it to make sure your request is routed to the appropriate service center or buyer for review. Access the Business and Finance website to find a current list of internal suppliers with catalogs in Buckeye Buy, and instructions on how to search for these catalogs. Review the Administrative Resource Center's "Find Internal Suppliers by Catalog and Inventory Status" job aid for a list of Ohio State internal suppliers, including their supplier IDs and email addresses .
