Changes to Buckeye Buy are now live! The job aids associated with ordering goods and services are now updated in the Supply Chain section of the Administrative Resource Center (ARC). For a list of updated job aids, view the list in a previous NewsLink article .
Now that we are live with the new ordering process, there are a few reminders to share including a comparison of the former requisition process with the new requisition process via the Workday Requisition Crosswalk and a few recorded demos of the new process. See the full NewsLink post for these details and more.
As part of the project to move ordering within Workday, Buckeye Buy ordering will be unavailable on Saturday, May 6 , from 6 p.m. to 10 p.m. prior to the May 8 go-live. The downtime does not affect par orders or deliveries.
Health System Supply Chain users should note important information contained in the full NewsLink article.
One of the changes associated with the move to ordering of goods and services into Workday is with requisition sourcing rules. Starting on Monday, May 8 , when you create a requisition for multiple goods, some may be fulfilled from inventory, instead of from an external supplier. The intent behind these sourcing changes is to use any inventory on hand first before ordering more from the external supplier.
The experience of ordering from inventory should be no different from ordering through an external supplier. That said, one anticipated benefit of fulfilling from inventory is a requester receives a notification when backorders occur. See the full NewsLink post for details.
Multiple job aids in the Supply Chain and procurement space will be updated on May 8 to accommodate a new enhancement to Workday ordering that reduces the clicks needed to place an order. See the full NewsLink post for the job aids list.
In order to improve the Workday purchasing experience for end users, on Monday, May 8, the SC99999 spend category will be renamed from:
OFFICE USE ONLY - Do Not Change (SC99999) to *Do Not Know (SC99999)
This renaming allows for this spend category to default as the first selection option when Spend Categories are searched in transactions.
Please note, Service Center employees and Health System buyers will continue to verify that the correct spend categories are applied to non-catalog requisitions as a part of requisition processing. There are no changes to the approval process.
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 FY24 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 not be future dated . University funded blanket requisitions should align with the July through June fiscal year calendar.
FY24 blanket order requisitions must be received by Central Purchasing between Monday, April 17 and Friday, June 30 to allow for adequate processing time.
Please review the full NewsLink article for more details about Blanket Order guidelines.
Water Service blanket purchase order information for FY24 (July 1, 2023 to June 30, 2024) is now available. Annual office water service purchase orders to Magnetic Springs (5 Gallon water service and water filtration units) must be placed outside Buckeye Buy and must be a single-line blanket type purchase order. Please do not create a create a separate line to contain the $0.00 charge for the 5 gallon water dispenser. See the full NewsLink post for FY24 the pricing.
We are less than a month from being able to order goods and services directly in Workday. Here are steps you should take to prepare for this transition:
Confirm/Update your default work space. “Work Space” is used as your deliver-to address for orders. It must include a floor and room number. If your work space is not correct or complete, you cannot submit the requisition. View the post on how to confirm and update your work space which was shared earlier this year. Add the “Requisitions” app to applications section. This app shows you the status of orders placed for you and on your behalf. See the full NewsLink article for steps on how to add the Requisitions app. Confirm/Request access to other companies as needed for your position.
Note that Supplier contracts are now company-specific. If you need access to view supplier contracts for other companies, submit an access management request for the companies needed. For more information on this change, read the earlier post which was shared in a prior edition of NewsLink.
A Catering Service line has been added to most of the drop-off service catalogs in the Catering Marketplace. This will allow users to enter a one-line order for event food, beverages, disposables, etc. as quoted by the supplier. Rooster’s, Chick Fil-A, and Mazah Mediterranean Eatery catalogs do not include this line yet but may in the coming days.
Contact The Marketplace Team at BF-Marketplace@osu.edu with questions about the Catering Marketplace.
