A new asset type of “Vehicles - TTM” is now available that should be used for new or used fleet motor vehicle purchases and leases. This excludes off-road vehicles. Any vehicle that does not fit into this category should use the asset type of “Vehicle."
The next Finance Office Hours session will be held from 1 - 2 p.m. on Tuesday, September 28. The focus will be on Spend Categories and Retreat Updates. Use the MS Teams link to join. The MS Teams link will also be emailed to the Cost Center Manager mailing list.
Below are several updates for Finance and Supply Chain reporting.
"In Progress Business Process by Cost Center" report has been enhanced
Spend Authorizations that still require Business Operations Center Rep or Grant Operations Center Rep review will now display on this report. Expense Report Cost Centers now can pull cost centers used in itemized details.
"Miscellaneous Payment Request – OSU" Report
The "Find Miscellaneous Payment Requests" Report will be decommissioned this week and be replaced by the "Find Miscellaneous Payment Request – OSU" report.
Specific enhancements in the new report will include:
"Cost Center Hierarchy" added as a search prompt "Worktags used in the transaction" have been added as a search prompt Report output now contains all financial worktags that can be used in the transaction
Sources and Uses Reporting Suite
Reporting defaults for "Budget Plan Name" and "Forecast Name" have been updated to FY22.
Workday users who support multiple funding sources or change funding worktags commonly on procurement requisitions can take advantage of the “Create Requisition Worktags Templates” in Workday. These Worktag templates can be used during the checkout process of a requisition. Refer to the Create and Use Requisition Templates help documentation in the Administrative Resource Center (ARC) for more information.
The template to upload journal entries via Enterprise Interface Builder (EIB) has been updated as of 5 p.m. on Wednesday, September 15. You must use the new EIB template available in the Administrative Resource Center as the previous template is no longer supported.
The change includes the addition of a “Central Correction No ACP” option in the template’s journal source drop-down menu. This journal source is to be used by a few users already identified on the central accounting team for correcting entries that do not need the grants ACP process run or a non-OSP transaction correction that needs to bypass custom validations.
Additional Approvers for requisitions, purchase orders, supplier invoice requests, miscellaneous payments, spend authorizations, and expense reports have been updated.
Senior Fiscal Officer and Senior Leader roles are no longer constrained by Cost Center (anyone in roles can be picked when needed regardless of Cost Center on the transaction). Principal Investigator and Co-Principal Investigator (both unconstrained) are now available. New role for Additional Administrative Approver (unconstrained) for additional ad-hoc approvers when needed. This should only be used when the additional approver is not in the standard workflow for the transaction. Assignment to Additional Administrative Approver should be requested through standard access request process in ServiceNow.
Two journal-related items in the Administrative Resource Center (ARC) have been newly added or revised.
The System-generated Journal Source Guide shows the operational journal source name and the type of data that is posted automatically by the system once a business process is complete. This helps with analyzing data for use with reporting.
The existing Journal Source Quick Reference Guide has been renamed Manual Journal Source Quick Reference Guide . Its purpose is to help users determine which journal source is appropriate when working with manual journal entry.
The Office of the Controller and the Enterprise Business Solutions (EBS) team are aware that open purchase orders in previous fiscal years may not have rolled forward into fiscal year 2022 to fully reflect encumbrances. The teams are working to determine the root cause and to find a resolution. They will provide updates when available. Questions or concerns, please reach out to CTL-FDMRequests@osu.edu .
If you create EIBs to mass load data into Workday, you may find the newly published Complete an Enterprise Interface Builder (EIB) Template job aid helpful. Key concepts include how to structure a transaction using spreadsheet key and row ID (with common examples), the general process for uploading an EIB template to Workday once it’s prepared, and how to troubleshoot failed uploads. Use this job aid, found in the Finance section of the Administrative Resource Center , in conjunction with the task-specific EIB templates you use to upload data.
The "General Funds Balance" report will be decommissioned on August 2, 2021, in Workday. The report is being replaced with the "Equity Balances by Balancing/Carry Forward Worktags" report. This new report can be used to check balances in unique worktag combinations that close to equity. If you need to see additional worktags that are non-balancing/carryforward OR ledger account detail, you can view the Financial Balances Summarization Report in Tableau . ( https://dataviz.rae.osu.edu/#/views/TableauFinancialBalancesSummarization/FinancialBalancesSummarybyWorktagsbyLedgerandIndexes )
