Based on user feedback, additional clarifying information is being provided about several financial reports.
Customer Invoice Lines with Cost Center - Report to help reconcile accounts receivable at cost center level.
This report will provide units the ability to manage accounts receivable for Customer Invoices (external billing). The report provides customer payment information, receivables aging, and invoices in collections. The report can be generated at a cost center or balancing unit level as well as hierarchies.
Find Internal Service Delivery Lines by Cost Center - Report to review Internal Service Delivery with line memo details which helps for reviewing by cost center or cost center hierarchy.
This report will provide units with the tools needed to reconcile their internal purchased goods or services. Use of the date prompts will allow units to define the monthly period for reconciliation. The report can also be run by Internal Service Provider (ISP) .
Requisitions for Internal Suppliers ISD - Report to review requisitions and purchase orders associated with ISDs. New fields include Gift, Assignee, and Expenditure Treatment.
This report is for use by Internal Suppliers and is needed to create the ISD entry. The report provides the worktags and funding sources for the ISD line entry. In addition, the report provides the requisition number that can be added to the ISD memo line for audit purposes and reconciliation.
It's important to remember that the unique identifier (i.e. Tax Identification Number, SSN) must have dashes in the correct location "Identification #" on the Tax Information tab within the Miscellaneous Payee setup.
Please do not update a Miscellaneous Payee from your Inbox, instead use the find and edit functionality. Read the Find and Edit a Miscellaneous Payment Payee - UNIV and OSUP job aid within the Administrative Resource Center for more details.
This is a reminder about the correction process for units receiving internal charges via Internal Service Delivery (ISD).
For incorrect worktags, please complete a cost center journal entry to correct the posting and notify the Internal Service Provider (ISP) to update the worktags for future postings (i.e. UniPrint, etc.).
For incorrect internal charge amount, please contact the ISP who will correct the amount charged as they deem appropriate.
Please do not cancel or change any ISD that has been approved and posted.
When gift worktag values are created, the Senior Fiscal Officer and Cost Center Directors now receive a Workday notification in addition to the Cost Center Managers.
In order to convert equity most accurately from a Financial Statement perspective and ensure all balances tie back to the college or unit where the current state fund is "owned," the decision was made to convert all revenue and expense accounts (non-GFSA and non-OSP funds) using owner org. To help translate PeopleSoft data on ledger org instead of owner org to obtain cash balances, both an Income Statement and Ledger Org report have been built. A new report has also been added to include spend and revenue categories. The reports are available in the Reporting and Analytics Environment (RAE) . Please direct any questions regarding the reports to CTL-BusinessProcesses@osu.edu .
General funds were consolidated in Workday into FD100. Additional worktags are used to break out the needed granularity. Checkout the general funds mapping document (log in may be required) within the Administrative Resource Center (ARC) to see those details. Since there was inconsistent use of the legacy general funds across units, the converted detail is not always at the detail available when actually transacting in the system. Questions can be directed to CTL-FDMRequests@osu.edu .
Workday cannot generate a Journal ID until the journal is actually submitted. The "Find Journals – OSU report" should be used to search for these journals. In the prompts, you can run on the status of "Created" and add your name in the "Originated by" prompt. Questions can be directed to CTL-FDMRequests@osu.edu .
As a reminder for May Period Close, only the University blank book code deadline will be extended by one day (deadline will be Tuesday, June 8). However, the OSU Physicians and Health System will continue to close their books on day 5. Any intercompany transactions (including FD108 transactions) will keep the same deadline and will need to be posted by day 5.
It’s known that Workday users are experiencing workflow issues while attempting to edit a transaction in workflow or after approval. The Enterprise Business Solutions (EBS) team is working with Workday on a long-term solution. For the interim, please use the tips listed below.
When a transaction is in workflow, approvers and service centers should add attachments and make comments from their Inbox view. This is typically when users first encounter a transaction that requires their attention. After approval, when users need make updates, such as add an attachment or leave comments, they can use the “edit” feature of the transactions related actions. Be aware that these edits will re-trigger the approval workflow if the “Submit” button is clicked. A way to tell if you will re-start workflow is if you click “Submit” option vs. the “Approve” or “Save for Later” option to complete your work. On a requisition, if you wish to add a comment, but not Approve or Send Back, you can edit the Requisitions, add a comment in the Activity Stream, click “Post” and then leave the transaction without taking further action. When “Save for Later” is used, the transaction will fall out of everyone else’s inbox for that step in the workflow.
A new validation is in place that requires the "Asset Class" and "Asset Type" fields to be populated upon asset registration. It is important that these two fields are not populated when maintaining asset shares because it removes the already populated information from the primary asset. This will enable to the audit process to be completed more efficiently.
