This is a reminder for earnings operations that every location that is selling a taxable product/service to external customers is required to have its own separate vendor's license . This only applies if you are making taxable sales to external customers. If only non-taxable items/services are sold, no vendor’s license is required. The Tax Office needs to review any vendor license registrations before submission, to make sure it is attached to our master vendor license (and thereby ensure the activity is included in our consolidated sales tax returns). Please send to salestax@osu.edu .
As a best practice, when using the Journal EIB process for multiple units on the same EIB, please create at least one journal for each college/unit with a separate header row and link the header key to all the lines. This practice avoids creation of large campus-wide approvals on the same entry which remain stuck in workflow due to send-backs. This allows the unit to approve only their entry. As an added reminder, the journal EIB can be used for cost share type activities which are not revenue generating. Departments must use the appropriate process for internal sales transactions, which is the new internal order billing process. Journals and transfers are not to be used for earnings/internal billing activity.
To match requirements outlined in the earnings operation policy, the Senior Fiscal Officer approval will now be required for all FDM requests that use the "New Earnings Operation" or "Edit Existing Earnings Operation" form types. Previously, these request types routed to both the SFO and the Cost Center Director roles for approval, and only one of these roles had to approve. This change went into production at 5 p.m. on Tuesday, February 6 ; after this date and time, these request types will no longer route to the Cost Center Director.
Internal Order Billing 1 and 2 have been updated. If you were in progress in this training you should have received and email from the training team advising that you will need to restart the course because the previous link will no longer be active.
An updated job aid for "Cash Advances for Human Subjects, Petty Cash, and Change Funds" will be posted to the Administrative Resource Center (ARC) on Monday, December 11 . The job aid has been enhanced and describes how to request petty cash/change funds while also outlining the related accounting impacts.
New spend and revenue categories have also been created to support this process. The naming conventions for select new spend categories and revenue categories have been updated to provide more visibility to the related accounting changes. These updates allow for more direct mapping to ledger accounts for change funds and more transparent description of selection options.
End users should review the changes provided in the full post to determine whether spend category or revenue category selections should be updated during the process for cash advances for human subjects, petty cash, or change funds.
Customer deposit transactions created and submitted on or after Friday, December 1 will have a transaction ID generated called "Customer Deposit ID." The Customer Deposit ID will be like other transaction IDs within Workday and will uniquely identify the deposit. The Customer Deposit ID will be preceded by "CD" and it will be followed by 8 numeric digits. The new Customer Deposit ID will be displayed on various deposit-related reports. Multiple cash sales can continue to be tied to a single customer deposit transaction. In such a scenario, the Customer Deposit ID will appear on all of the associated cash sale transactions under “Deposit Detail” section.
In preparation for Position Control enhancements, a new "Central Review Required" field has been added to the output of the "Cost Center – FDM Values" report. This field will be used to identify whether a cost center will require central review within the job requisition business process.
Find Purchase Order Summary – OSU:
The "Find Purchase Order Summary – OSU" report has been enhanced with two new additional fields to the report output. The new fields are “Initiator of BP” and "Last Activity Date." The "Initiator of the BP" (Business Process) identifies who initiated the business process while the "Last Activity Date" field was added to help end users find purchase orders that have not had recent activity.
Find Purchase Order Details – OSU:
The "Find Purchase Order Details – OSU" report has been enhanced with two new additional fields in the report output. The new field names are “Last Invoice Date,” and "Last Activity Date." These fields were added to help end users find purchase orders that have not had recent activity. This allows end users to identify which purchase orders may need to remain open and which ones can be closed.
A new filter has been added to the "Historical Paid Vouchers (APU111DW)" tableau report. Users now have the option to select PO ID in Historical Paid Vouchers dashboard filter tab along with the other filters.
Exceptions Reporting:
To accommodate changes to policy exception tracking in Requisitions and SIRs, there are several reporting changes pertaining to Exceptions which are further detailed in the full NewsLink post.
As of Friday, November 3 , the "Calculate Current Year Retained Earnings" checkbox will be retired by Workday.
Using this checkbox tells the report to calculate ending equity balances by taking beginning equity balance – net margin. Those who still need comparable behavior may utilize the "General Ledger Balance – Balance Sheet Details" report which will calculate ending equity in this manner. Please review the October Finance Office hours for a demo of this change.
The "Delegation History - OSU" report date filters have been updated for a better reporting experience. When the user opens the report, on the "Delegation by Month" tab, the "User Input Month" field is updated with the current month. On the "Delegation by Date Range" tab, the "Date Range" field is updated with first day of the current month and current date. The user can select the dates based on their requirements from the filter icon as needed.
