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.
Two updates have been made to the "Find Purchase Orders – Multi Criteria" report.
A new column has been added for program worktag in the report output. A new prompt parameter has been added to enable users to run the report by cost center hierarchy.
This is advance notice about a change coming to Workday production by Friday, June 4. Fund transfers will now workflow to both the Cost Center Director and the Cost Center Manager. Only one person with one of these roles will need to approve the transactions. This will affect the Ohio State University Company. Please work with your Senior Fiscal Officer on Fund Transfer roles and responsibilities between the Cost Center Director vs. Cost Center Manager in your area.
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-General Funds Spending Authority (GFSA) and non-Office of Sponsored Programs funds) using owner org. To help translate PeopleSoft data on ledger org instead of owner org to obtain cash balances, an Income Statement and Ledger Org report have been built. The report can be found using Tableau (Tableau access and authentication is required).
Plans for the next phase to include Spend and Revenue Category will be completed by early June and a new version of the report(s) will include this information and will be shared at that time. Please direct any questions regarding the reports to CTL_BusinessProcesses@osu.edu .
The Office of the Controller will be hosting a Finance Office Hours geared towards Cost Center Managers and Accountants on Tuesday, May 25 from 10:30 a.m to noon. Representatives from the Controller’s Office, Office of Financial Planning and Analysis (FP&A), Supply Chain, Payroll and Enterprise Business Solutions (EBS) will be available to provide updates and answer questions.
Previously, when users clicked “Save for Later” on the review step of a Miscellaneous Payment Request, the request would incorrectly cancel the event and update the Document Status value to “Draft.” Now, when users select “Save for Later” during the review step, the request updates the Document Status to “In Progress.” Users will then see the business process step as “Saved for Later.”
For colleges and units submitting Internal Service Delivery (ISD) for low dollar amounts, you can now submit under one Internal Service Delivery transaction . The routing has been updated for approval at the line level and not on the ISD total amount, regardless of the number of lines. It’s still recommended to create a single unique ISD for any line amount that’s greater than or equal to $3,000 to ensure the appropriate approval is obtained.
Accountants and Accounting Managers should use the Funds Transfer Journal Source to post a journal entry that is transferring money. When using this journal source, Workday will check to make sure both sides of the transaction are using transfer accounts and transfer spend/revenue categories.
The template to upload journal entries via Enterprise Interface Builder (EIB) is changing. After 5 p.m. on Friday, April 23, you must use the new EIB template available in the Administrative Resource Center (ARC). The old template will no longer work after 5 p.m. on Friday, April 23.
What’s changed? Workday has added a new optional field, Salary Cap Type. This field is used for maintaining salary/fringe expenses that have sponsor limits for Office of Sponsored Program Expenses and will be adjusted by the Controller’s Office. See the Upload Journal Entries with EIB Template job aid for more information about using the template.
