The template to upload internal billing supplier invoices via EIB is changing. Beginning at 5 p.m. on Wednesday, January 31 , users are required to use the new template. The current template will not work after 5 p.m. on January 31. The current information found at the Supplier Invoice for Internal Billing EIB Template Upload (EIB) link in the Administrative Resource Center (ARC) will be updated at that time.
What's changing? We are adding columns to the end of the EIB template to allow for additional worktags that are allowed on the requisition: Grant Treatment, Sponsor, CSI Code, Prevailing Wage & Academic Period.
A new university wide contract, Drop-off Catering services, was recently awarded to 18 suppliers by the Sourcing Team offering an array of foods available in Buckeye Buy. Check out the full NewsLink post for the complete supplier list, the criteria used for vetting the suppliers, and links to details provided through the Business and Finance site.
New charter bus services contracts have been awarded through a competitive bid process. These contracts are available in Buckeye Buy Marketplace Quotes for university-wide use and are primarily intended for trips originating within Ohio.
The order of preference for securing chartered transportation services is listed below.
OSU TTM (Internal provider) Contracted Bus Companies – Miller, Cardinal, Baron’s Contracted Broker – STM Non-contracted providers
Ohio State users are expected to exhaust internal or contracted options before pursuing non-contracted supplier use. It is recommended to use the broker, STM, for out of market trips, rather than evaluating and setting up a local charter supplier for a single-use situation.
A more detailed breakdown, including equipment and contact information, can be found on the contract book page .
A new catalog from life sciences supplier Takara Bio USA is available in the supplier website section of Buckeye Buy for university users. See the Business and Finance Takara Bio USA catalog page for more information on Ohio State's contract with this supplier.
The existing hosted catalog from Takara BIO USA will be removed at the close of business on Friday, January 5 . Contact the Marketplace Team with catalog or order placement questions.
Some Supplier Invoice and Supplier Invoice Requests enhancements will be moved to production the week of Monday, December 18 .
Notification Updates for Supplier Invoice Requests:
There will be increased visibility on canceled and denied requests. Approvers and Initiators will be notified if these actions occur. Notifications will now be sent at the Supplier Invoice completion instead of the Supplier Invoice Request completion. This way requesters are notified at the time the Invoices are approved rather than at the start of the Supplier Invoice Process. If SIR amount changes after the SIR is submitted the requestor will be notified.
Notification Updates for Supplier Invoices:
There will be increased visibility for the Requisition Requester and prior approvers on denied requests. The Supplier Invoice Initiator of Internal Order Billings will be notified if anyone cancels or denies the invoice they entered.
During the week of December 11, enhancements will be made to select Buckeye Buy items that will allow the commodity code to automatically populate on purchase requisitions. During the transition, requests to add or update affected items will be held until maintenance is complete. The estimated maintenance complete date is Friday, December 15 .
For UNIV purchases only - If the commodity code is not automatically populated, the commodity code field is not required.
Effective the week of November 13 , new exception fields will be created for Requisitions and Supplier Invoice Requests to help users with their exception tracking.
In "Requisitions," Service Centers will now be able to:
Select any of the following exception reasons that apply to the associated requisition: Improper Signature on Agreement After the Fact Meal and Alcohol Exceptions Non-Contract Spend Special Approval Missing Other Use a free-form Exception Explanation text field to explain what happened in more detail
In "Supplier Invoice Requests," Service Centers will now be able to:
Use a free-form text field to note the exception and explanation of why it occurred
It is recommended that end users with exceptions leverage Business Process comments to enter why the exception occurred so that Service Centers will be able to enter that information in the new exception fields.
To improve transparency into the supplier invoice request process, the Service Center Lead Approval step will be moved up in the business process from the supplier invoice where it currently resides to the supplier invoice request, keeping it streamlined within the same business process. This change is to improve transparency and align with other similar financial transactions in Workday.
These changes are targeted to be implemented into Workday on November 1 . If transactions are not approved in a timely manner there could be a period of time where they will not have the Service Center Lead approval. Units are requested to review and cancel "draft" supplier invoice requests that are no longer needed by October 31 . Additionally, units should request to move "in progress" transactions along to ensure all approvals are met. The OTDI Enterprise Business Solutions (EBS) team will also be granting Service Centers access to close supplier invoice requests effective October 26 .
As part of a standardization project, the business teams have been reviewing notifications for the Requisition and Purchase Order Business Processes to help create consistency across each process. These enhancements will be completed on Monday, October 9 . The change described below will be made to help improve the end user experience.
The “Requested on behalf of” will be notified if someone else (the initiator) starts a requisition on behalf of them. The requisition requester (and Requested on behalf of if applicable) will be notified if the amount of the requisition is changed by someone downstream. The requisition requester (and Requested on behalf of if applicable) will be notified if anyone other than the requester of a requisition cancels or denies the requisition. For Requisitions, only PCard, Inventory Replenishment and Change Order Requisitions the system will notify the requester (and Requested on behalf of if applicable) at completion of the business process. For everything else notification will go out at the issuance of a Purchase Order. Prior approvers will all now be notified if a subsequent approver denies the requisition.
See the full post for a reminder about how Workday notifies initiators, reviewers and approvers as a Workday transaction moves through a business process.
B&H Photo will be closed in observance of Yom Kippur on Monday, September 25 and also for Sukkot on Friday, September 29 through Sunday, October 8.
Purchase orders issued during the closures will still be accepted but product will not ship until B&H reopens. Please contact the Marketplace Team at BF-Marketplace@osu.edu with questions.
