New Internal Order Billing for Internal Service Providers 

Juliette Lonsert | July 7, 2023

Last updated 10/13/23

Coming in October 2023, Internal Service Providers (ISPs) will use a new process in Workday to invoice other internal departments or units at Ohio State. The Internal Order Billing (IOB) process replaces the need to create an Internal Service Delivery (ISD) to bill other internal departments and units for both the university and the Health System.

This functionality benefits end users, earnings units, and central Finance. It aligns the Internal Order Billing process with other standard procure-to-pay processes, improves transparency of internal order billings for end users, and streamlines and improves monthly close processes and reporting. 

  • Go-Live Timing:
    • Use ISD for goods/services provided in September (no longer available October 31, 2023).
      • All ISDs must be submitted by 5 p.m. on October 31. 
    • Use IOB for goods/services provided in October (available starting October 1, 2023).

 

  • What’s Changing:
    • ISPs will use Internal Order Billing to bill other internal departments or units.
    • ISPs will no longer use Internal Service Delivery.
    • ISPs can create an Internal Order Billing (called a Supplier Invoice in Workday) directly from a related purchase order in Workday or as an EIB.
    • The Controller’s Office will no longer manually mass close internal purchase orders on a monthly basis. 

 

  • What’s NOT Changing:
    • End users continue to request goods and services from ISPs as Workday requisitions or as otherwise instructed from ISPs.
    • ISPs can continue to bill across companies.
    • Monthly deadlines are unchanged. 

 

  • How Users Should Prepare: 
    • Departments or units that buy from other internal departments or units should expect no changes (aside from seeing these charges as supplier invoices as opposed to ISDs), unless separately notified by an internal supplier. 
    • Individuals who bill on behalf of departments or units that sell to other internal departments or units were contacted directly about next steps that are listed below.
      • No later than August 4, 2023:
        • Confirm your Supplier ID number and name matches your Internal Service Provider Number and name in Workday.
        • Review your current ISP setup and worktags for accuracy.
        • Review and have the Senior Fiscal Officer sign and review the ISP Responsibilities and Agreement.
        • Complete the ISP Questionnaire. Failure to complete the ISP Questionnaire will result in not being able to create Internal Order Billings and Internal Service Provider status being revoked.

 

Tags: 
Finance, Workday, Internal Service Providers