NewsLink Articles
Greetings Administrative System Users!
NewsLink provides news and information about Workday and other Ohio State administrative systems. Updates are collected twice a month, or more frequently as needed, and pushed out to system users by direct email. Bookmark and check this page frequently for the latest information. The next NewsLink email updates are scheduled for Monday, February 22 and Monday, March 8.
Please note: The Ohio State University Wexner Medical Center's purchasing information for employees is available through the MyTools Supply Chain page.
Key dates:
The following link accesses system training information. Separate Fiscal policy training is also available and offered by the Office of the Controller.
New Requisition Deliver To Validation
To ensure prompt and correct delivery of goods, Workday now verifies that the Deliver To location for a requisition includes a floor or room number. No action can be taken on a requisition if the Deliver To location fails this validation. The error message includes help text explaining why the action cannot be taken.
For new requisitions, this change is straightforward. Requesters will be unable to save or submit a requisition without an appropriate Deliver To location.
For requisitions in progress (any status except Successfully Completed), this new validation will prevent any action including updates, review, or approval from being processed if the Deliver To does not include a floor or room number. Help text is included in this instance as well although the fix may not be as clear. See the full NewsLink article for instructions on handling requisitions in progress.
Blanket Purchase Orders and Invoices
A quantity error issue has blocked the ability to process multiple invoices against Blanket Purchase Order (PO) goods lines. To remedy this, a configuration change has been made in OnBase production to allow invoice processing for all existing Blanket POs.
In addition, the process to create new Blanket POs with goods lines has been updated as follows:
- Set the unit of measure for goods lines as DOL
- Set the unit cost at $1.00
- Set the quantity to equal the extended amount for the PO.
Example: On a $500 Blanket PO, the unit cost will be $1.00 and the quantity will be 500 DOL.
This update applies only to Blanket POs with goods lines. No update is needed for Blanket POs with service lines, as Workday recognizes the extended amount for these POs and posts invoices accordingly.
For detailed instructions on the updated process to create Blanket POs with goods lines, see the Create a New Blanket PO with Goods Lines job aid.
Transactions Split Between Two Cost Centers
In Workday, if a transaction is split between two cost centers, approval will route to all Cost Center Managers (CCM) listed for both cost centers. The CCM who approves the transaction first is essentially approving it for all the cost centers. If those transactions involve multiple colleges and/or administrative units, the unit that initiated the transaction should approve the transaction and use the ad hoc functionality to ad hoc in the CCM of the other unit. Please note, that if the ad hoc approver sends it back, it will route back to the initiator, not the first approver. It will also route to the department leaders and service centers. The expectation is that the unit initiating the transaction should also be the unit that processes the transaction. Because of this process, it’s best practice to have a conversation with the involved cost centers before the requisition is submitted to confirm the agreement/process. Learn more, visit the Requisition - Approving a Requisition - Cost Center Manager job aid found in the Supply Chain section of the Administrative Resource Center (ARC).
Attach Vendor Setup Form When Requesting a New Supplier
The process to request a new supplier in Workday has changed. When a campus employee requests a new supplier be added to the Ohio State Master Supplier List, they are asked to attach a completed Vendor Setup Form in Workday to their Workday non-catalog request. Attaching this form in Workday will not violate HIPAA, FERPA, or other data privacy requirements. The completed Vendor Setup Form provides Supplier Maintenance with the information they need to determine if it is appropriate to add the new vendor. If the supplier does not have access to a secure email to transmit the Vendor Setup Form, Ohio State provides Secure Email as an option.
Workday Quick Tips
Additional Expense Items
Additional Expense Items have been added to the Expense Item and Spend Category Reference Guide job aid contained in the Administrative Resource Center (ARC).
Using Workday Search for People Names
Did you know you can search for people in Workday? You can! Use caution when using Workday's search for specific people names. Workday’s predictive search is helpful in most cases but when there are multiple people with the same name, the predictive search may not immediately display the correct person.
February GL Monthly Close
The February General Ledger monthly close deadlines are as follows...
Workday unavailable due to planned monthly maintenance - Sat. 2/20, 2 a.m. to 10 a.m.
Workday will be unavailable due to planned monthly maintenance on Saturday, February 20, from 2 a.m. to 10 a.m. Workday may be available sooner if the maintenance does not take the full 8 hours.
Internal Supplier Requests
The steps for requesting goods and services from Ohio State Internal Suppliers are the same as those from external suppliers. First, search in Buckeye Buy to see if the internal supplier has a catalog. If there is no catalog available, change your requisition type from "Buckeye Buy" to "Non-Catalog Request" before submitting it to make sure your request is routed to the appropriate service center or buyer for review. Access the Business and Finance website to find a current list of internal suppliers with catalogs in Buckeye Buy, and instructions on how to search for these catalogs. Review the Administrative Resource Center's "Find Internal Suppliers by Catalog and Inventory Status" job aid for a list of Ohio State internal suppliers, including their supplier IDs and email addresses.
FDM Translation Tool Not Intended for Long-term Use
The FDM Translation Tool was created to show how PeopleSoft and Great Plains historical data converted to initial Workday values and is not intended for long-term use. The tool shows translations at the time of conversion only, and the values are static. Users who have questions about a translation result should check with their Cost Center Manager. To learn more about the purpose and use of the tool review the job aid found in the Administrative Resource Cener (ARC). Note: The FDM Translation Tool will not be available for a few hours on Thursday, February 11 starting at 3 p.m.