Blanket orders are used for transactions that occur very frequently (daily or multiple times a week), have a high variation of product types, have undetermined timing, and are not available in Buckeye Buy.
All FY25 UNIV blanket purchase orders must be issued outside of Buckeye Buy. Requestors should select the “blanket purchase order” requisition type and complete the request per the Create a Blanket Purchase Order job aid found in the Administrative Resource Center (ARC). Please note , the "Request Date" of the requisition should reflect the date the requisition is created and should not be future dated . University funded blanket requisitions should align with the July through June fiscal year calendar.
Monthly service orders (formerly term orders) for uniform service, pest control, office coffee and water service, floor mat replacement, lawn care and snow removal should also be issued on service line blanket requisitions, outside of Buckeye Buy.
Accounts Payable advises users to include the service to be provided and frequency in the description line of the requisition. It will also be helpful to include the expected term agreement details in the memo to supplier field (example, $50.00/month for 12 months).
Reminder: Encumbrances for blanket purchase orders associated with fiscal year 2025 will first post to fiscal year 2024 until a manual job is run at month-end to move the encumbrance into fiscal year 2025. The process will look for any blanket purchase orders created after April 15, 2024 .
Please do not begin entering FY25 blanket purchase orders until Monday, April 15 . More information and detailed instructions on creating FY25 blanket purchase orders will be posted in a future NewsLink article. As a reminder, blanket POs should only be used on a fiscal year basis for the fiscal year it is intended for (unless otherwise noted with a service end date).
New “stand-in” supplier called “SIR New Supplier Request - SPL-0000012” was created to aid end users in submitting payment requests via "Supplier Invoice Request" when a new supplier is being requested.
An update has been made to the notification that is sent following approval of a Spend Authorization if a cash advance is included. Spend Authorizations that include cash advances will now receive an alternate notification with content specific to cash advance policies.
The "Miscellaneous Payment Request" business process has been modified to route Petty Cash/Human Subjects associated with Office of Sponsored Program (OSP) Grants to the OSP accountants.
Accordingly, "Business Process Approval Times - Miscellaneous Payment Request Details" and "Business Process Approval Times - Miscellaneous Payment Request Summary" have been updated to reflect the new security role in the approval process.
The week of Monday, February 5 , two additional approvals will be available in the Supplier Invoice Business Process listed below.
New Approval for Cash Manager – Treasury will approve any requests to external suppliers when the supplier has a Payment Type of "Manual" or "Wire" and the total invoice amount is greater than or equal to $1 Million. New Approval for Export Control Specialist is available as an ad-hoc approval for Accounts Payable to add in as needed.
The Controller’s Office and Financial Planning & Analysis (FP&A) require that all earnings operations who bill internally, publish their FY24 internal rate/fee listing on their website by February 29, 2024 . If this information is not hosted on a website, please describe exactly where the information is generally available to internal customers (e.g. catalog in Workday, eRAMP etc.). Please use this survey to submit the required information to the Controller’s Office by this date. This information will be added to the internal service provider listing available on the Purchasing website .
Important Notes: If this information is not reported to the Controller's Office by the deadline via the survey, the internal service provider will be deactivated (unable to bill) until it is provided. This information will also need to be updated and maintained with new rates as they are approved/established.In addition, historical rate information must also be maintained for audit purposes.
As a reminder, departments must use the appropriate process for internal transactions, which is the new internal order billing process. Journals and cost transfers are not to be used for earnings/internal billing activity. The department must also use the appropriate FDM structure, revenue/spend categories and ledger accounts to record activity. Any rate changes must be approved by FP&A and the Controller’s Office before being used. All rates must be calculated using appropriate costing principles.
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.
To assist with the Year End Procurement Roll Forward process, the Controller’s Office will soon be analyzing and closing out old internal and external Purchase Orders (PO) which meet the following parameters:
POs that are over two years old which have not been invoiced in the previous year ( excluding POs for multiyear service contracts that are only billed annually, those related to construction projects beginning with OSU-PJ and those that are FD520 grant related). A mass close of old POs meeting the above-listed parameters will occur the last week of February. After the mass close is complete, this process will occur regularly on a 6-month closure cadence (during the last week of December and the first week of June). To see what POs will be closed as part of this process, run the "Find Purchase Order Details – OSU" report, and filter using the above parameters and the "last invoice date" column. In addition, once POs are mass closed, if there is a true need, they can be reopened by the service center if the transaction is within the same fiscal year.
Supply Chain business process notifications continue to be reviewed to help create consistency across each process. The business process notification enhancements detailed in the full post will be implemented during the weeks of January 15 and January 22 .
