UniPrint has been added as an option under “Connect to Supplier Website” in Buckeye Buy. This exciting change will allow customers to start and finish their online printing standard orders directly in Workday without having to jump between two different websites to purchase products. Please contact the UniPrint customer service team (uniprintcustserv@osu.edu) with questions.
To assist with the year-end procurement roll-forward process, the Controller’s Office will 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 "PJOSU," OAKS type POs, and those that are FD520 grant related). See full post for timing and other details.
An integration issue has been identified associated with the Supplier Discount integration where the full discount amount was not reclassed from the 17005 Discounts Earned Suspense ledger account to an expense account that earned the discount. The integration has been corrected moving forward and a clean-up of the variance for all the prior affected years will post into FY25 by the second close. This only affected supplier invoices that had freight and other charges at the header level.
As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY25 and re-opened in FY26. An encumbrance will not roll-forward into FY26 if a subaward supplier contract has an "Amendment in Process" status. This issue was confirmed in testing. As a result, the Office of Sponsored Programs (OSP) is providing the guidance shared in the full post for subaward supplier contract amendments.
Please continue to refer to the Unit Year-end Checklist, found on the Business and Finance website's Controller page , for important year-end dates, timeline information and tasks that need to be performed. Procurement and expenses close will occur at Noon on Monday, June 30 .
Similar to last year, to avoid potential accounting issues, we are asking that no transaction approvals, changes, or cancellations occur after that time until the roll forward is complete the following day. This includes Requisitions, POs, Change Orders, Supplier Invoices (for both Internal and External Suppliers), Miscellaneous Payments and Expense Reports.
It's highly recommended to have FY25 procurement and expense transactions fully approved by the end of the day on Friday, June 27, 2025. Review the full post for more details and guidance.
Hosted Catalog for On Demand Software in Buckeye Buy:
Internal supplier, the Office of Technology and Digital Innovation (OTDI), offers a new hosted catalog for On Demand Software in Buckeye Buy. Overleaf Professional software at the FY25 - FY26 rate is the first product offering, but more options will follow. Contact the Marketplace Team at BF-Marketplace@osu.edu with catalog questions. Contact the IT Service Desk with questions about the new Overleaf offering.
Lowe's Home Improvement:
The Lowe’s Home Improvement supplier website has been removed until further notice from Buckeye Buy. Requestors are advised to search catalogs from alternative contracted suppliers. Purchases from Lowe’s can still be made by PCard although contract discounts will not be extended in that case. Contact BF-prsm-osupur@osu.edu with questions.
As part of year end procedures and to help ensure a successful procurement roll forward, it is recommended that units review and close out old items with remaining balances if they will no longer be invoiced. Two helpful reports are available to assist with year-end business document clean up.
The " UNIV Remaining Encumbrances - Requisitions, POs, Spend Authorizations" report helps end users identify transactions and their encumbrances that will roll forward at the end of the fiscal year. The " Purchase Orders with Documents Awaiting Action " report helps end users identify in progress and draft documents which require action before a PO can be closed. It is suggested to run this report with the "Purchase Order Has Lines with Encumbrances" box checked. Since only POs with remaining balances roll forward, cleanup efforts should be focused on draft/in progress documents associated with POs that have balances but are no longer in use. This report will only return purchase orders if one or more of the criteria listed in the full article are met.
FY26 Blanket order entry can begin on Monday, April 14 . A new workday enhancement will be turned on the week of April 7 to allow for future dated requisitions. Prior to this enhancement, users were instructed to "current date" blanket requests, and then the Controller's Office had to run a manual job during month end close in April and May to roll the encumbrances into the future fiscal year. With this new enhancement, all FY26 blanket order requisitions should be entered as future dated requests (request date of 7/1/25). The corresponding purchase order (PO) document dates and encumbrances will also be future dated, so they are correctly recorded for FY26. The PO will be issued after the requisition is fully approved.
Other important information to be aware of with this enhancement:
Future dated requisitions should not be entered for more than a year in advance, except for multiyear service contracts. Please contact purchasing to discuss entry for multiyear service contracts. FY26 blankets that are not future dated will be sent back for corrections. If users begin invoicing the future dated blanket early (e.g., start invoicing a FY26 blanket in FY25), it results in a mismatch because the liquidation will happen in the current year, but the encumbrance is in the future year. As a reminder, blanket orders are supposed to be used in the fiscal year they are intended for. If a FY26 blanket requisition is inadvertently entered with a current year FY25 request date, FY25 is where the encumbrance will remain until the June year end procurement roll forward. The Controller's Office will no longer be rolling forward purchase orders at the end of April and May. If a unit does not want to wait until June for the encumbrances to be correctly shown in FY26, they should do a change order. If needed, future dated requisitions can be tied to future dated supplier contracts (Example: a blanket requisition is entered in May for a 7/1/25 start date, and a new contract is signed in May but is not effective until 7/1/25). The Create Blanket Purchase Order job aid will be updated in coordination with the functionality being turned on, the week of April 7 .
See the full post for additional reminders about the use of blanket orders.
B&H Photo will be closed for Passover beginning Friday, April 11 through Sunday, April 20 . B&H will re-open Monday, April 21 . Orders placed by 11 p.m. on Thursday, April 10 will ship before the holiday.
On select days during the closure, customers will still be able to enter orders in the supplier website but product will not ship until April 21. See the full post for a visual calendar from B&H with more details.
Stemcell Technologies Inc. joins Buckeye Buy with a supplier website catalog of scientific research products at academic discount pricing. The catalog offers Bulk Import” and “Retrieve a Quote” options on the landing page for quick order entry.
