Workday users who support multiple funding sources or change funding worktags commonly on procurement requisitions can take advantage of the “Create Requisition Worktags Templates” in Workday. These Worktag templates can be used during the checkout process of a requisition. Refer to the Create and Use Requisition Templates help documentation in the Administrative Resource Center (ARC) for more information.
The template to upload journal entries via Enterprise Interface Builder (EIB) has been updated as of 5 p.m. on Wednesday, September 15. You must use the new EIB template available in the Administrative Resource Center as the previous template is no longer supported.
The change includes the addition of a “Central Correction No ACP” option in the template’s journal source drop-down menu. This journal source is to be used by a few users already identified on the central accounting team for correcting entries that do not need the grants ACP process run or a non-OSP transaction correction that needs to bypass custom validations.
Additional Approvers for requisitions, purchase orders, supplier invoice requests, miscellaneous payments, spend authorizations, and expense reports have been updated.
Senior Fiscal Officer and Senior Leader roles are no longer constrained by Cost Center (anyone in roles can be picked when needed regardless of Cost Center on the transaction). Principal Investigator and Co-Principal Investigator (both unconstrained) are now available. New role for Additional Administrative Approver (unconstrained) for additional ad-hoc approvers when needed. This should only be used when the additional approver is not in the standard workflow for the transaction. Assignment to Additional Administrative Approver should be requested through standard access request process in ServiceNow.
Two journal-related items in the Administrative Resource Center (ARC) have been newly added or revised.
The System-generated Journal Source Guide shows the operational journal source name and the type of data that is posted automatically by the system once a business process is complete. This helps with analyzing data for use with reporting.
The existing Journal Source Quick Reference Guide has been renamed Manual Journal Source Quick Reference Guide . Its purpose is to help users determine which journal source is appropriate when working with manual journal entry.
The Office of the Controller and the Enterprise Business Solutions (EBS) team are aware that open purchase orders in previous fiscal years may not have rolled forward into fiscal year 2022 to fully reflect encumbrances. The teams are working to determine the root cause and to find a resolution. They will provide updates when available. Questions or concerns, please reach out to CTL-FDMRequests@osu.edu .
If you create EIBs to mass load data into Workday, you may find the newly published Complete an Enterprise Interface Builder (EIB) Template job aid helpful. Key concepts include how to structure a transaction using spreadsheet key and row ID (with common examples), the general process for uploading an EIB template to Workday once it’s prepared, and how to troubleshoot failed uploads. Use this job aid, found in the Finance section of the Administrative Resource Center , in conjunction with the task-specific EIB templates you use to upload data.
The "General Funds Balance" report will be decommissioned on August 2, 2021, in Workday. The report is being replaced with the "Equity Balances by Balancing/Carry Forward Worktags" report. This new report can be used to check balances in unique worktag combinations that close to equity. If you need to see additional worktags that are non-balancing/carryforward OR ledger account detail, you can view the Financial Balances Summarization Report in Tableau . ( https://dataviz.rae.osu.edu/#/views/TableauFinancialBalancesSummarization/FinancialBalancesSummarybyWorktagsbyLedgerandIndexes )
Based on user feedback, additional clarifying information is being provided about several financial reports.
Customer Invoice Lines with Cost Center - Report to help reconcile accounts receivable at cost center level.
This report will provide units the ability to manage accounts receivable for Customer Invoices (external billing). The report provides customer payment information, receivables aging, and invoices in collections. The report can be generated at a cost center or balancing unit level as well as hierarchies.
Find Internal Service Delivery Lines by Cost Center - Report to review Internal Service Delivery with line memo details which helps for reviewing by cost center or cost center hierarchy.
This report will provide units with the tools needed to reconcile their internal purchased goods or services. Use of the date prompts will allow units to define the monthly period for reconciliation. The report can also be run by Internal Service Provider (ISP) .
Requisitions for Internal Suppliers ISD - Report to review requisitions and purchase orders associated with ISDs. New fields include Gift, Assignee, and Expenditure Treatment.
This report is for use by Internal Suppliers and is needed to create the ISD entry. The report provides the worktags and funding sources for the ISD line entry. In addition, the report provides the requisition number that can be added to the ISD memo line for audit purposes and reconciliation.
It's important to remember that the unique identifier (i.e. Tax Identification Number, SSN) must have dashes in the correct location "Identification #" on the Tax Information tab within the Miscellaneous Payee setup.
Please do not update a Miscellaneous Payee from your Inbox, instead use the find and edit functionality. Read the Find and Edit a Miscellaneous Payment Payee - UNIV and OSUP job aid within the Administrative Resource Center for more details.
This is a reminder about the correction process for units receiving internal charges via Internal Service Delivery (ISD).
For incorrect worktags, please complete a cost center journal entry to correct the posting and notify the Internal Service Provider (ISP) to update the worktags for future postings (i.e. UniPrint, etc.).
For incorrect internal charge amount, please contact the ISP who will correct the amount charged as they deem appropriate.
Please do not cancel or change any ISD that has been approved and posted.