When gift worktag values are created, the Senior Fiscal Officer and Cost Center Directors now receive a Workday notification in addition to the Cost Center Managers.
In order to convert equity most accurately from a Financial Statement perspective and ensure all balances tie back to the college or unit where the current state fund is "owned," the decision was made to convert all revenue and expense accounts (non-GFSA and non-OSP funds) using owner org. To help translate PeopleSoft data on ledger org instead of owner org to obtain cash balances, both an Income Statement and Ledger Org report have been built. A new report has also been added to include spend and revenue categories. The reports are available in the Reporting and Analytics Environment (RAE) . Please direct any questions regarding the reports to CTL-BusinessProcesses@osu.edu .
General funds were consolidated in Workday into FD100. Additional worktags are used to break out the needed granularity. Checkout the general funds mapping document (log in may be required) within the Administrative Resource Center (ARC) to see those details. Since there was inconsistent use of the legacy general funds across units, the converted detail is not always at the detail available when actually transacting in the system. Questions can be directed to CTL-FDMRequests@osu.edu .
Workday cannot generate a Journal ID until the journal is actually submitted. The "Find Journals – OSU report" should be used to search for these journals. In the prompts, you can run on the status of "Created" and add your name in the "Originated by" prompt. Questions can be directed to CTL-FDMRequests@osu.edu .
As a reminder for May Period Close, only the University blank book code deadline will be extended by one day (deadline will be Tuesday, June 8). However, the OSU Physicians and Health System will continue to close their books on day 5. Any intercompany transactions (including FD108 transactions) will keep the same deadline and will need to be posted by day 5.
It’s known that Workday users are experiencing workflow issues while attempting to edit a transaction in workflow or after approval. The Enterprise Business Solutions (EBS) team is working with Workday on a long-term solution. For the interim, please use the tips listed below.
When a transaction is in workflow, approvers and service centers should add attachments and make comments from their Inbox view. This is typically when users first encounter a transaction that requires their attention. After approval, when users need make updates, such as add an attachment or leave comments, they can use the “edit” feature of the transactions related actions. Be aware that these edits will re-trigger the approval workflow if the “Submit” button is clicked. A way to tell if you will re-start workflow is if you click “Submit” option vs. the “Approve” or “Save for Later” option to complete your work. On a requisition, if you wish to add a comment, but not Approve or Send Back, you can edit the Requisitions, add a comment in the Activity Stream, click “Post” and then leave the transaction without taking further action. When “Save for Later” is used, the transaction will fall out of everyone else’s inbox for that step in the workflow.
A new validation is in place that requires the "Asset Class" and "Asset Type" fields to be populated upon asset registration. It is important that these two fields are not populated when maintaining asset shares because it removes the already populated information from the primary asset. This will enable to the audit process to be completed more efficiently.
Two updates have been made to the "Find Purchase Orders – Multi Criteria" report.
A new column has been added for program worktag in the report output. A new prompt parameter has been added to enable users to run the report by cost center hierarchy.
This is advance notice about a change coming to Workday production by Friday, June 4. Fund transfers will now workflow to both the Cost Center Director and the Cost Center Manager. Only one person with one of these roles will need to approve the transactions. This will affect the Ohio State University Company. Please work with your Senior Fiscal Officer on Fund Transfer roles and responsibilities between the Cost Center Director vs. Cost Center Manager in your area.
To convert equity most accurately from a Financial Statement perspective and ensure all balances tie back to the college or unit where the current state fund is owned, the decision was made to convert all revenue and expense accounts (non-General Funds Spending Authority (GFSA) and non-Office of Sponsored Programs funds) using owner org. To help translate PeopleSoft data on ledger org instead of owner org to obtain cash balances, an Income Statement and Ledger Org report have been built. The report can be found using Tableau (Tableau access and authentication is required).
Plans for the next phase to include Spend and Revenue Category will be completed by early June and a new version of the report(s) will include this information and will be shared at that time. Please direct any questions regarding the reports to CTL_BusinessProcesses@osu.edu .