New Business and Finance training and help resources have been recently made available.
Supplier Invoice Basics:
A new Supplier Invoice Basics 15-minute course is available in BuckeyeLearn. This session is recommended for Ohio State employees that make purchases and work with suppliers.
This process is part of Accounts Payable or AP. This course is meant to help staff that procure goods and services learn about the supplier invoice process to help make sure the suppliers you engage with get paid in the expected timeframe.
PCard Process: Tips and Tricks webpage:
New tips and tricks information on the PCard process has been added to the Business and Finance website . This provides users with an overview of the business process and a crosswalk to additional resources.
Reimbursement (Non-Travel) Process: Tips and Tricks webpage:
New tips and tricks information on the Reimbursement (Non-Travel) process has been added to the Business and Finance website . This provides users with an overview of the business process and a crosswalk to additional resources.
Coming Soon: Plan Versus Actuals by Plan Worktags:
A new report that compares plan to actuals variances by plan worktags has been developed in Workday and will be migrated into production the week of 11/14/22. The report shows plan to actual variances by each unique combination of: Balancing Unit, Cost Center, Fund, Program, Project, Activities and Events, and Assignee.
Note: The Grant and Gift worktags were omitted from this report as plan is not loaded down to these dimensions.
Coming Soon: Find Journal Lines – OSU Payroll Detail:
A worktag titled 'Fringe Basis' began generating in FY23 Fringe Benefit Journal Lines. The worktag provides additional visibility into the earning code the fringe benefit expense is associated with. To provide additional transparency in reporting, the new worktag will be added to Find Journal Lines – OSU Payroll Detail as a column.
Enhancements are coming soon to the "Credit Card Transactions – OSU" report to show the Merchant City (U.S. and Canada Only), and Merchant Country data provided by the Merchant when processing the credit card transaction.
Note that these two fields are provided by the Merchant therefore the data integrity solely relies upon the Merchants classification of the charge.
OnBase automates the pairing of invoice detail lines with purchase order detail lines prior to posting an invoice in Workday. New resources are now available to help provide additional visibility and support around this process.
OnBase Job Aid - A new OnBase job aid has been created for OnBase users. The guide provides information about basic OnBase functionality and navigation.
Reporting - Enhanced reporting has been made available to Tableau users with access to the Finance and Supply Chain >> Spend domain . A new folder entitled "OnBase Invoices" houses the " OnBase/Unposted Invoice Search " report. This report provides basic invoice information about invoices held in OnBase, prior to the invoice posting to Workday.
The two reporting enhancements listed are now in production.
Find Miscellaneous Payment Request Summary – OSU - This report has been enhanced to include the Accounting Date, and Reconciliation Status as both a report prompt, and output field.
Find Expense Report Details – OSU - This report has been enhanced to include the Merchant Name transmitted to the bank for Expense Report lines associated with PCard Purchases.
As a result of user community feedback, the "Equity Balances by Balancing/Carry Forward Worktags" report will receive two updates.
A new column titled "Total Sources" will add the "GFA Activity (includes GFA original & net revisions & student reimbursement)" and the "YTD Sources/Other revenues-Transfers" together into a new column. The "Total Spendable Balance" will now add the "Beginning Balance," the "GFA Activity (includes GFA original & net revisions & student reimbursement)," and the "YTD Sources/Other revenues-Transfers" in columns together. It will also be moved to follow the newly created "Total Sources" column. Historically, the "Total Spendable Balance" only added the "Beginning Balance" and the "GFA Activity (includes GFA original & net revisions & student reimbursement)" columns together.
An enhancement has been made to the Sources and Uses suite of reports to allow users to select "book" when running a report.
Please note that if you have saved filters on this report you will need to ensure your report is running on the common book to return the results your saved filters would have normally returned. When you apply a saved filter the book default of common book will blank out. Please update your filters to select the common book if appropriate.
For any new report runs the most utilized book for decentral users remains the "common book" and this has been defaulted in the report prompt for user convenience.
An additional view has been created in the "Payroll Expense Details and Flexible Payroll Expense Data" to show hours associated with salary expense. The new tabs are called "Prepopulated Monthly Payroll Actuals (Hours and Amount)" and "Flexible Monthly Payroll Actuals (Hours and Amount)."
The Office of the Controller has compiled an inventory of available trainings for end users broken down by finance and supply chain areas. The inventory provides the course name with link, description of the course, security roles the trainings are recommended for and if the training is required or recommended. The inventory will be updated as courses are added or edits are made.
The "Find Internal Service Delivery Lines by Cost Center" report has been enhanced to help tie the operational activity to the General Ledger. A new date range prompt has been added to this report to allow for searching ISD activity based on Accounting Date. Revenue worktags and Accounting Date (as a column) have also been added to the output of this report.
Two new Miscellaneous Payment Request Reports as described below are now in Production.
Find Miscellaneous Payment Request Summary – OSU: This report returns Miscellaneous Payment Request data based on header information such as status, payee, and total amount and can be used for basic metrics and transaction status tracking.
Find Miscellaneous Payment Request Details – OSU: This report provides detailed information on Miscellaneous Payment Requests including header information as well as line details such as funding and item description details when applicable.
"Find Miscellaneous Payment Requests – OSU” will be decommissioned on September 30. This report will be replaced by the first two new reports previously mentioned.
Users with saved filters and worklet configurations for “Find Miscellaneous Payment Requests – OSU” are asked to delete them prior to the decommission date. Saved filters can be applied to the new reports.
