To avoid potential accounting issues, the cut off time to approve any requisitions, supplier invoices, purchase orders, change orders, or expense reports is noon on Friday, June 30, 2023. It is highly recommended to have everything approved on Thursday, June 29, 2023. These activities may resume on July 1.
Starting at noon on Friday, June 30, 2023, the university will start a “roll-forward” process, which will run until the process is complete. System slowness may be experienced during this time. This process will automatically update the budget date to July 1, 2023, on all purchase orders, requisitions and supplier contracts with open commitments/obligations created before July 1, 2023. Any Commitments/Obligations based on the remaining balance, not yet invoiced, will be moved to FY 2024. Invoices matched to these POs and supplier contracts following the “roll-forward” will carry a July 1, 2023 budget date.
Please refer to the Unit Year End Checklist for other important year end timeline information and tasks that need to be performed. Please continue efforts to close out as many old items as possible to help with the roll-forward process.
The logic for Cost Center Hierarchy Level 6 and Cost Center has been updated to provide units with visibility to all Credit Card Transactions for their area, including those assigned to External Committee Members.
These fields and report prompts have been mapped using text fields to the Cost Center number and corresponding Cost Center Hierarchy Level 6 that was provided on the PCard Application instead of the Cost Center currently assigned to the Expense Payee or Card Manager for the transaction.
Create “My Lists” (Favorites) in Buckeye Buy - This functionality has been retired with the new Workday ordering process. Supplier- Round-trip set-up & Maintenance - Procurement Professional - This functionality has been retired with the new Workday ordering process. Create a Requisition Using the Requisitions Application - This information has been combined into the Create a Requisition to Procure Goods and Services job aid.
Workday will be unavailable due to planned quarterly maintenance on Saturday, May 20, from 2 a.m. to 1 p.m.
Kronos and external dormakaba time clocks will be available, but employees using Workday to clock in and out should enter their hours once Workday is available again.
Health System Supply Chain users should note important information contained in the full NewsLink post.
Changes to Buckeye Buy are now live! The job aids associated with ordering goods and services are now updated in the Supply Chain section of the Administrative Resource Center (ARC). For a list of updated job aids, view the list in a previous NewsLink article .
Now that we are live with the new ordering process, there are a few reminders to share including a comparison of the former requisition process with the new requisition process via the Workday Requisition Crosswalk and a few recorded demos of the new process. See the full NewsLink post for these details and more.
As part of the project to move ordering within Workday, Buckeye Buy ordering will be unavailable on Saturday, May 6 , from 6 p.m. to 10 p.m. prior to the May 8 go-live. The downtime does not affect par orders or deliveries.
Health System Supply Chain users should note important information contained in the full NewsLink article.
One of the changes associated with the move to ordering of goods and services into Workday is with requisition sourcing rules. Starting on Monday, May 8 , when you create a requisition for multiple goods, some may be fulfilled from inventory, instead of from an external supplier. The intent behind these sourcing changes is to use any inventory on hand first before ordering more from the external supplier.
The experience of ordering from inventory should be no different from ordering through an external supplier. That said, one anticipated benefit of fulfilling from inventory is a requester receives a notification when backorders occur. See the full NewsLink post for details.
Multiple job aids in the Supply Chain and procurement space will be updated on May 8 to accommodate a new enhancement to Workday ordering that reduces the clicks needed to place an order. See the full NewsLink post for the job aids list.
In order to improve the Workday purchasing experience for end users, on Monday, May 8, the SC99999 spend category will be renamed from:
OFFICE USE ONLY - Do Not Change (SC99999) to *Do Not Know (SC99999)
This renaming allows for this spend category to default as the first selection option when Spend Categories are searched in transactions.
Please note, Service Center employees and Health System buyers will continue to verify that the correct spend categories are applied to non-catalog requisitions as a part of requisition processing. There are no changes to the approval process.