By the end of August, enhancements will be made to the internal order billing process to allow for negative invoice line amounts. Currently, refunds/credits to customers can only be accomplished using a cost center journal. Please note that due to a Workday constraint, the negative invoices will only get picked up for settlement once there is an overall positive total invoice amount for that internal supplier ID. Service line invoices will have to be refunded with negative service lines, and goods lines will have to be refunded with a negative goods line amount, including the quantity. This will discussed in the September Finance Office hours.
The "Positions for Planning" report will be updated the evening of Monday, August 12 . In order to pull in the new "Payroll Encumbrance Accrual Reversal" journal source data successfully, the “region” filter and column was removed from the report. This integration was created for FY24 year-end to fix the encumbrances for the last biweekly payroll of the year. Please note, the "Pay Component" and "Pay Group" fields will be blank for the "Payroll Encumbrance Accrual Reversal" journal source rows. Also, you can exclude biweekly pay period 14 (pay period ending 6/28/25 with a pay date of 7/11/25) from the report by using the Commitment Start/End Date prompts.
Please remember to take prompt action on in-progress or created journals before business day 5 of month-end close. This will help limit the high volume of transactions that the Controller's Office needs to move and/or cancel to close the period. Workday notifications issue a reminder to take action on journals on business day 4, and reminder emails are sent to the Cost Center Manager distribution list on day 5 as an additional reminder. The FY25 period close calendar can be found on the Controller's website for download .
There is a Workday case open due to reported issues where journal EIBs are stuck in a queued status for a few hours before being created. If you notice that you are affected by this issue, please do not resubmit the EIB, as it will slow things down further and duplicate journals will be created that need to be cancelled. When this occurs, please be patient, the queued EIB journals eventually get created after a few hours and you will be able to submit them at that time.
To view the status of journal EIBs, navigate to your Workday inbox and click "Archive." The status of the journal EIB will show as "in progress" when it is processing, and "successfully completed" once the journal is created. Once created, you will be able to view the journal and submit it for approval.
There is a new Supplier Invoice Request course available in BuckeyeLearn that instructs users on how to create a Supplier Invoice Request. This 20-minute course reviews the Supplier Invoice Request process.
Below are details about reporting changes in production as of July 29. See the full post where indicated for more specifics.
Business Assets Reporting:
The "OSU - Find Assets" report now features a new Asset Description prompt. This text field allows users to enter a description, returning assets that begin with the specified value. This enhancement streamlines the search process, ensuring more accurate and relevant asset retrieval.
Find FDM Requests Report and Security Enhancements:
The "Find FDM Requests" report has recently been enhanced to include a prompt for the Initiator's CCH6 as of the "Date Initiated" value. On the output of the report, the column "Initiator's Unit" has been replaced with the "Initiator's CCH6 as of Date Initiated." This change was made to help capture the correct CCH6 for which the request was entered even if the initiator no longer works in that unit.
Additionally, the security groups permitted access to run this report have been expanded to include the roles as listed in the full post . Please note, in order to see the request on the output of the report, users will need to have one of the security roles listed in the full post for the organization of the initiator. For example, if the initiator's organization is the company The Ohio State University, someone with the Cost Center Accountant role for that company will be able to view the request. However, someone with that same role but for the organization OSU Health System would not be able to view that request.
All PCard Forms that support the issuance of a new PCard or adjustments to an existing PCard will be moved from DocuSign to Workday on Monday, August 12 .
Additional information and resources will be posted at the PCard webpage on the Business and Finance site prior to the transition. The PCard Office also offered an Information Session and Demonstration of the new Workday forms and submission process. See the article at the PCard webpage for a link to the recorded session.
For questions, contact the PCard Office at pcard@osu.edu or 614-292-9290.
Blank book code (activity for decentral journals) will be closing at 4 p.m. on Thursday, July 18 . Please remember to take timely action on journals. As this is second close for fiscal year 2024, any journals or transfers in "Created" and "In Progress" status after 4 p.m. on July 18 will be cancelled.
As of July 18 , an updated Workday notification has been created following the approval of a Subaward Supplier Contract or Subaward Supplier Contract Amendment. A notification of fully approved subaward supplier contract or supplier contract amendment goes to all the prior approvers in the workflow and the initiator. This creates consistency with other spend transactions.
All PCard Forms that support the issuance of a new PCard or adjustments to an existing PCard will be moved from DocuSign to Workday in August 2024. More information regarding the implementation date will be announced in the next NewsLink posting.
The PCard Office is offering an Information Session and Demonstration to provide guidance and resources to assist with the transition of the PCard Application and Maintenance Forms into Workday.
Join the Information Session and Demonstration on Wednesday, July 24 (2- 3 p.m.). Check out the full Business and Finance PCard article for more details and the link for joining the session.
For questions, contact the PCard Office at pcard@osu.edu or 614-292-9290.
