In preparation for the combined federal and state filing changes, the Payee Setup Form along with the Miscellaneous Payee and Miscellaneous Payment Request tasks will be updated to include additional address prompts for 1099 income reporting when the state in which work is performed differs from the state associated with the payee’s primary address. The changes listed in the full post will occur on January 17.
Please do not begin entering FY26 blanket purchase orders until April 14, 2025. More information and detailed instructions on creating FY26 blanket purchase orders is forthcoming.
To assist with the year-end procurement roll-forward process, the Controller’s Office will be analyzing and closing out old internal and external Purchase Orders (PO) which meet the parameters listed below.
POs that are over two years old which have not been invoiced in the previous year (excluding POs for multiyear service contracts that are only billed annually, those related to construction projects beginning with "PJOSU," OAKS type POs, and those that are FD520 grant related).
This will occur the last week of December 2024. As a reminder, this process occurs on a 6-month closure cadence (during the last week of December and the first week of June each year). To see what POs will be closed as part of this process, run the "Find Purchase Order Details – OSU" report, and filter using the above parameters and the "last invoice date" column.
Once POs are mass closed, if there is a true need, they can be reopened by the service center if the transaction is within the same fiscal year. If you see that a PO is closed and believe it was closed in error, review the process history of the PO and contact the user who closed it. Users with the Spend Analyst security role can view who closed POs in the PO process history.
While this is a semi-annual cleanup effort, units are still required to work with service centers to close POs on a regular basis and once it is apparent the PO will no longer be used.
The "Find Supplier Requests" report in Workday will be enhanced with an additional column on the report called “Supplier Request." This drill down field allows those who have access to this data to see and take additional actions.
The "Find Supplier Invoice Request (SIR) Summary - OSU" report will be enhanced with an additional set of date prompts.
Prompt "Supplier Invoice Request Completed Date on or After" and "Supplier Invoice Request Completed Date on or Before" fields are added which allows users to run the report by when the supplier invoice request completed consistent with other procurement reporting.
Updates were made to Module 1 of the 2 part Internal Order Billing BuckeyeLearn training . These updates reflect invoice workflow changes that were made in May 2024 and provide a better learning format for end users.
A new BuckeyeLearn Curriculum called " The Buying Experience " is now live. This is a 6-module curriculum covering the most used Requisition types for new employees. These can be taken as a full curriculum, or each one can be watched as a stand-alone course.
A new university-wide contract for Flowers and Occasion Gifts was recently awarded to six suppliers. The Sourcing Team has pre-negotiated rates, discounts, and terms with suppliers for use by the university through a competitive bid process.
The suppliers include 1-800-Flowers, Donna’s Delicious Dozen, Flourish Bespoke Floral & Event Decor, Orchard Lane Flowers, Spoonful of Comfort, and University Flowers
Beginning Thursday, October 24 , two new fields will be added at the header level of a requisition. These new fields are "Freight" and "Other Charges." This change will allow end users to account for any freight or additional handling charges noted on a quote without adding a line item to the requisition. Amounts entered in these fields will carry over to the corresponding purchase order to allow for invoice matching. Please note, the freight and other charges amounts will add to the purchase order encumbrance and will liquidate once invoiced.
Several reports will have two new columns added to the output of the report, one for "Freight" and one for "Other Charges." These changes are related to the ability to add these amounts to the header of a requisition. The reports updated are listed in the full post.
Two supplier invoice matching rules will be updated on Thursday, October 24 . The changes detailed in the full post will be made for the University only.
