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As part of a standardization project, the business teams have been reviewing notifications for the Requisition and Purchase Order Business Processes to help create consistency across each process. These enhancements will be completed on Monday, October 9. The change described below will be made to help improve the end user experience.

• The “Requested on behalf of” will be notified if someone else (the initiator) starts a requisition on behalf of them.
• The requisition requester (and Requested on behalf of if applicable) will be notified if the amount of the requisition is changed by someone downstream.
• The requisition requester (and Requested on behalf of if applicable) will be notified if anyone other than the requester of a requisition cancels or denies the requisition.
• For Requisitions, only PCard, Inventory Replenishment and Change Order Requisitions the system will notify the requester (and Requested on behalf of if applicable) at completion of the business process. For everything else notification will go out at the issuance of a Purchase Order.
• Prior approvers will all now be notified if a subsequent approver denies the requisition.

See the full post for a reminder about how Workday notifies initiators, reviewers and approvers as a Workday transaction moves through a business process.

Administrators should advise travelers to exercise caution when working in the Expenses Hub. Upon selecting the “Actions” button for Spend Authorizations, the banner action prompt and other instructional text should be reviewed before selecting “Ok” to confirm the correct business process is initiated.   

Spend Authorizations that have been prematurely closed are unable to be restored to “Approved” status and will not allow Expense Reports to be linked to the Spend Authorization. If a Spend Authorization has been closed in error, the Spend Authorization number should be referenced in the memo or comments of the Expense Report and a new Spend Authorization should not be submitted.

This issue has been added to the Enterprise Business Solutions (EBS) gap list for consideration and improvement by Workday. For questions, contact the Travel Office at travel@osu.edu or 614-292-9290.

Currently, purchase requisitions and spend authorizations are reported on the weekly confirmation email sent out to Principal Investigators (PI) on their relevant Grants. Additionally, non-PO Invoices and Expense Reports without Spend Authorizations will start to be included during the month of October. This is to ensure that our PIs can review additional non-personnel charges against their Grants via this weekly reporting. 

Customer Deposit functionality has been updated to enable users to add attachments for supporting documentation. Customer Deposits now has a new tab to include attachments when creating, editing, or revising the deposit. Anyone who has access to create and/or edit Customer Deposits will also have access to add/change attachments on Customer Deposit transactions.