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Blanket Purchase Orders and Invoices
A quantity error issue has blocked the ability to process multiple invoices against Blanket Purchase Order (PO) goods lines. To remedy this, a configuration change has been made in OnBase production to allow invoice processing for all existing Blanket POs.
In addition, the process to create new Blanket POs with goods lines has been updated as follows:
- Set the unit of measure for goods lines as DOL
- Set the unit cost at $1.00
- Set the quantity to equal the extended amount for the PO.
Example: On a $500 Blanket PO, the unit cost will be $1.00 and the quantity will be 500 DOL.
This update applies only to Blanket POs with goods lines. No update is needed for Blanket POs with service lines, as Workday recognizes the extended amount for these POs and posts invoices accordingly.
For detailed instructions on the updated process to create Blanket POs with goods lines, see the Create a New Blanket PO with Goods Lines job aid.
Transactions Split Between Two Cost Centers
In Workday, if a transaction is split between two cost centers, approval will route to all Cost Center Managers (CCM) listed for both cost centers. The CCM who approves the transaction first is essentially approving it for all the cost centers. If those transactions involve multiple colleges and/or administrative units, the unit that initiated the transaction should approve the transaction and use the ad hoc functionality to ad hoc in the CCM of the other unit. Please note, that if the ad hoc approver sends it back, it will route back to the initiator, not the first approver. It will also route to the department leaders and service centers. The expectation is that the unit initiating the transaction should also be the unit that processes the transaction. Because of this process, it’s best practice to have a conversation with the involved cost centers before the requisition is submitted to confirm the agreement/process. Learn more, visit the Requisition - Approving a Requisition - Cost Center Manager job aid found in the Supply Chain section of the Administrative Resource Center (ARC).
Attach Vendor Setup Form When Requesting a New Supplier
The process to request a new supplier in Workday has changed. When a campus employee requests a new supplier be added to the Ohio State Master Supplier List, they are asked to attach a completed Vendor Setup Form in Workday to their Workday non-catalog request. Attaching this form in Workday will not violate HIPAA, FERPA, or other data privacy requirements. The completed Vendor Setup Form provides Supplier Maintenance with the information they need to determine if it is appropriate to add the new vendor. If the supplier does not have access to a secure email to transmit the Vendor Setup Form, Ohio State provides Secure Email as an option.
Workday Quick Tips
Additional Expense Items
Additional Expense Items have been added to the Expense Item and Spend Category Reference Guide job aid contained in the Administrative Resource Center (ARC).
Using Workday Search for People Names
Did you know you can search for people in Workday? You can! Use caution when using Workday's search for specific people names. Workday’s predictive search is helpful in most cases but when there are multiple people with the same name, the predictive search may not immediately display the correct person.
February GL Monthly Close
The February General Ledger monthly close deadlines are as follows...
Workday unavailable due to planned monthly maintenance - Sat. 2/20, 2 a.m. to 10 a.m.
Workday will be unavailable due to planned monthly maintenance on Saturday, February 20, from 2 a.m. to 10 a.m. Workday may be available sooner if the maintenance does not take the full 8 hours.
Internal Supplier Requests
The steps for requesting goods and services from Ohio State Internal Suppliers are the same as those from external suppliers. First, search in Buckeye Buy to see if the internal supplier has a catalog. If there is no catalog available, change your requisition type from "Buckeye Buy" to "Non-Catalog Request" before submitting it to make sure your request is routed to the appropriate service center or buyer for review. Access the Business and Finance website to find a current list of internal suppliers with catalogs in Buckeye Buy, and instructions on how to search for these catalogs. Review the Administrative Resource Center's "Find Internal Suppliers by Catalog and Inventory Status" job aid for a list of Ohio State internal suppliers, including their supplier IDs and email addresses.
FDM Translation Tool Not Intended for Long-term Use
The FDM Translation Tool was created to show how PeopleSoft and Great Plains historical data converted to initial Workday values and is not intended for long-term use. The tool shows translations at the time of conversion only, and the values are static. Users who have questions about a translation result should check with their Cost Center Manager. To learn more about the purpose and use of the tool review the job aid found in the Administrative Resource Cener (ARC). Note: The FDM Translation Tool will not be available for a few hours on Thursday, February 11 starting at 3 p.m.
Ability to Post Purchases Directly to Inventory Accounts
If you are part of an earnings unit with inventory tracked outside of Workday and have a need to directly post to Inventory Accounts when purchasing goods, assistance is available to help set this up for your unit. Please contact Tiffany Mayers by February 19 with a request and include the specific cost centers requiring this ability.
Workday Quick Tips
Reminder about FY21 plans
FY21 Plans have been loaded at the unit level into Workday, based on the Excel templates provided to Financial Planning and Analysis during July 2020. These plans are viewable in the Sources and Uses - Variance report when it is run at the CCH6 level, or for units reporting to Academic Affairs, CCH7 level.
Reminder about HIPPA and FERPA data
Do not attach HIPPA and FERPA specific data in Workday processes. To learn more about attachment requirements review the "Journal Entries" section within the Workday for Core Users: Finance FAQs, available in the Administrative Resource Center (ARC).