Tagged: Procurement

Several new reporting updates described in the full post are expected to be active mid-August. A new prompt and output field have been added to "Purchase Order Remaining Balances," "Find Purchase Order Details - OSU," and "Find Purchase Order Summary - OSU." Coming the week of August 18, a new report called "Find Cash Sale Details - OSU" will be released. Lastly, coming the week of August 11, a new field will be added to the output of the report "Business Processes Awaiting Action - Expense Report Detail."

During the week of June 23, Workday validations were added to the supplier invoice business process to ensure that the cost of sales expenditure treatment worktag can only be utilized by approved university earnings operations (Funds FD120, FD121, FD122 and FD200). As a reminder, use of the ET101 expenditure treatment drives the transaction accounting to the cost of sales ledger account (61020). See the full post for more details and guidance.

A column on the output of the reports "Find Supplier Invoice Summary - OSU" and "Find Supplier Invoice Details - OSU" has been removed due to performance issues. The report field removed was "All Invoices Paid to Supplier on Settlement Run." End users can instead run the report "Supplier Payments" to obtain a list of invoices paid to a supplier during a particular settlement run.

The IT Computer Software (SC10396) and related expense item of IT Software are being decommissioned. These have been marked with do not use in the name (DNU) until the remaining transactions clear. For all software purchases moving forward, please utilize IT Computer Services – Software Maintenance and Licenses (SC10519) and the expense item Computer Services Software Maintenance and Licenses. Contact info for questions is in the full post.

Later this summer, updates will be made to the Supplier Invoice Request and Miscellaneous Payment Request processes to ensure proper classification and review of independent contractor relationships with the university. See full post for details.

The "Forecast Plan Name" default prompt value has been updated to reflect the FY25 Summer Forecast being loaded on the reports listed in the full post.

The report "UNIV Remaining Encumbrances - Requisitions, POs, Spend Authorizations, Supplier Contracts" has two new date prompts. One prompt allows users to enter a Requisition Request Date On or Before. This is to allow users to isolate only requisitions that are intended for this fiscal year. A second prompt has been added for "PO Document Date On or Before." This is also to aid in delineating current fiscal year purchase orders from FY26 purchase orders.

An integration issue has been identified associated with the Supplier Discount integration where the full discount amount was not reclassed from the 17005 Discounts Earned Suspense ledger account to an expense account that earned the discount. The integration has been corrected moving forward and a clean-up of the variance for all the prior affected years will post into FY25 by the second close. This only affected supplier invoices that had freight and other charges at the header level.

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 following parameters: 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). See full post for timing and other details.

Several reporting updates are current as of June 2. An enhancement has been made to Business Process Approval Times Reporting, a new "Find Procurement Mass Close Requests - OSU" report is available, and a new financial report named "Sources and Uses - Monthly Trending" is available.