Tagged: Procurement

University Purchasing, OTDI and additional partners have worked together to make software procurement simpler, faster and more effective for colleges and units. And now we’re ready to fully roll out the new process to the university community! To assist in that effort, this online Software Management Toolkit shares helpful resources to set up colleges and units for success. Thank you for your cooperation in strengthening software management across the university.

To assist with the year-end procurement roll-forward process, the Controller’s Office is analyzing old internal and external Purchase Orders (PO) and will be closing out POs that meet these parameters during the week of May 18: 1. POs that are over 18 months 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); and 2: POs that have a remaining balance of greater than .01 and less than $1 that have a "last activity date" prior to May 2026. To learn more, including how to see what POs will be closed as part of this process and how to reopen POs closed in error, see the full NewsLink post.

A column for "Returns in Draft" has been added to the "Purchase Orders with Documents Awaiting Action" report. This change assists users in identifying documents that need to be cancelled or completed before the purchase order can be closed.

Due to the recent addition of the Cost Center Director role in Spend Authorization workflow, new columns have been added to the following reports: "Approval Times - Spend Authorization Details," "Approval Times - Spend Authorization Summary" and the "Approval Times - Summary" report group. This change allows users to report on average approval times for this approval step.

Effective May 25, the “Find Assets Details - OSU” report will be unshared for most users. This report was designed to display one row per asset share for assets with split funding, which can result in incomplete worktag information for assets without shares. For consistent and complete asset reporting, users should plan to use “Find Assets Summary - OSU” going forward.

Buckeye Buy is excited to share new catalog information for departmental and guest parking permits through CampusParc, window cleaning (Crystal Clear Building Services, Newpoint Services (formerly Globe Window) and Keep it Clean), power washing (D&D Commercial Cleaning and TNT Powerwash), and portable restrooms (Fusion Site Ohio dba Rent a John and Pro Kleen dba Porta Kleen). See the full post for more details and catalog links.

The Software Preapproval Process (SPP) is fully available in Workday and is highly encouraged for use. There are several SPP form enhancements planned for May 15, including streamlined Vendor Preapproval Form language and instructions, the addition of accessibility ratings, and a Digital Accessibility Approver-only section. See the full NewsLink post for more detail, including some background for those new to SPP or those yet to implement it in their college or unit.

New prompts have been added to the "Find Journal Lines - OSU - Posted Journals by Amount type" report. The prompts "Budget Date On or After" and "Budget Date On or Before" have been added to help narrow the report output to a specified budget date range. This is useful for grants reporting to view financial activity based on "activity" dates. See the full post for more details.

New prompts have been added to the "Find Journal Lines - OSU Payroll Detail" report. "Budget Date On or After" and "Budget Date On or Before" prompts have been added to help narrow the report output to a specified budget date range. Additionally, a new "Costing Source" column has been added to the output of this report. See the full post for more details.

The "Financial Balances Summarization with Flexible Selectable Columns" report has been enhanced with a new field: Journal Sequence Number.  This improves journal traceability and reporting clarity for finance users in Tableau reporting. See the full post for more details.