Tagged: Procurement

By the end of August, enhancements will be made to the internal order billing process to allow for negative invoice line amounts. Currently, refunds/credits to customers can only be accomplished using a cost center journal. Please note that due to a Workday constraint, the negative invoices will only get picked up for settlement once there is an overall positive total invoice amount for that internal supplier ID. Service line invoices will have to be refunded with negative service lines, and goods lines will have to be refunded with a negative goods line amount, including the quantity.

There is a new Supplier Invoice Request course available in BuckeyeLearn that instructs users on how to create a Supplier Invoice Request. This 20-minute course reviews the Supplier Invoice Request process.

Enhancements have been made to the "Find Requisition Summary - OSU" and "Business Processes Awaiting Action - Requisition Detail" reports. New report fields that have been added to the output of each report are specific to requisitions with new supplier registrations. The new fields include those listed below.

• Date First Email was Sent to Supplier
• Date Second Email was Sent to Supplier
• Date Application was Received from Supplier

The go-live date for matching validation rules on the entry of internal supplier invoices has been paused. Initial go-live was to occur after FY24 year end. The original details shared earlier are listed below.

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The new validation rules will have the requirements listed below. 

• Invoices will need to match purchase order unit cost lines to ensure rates are accurate and agree to what was approved on the PO. 

As of Friday, May 31, all internal supplier invoices tied to a blanket purchase order and the Office of Sponsored Programs (OSP) Grant Hierarchy will route to the Grants Shared Service Center for review. This review is to help ensure that grants are charged only approved internal billing rates, comply with the grant agreement, and have appropriate supporting documentation. If there is not adequate detail to support the charges, the Grants Shared Service Center will be sending back the transactions.   

The suppliers of leadership coaching services listed below will now have single dollar line hosted catalogs in Buckeye Buy. Previously these suppliers were in Marketplace Quotes. Ohio State customers will receive quotes via email, which should be used to enter the order through the Buckeye Buy catalog. 

• Connect the Dots Consulting LLC
• Dawn Costick
• Innovative Leadership Institute
• Leader Onboarding
• Pyramid Resource Group

Magnetic Springs is back in buckeye Buy with a two-line catalog for either 5-gallon water service or filtration unit service. The pricing for each is visible in the long description of the item.  Requestors should enter the expected total for annual service in the quantity field without decimal points. This will produce a one-line purchase order for the total amount of service through the year. The dollar line structure allows for multiple invoices to be paid during the service period.

Blanket orders are used for transactions that occur very frequently (daily or multiple times a week), have a high variation of product types, have undetermined timing, and are not available in Buckeye Buy.

Please do not begin entering FY25 blanket purchase orders until Monday, April 15. More information and detailed instructions on creating FY25 blanket purchase orders will be posted in a future NewsLink article.

New to Marketplace Quotes (In the supplier website section of Buckeye Buy):

• Neverman Construction - - Disaster recovery services
• Eagle Exhibit LLC - - Trade and product show displays
• Hamburg Fireworks Display Inc.

Furniture suppliers:

• Landscape Forms Inc. - - Outdoor furniture
• Sauder Manufacturing Co. - - Residential furniture

Photographers:

• Autumn Theodore Photography LLC
• Emma Parker Photography LLC