Tagged: Procurement

Beginning Thursday, October 24, two new fields will be added at the header level of a requisition. These new fields are "Freight" and "Other Charges." This change will allow end users to account for any freight or additional handling charges noted on a quote without adding a line item to the requisition.

Two supplier invoice matching rules will be updated on Thursday, October 24. The changes listed below will be made for the University only.

Freight Variance: If there is freight on the purchase order and the invoice freight amount exceeds the purchase order amount by $300 or more, the invoice will go into match exception status. If there is no freight on the purchase order, then a supplier invoice freight amount of $300 or more will cause the invoice to go into match exception.

A bid was done for gift cards and incentives, resulting in contracts being awarded to two suppliers – Virtual Incentives and Tango. These contracts are available for university-wide use for digital and physical gift cards. Contract information can be found on the appropriate contract book pages.

During the week of September 9, Ohio State will start utilizing the auto-close functionality provided by Workday for university purchase orders for goods. When a university purchase order for goods meets the criteria listed below, they will automatically close.

A new university-wide contract for Entertainment Services was recently awarded to nine suppliers. The Sourcing Team pre-negotiated rates, discounts, and terms with suppliers for use by Ohio State as part of a competitive Request for Proposal (RFP).

Awarded Supplier List:

During the evening of Thursday, August 29, 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. Negative invoicing will replace cost center journals as the standard practice for issuing refunds/credits to customers.

A new Inbox Filter for Workday was created August 7 for use on supplier invoice requests, specifically within the CCH7 cost center hierarchy. This supplier invoice request lookup is tied to the requisition line and requisition line distribution business objects.

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