Tagged: Workday

"Find Supplier Invoice Summary - OSU" Report: The "Find Supplier Invoice Summary - OSU" report has been enhanced with two additional fields in the output of the report. The field names are "Invoice Reference ID" and "Supplier Reference ID."

As shared in a prior NewsLink post, effective Monday, August 12, all PCard Forms that support the issuance of a new PCard or adjustments to an existing PCard must be submitted through a Request in Workday. Refer to the PCard - Application Request and Maintenance Request Job Aid for navigational guidance in Workday.

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.

The "Positions for Planning" report will be updated the evening of Monday, August 12. In order to pull in the new "Payroll Encumbrance Accrual Reversal" journal source data successfully, the “region” filter and column was removed from the report. This integration was created for FY24 year-end to fix the encumbrances for the last biweekly payroll of the year. Please note, the "Pay Component" and "Pay Group" fields will be blank for the "Payroll Encumbrance Accrual Reversal" journal source rows.

Please remember to take prompt action on in-progress or created journals before business day 5 of month-end close. This will help limit the high volume of transactions that the Controller's Office needs to move and/or cancel to close the period. Workday notifications issue a reminder to take action on journals on business day 4, and reminder emails are sent to the Cost Center Manager distribution list on day 5 as an additional reminder.

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.

There is a Workday case open due to reported issues where journal EIBs are stuck in a queued status for a few hours before being created. If you notice that you are affected by this issue, please do not resubmit the EIB, as it will slow things down further and duplicate journals will be created that need to be cancelled. When this occurs, please be patient, the queued EIB journals eventually get created after a few hours and you will be able to submit them at that time. 

Below are details about reporting changes in production as of July 29.

Business Assets Reporting:

The "OSU - Find Assets" report now features a new Asset Description prompt. This text field allows users to enter a description, returning assets that begin with the specified value. This enhancement streamlines the search process, ensuring more accurate and relevant asset retrieval.

Find FDM Requests Report and Security Enhancements:

All PCard Forms that support the issuance of a new PCard or adjustments to an existing PCard will be moved from DocuSign to Workday on Monday, August 12.

Blank book code (activity for decentral journals) will be closing at 4 p.m. on Thursday, July 18. Please remember to take timely action on journals. As this is second close for fiscal year 2024, any journals or transfers in "Created" and "In Progress" status after 4 p.m. on July 18 will be cancelled.