A new series of reports will soon be released to provide approval times for each approval step on various transaction types. These transaction types include Requisitions, Spend Authorizations, Expense Reports, Miscellaneous Payment Requests, Supplier Invoice Requests, Supplier Invoices, and Purchase Order Change Orders.
For each transaction type, two different report styles will be available. The " Detail " reports will provide the amount of time the transaction spent pending approval from each approval step in the workflow, as well as the approving workers for each transaction. The " Summary " reports will provide a high level overview of the average approval times for each approval step per cost center hierarchy. These Summary reports will also be placed on a dashboard so that all of the reports can be housed in one location.
Look for a forthcoming Newslink article to be published once the reports are released.
Three new reports are available in Workday that are based on existing reports, but are configured to allow for trending and comparison of financial information on a monthly and annual basis. See a description of each new report below.
Equity Balances by Balancing/Carry Forward Worktags - Monthly Trending:
This report is configured to provide income statement activity by month for a specific Fiscal Year based on the Fiscal Year for the period selected in the report prompt. The report will return a new set of "Sources and Uses" columns for each month/period in the Fiscal Year that was selected.
Equity Balances by Balancing/Carry Forward Worktags - Annual Trending:
This report is configured to provide three years of income statement activity in the style of the Equity Balances reporting suite. The report uses the period selected, and then returns period year to date activity for the selected Fiscal Year, and the two previous fiscal years.
Sources and Uses - Annual Trending:
This report is configured to provide three years of income statement activity in the style of the Sources and Uses suite. The report uses the period selected, and then returns period year to date activity for the selected Fiscal Year, and the two previous fiscal years.
New tips and tricks information on the Requisitions process has been added to the Business and Finance website . This provides users with an overview of the business process and a crosswalk to additional resources.
The previously reported issue related to Miscellaneous Payment Requests has been corrected. To recap, The Enterprise Business Solutions (EBS) team received reports from Accounts Payable of a high volume of Manual Send Backs, automated by Workday, when certain attributes were updated on the Payee record, while Miscellaneous Payment Requests were "In Progress."
Workday no longer sends back the requests unless the Payee address or bank account information is updated.
As always, we appreciate the Ohio State Workday user community's patience as we worked to resolve this issue.
Coming in October 2023, Internal Service Providers (ISPs) will use a new process in Workday to invoice other internal departments or units at Ohio State. The Internal Order Billing (IOB) process replaces the need to create an Internal Service Delivery (ISD) to bill other internal departments and units for both the university and the Health System.
This functionality benefits end users, earnings units, and central Finance. It aligns the Internal Order Billing process with other standard procure-to-pay processes, improves transparency of internal order billings for end users, and streamlines and improves monthly close processes and reporting. See the full post to learn about go-live timing, what's changing, how affected parties should prepare, and where to find help resources.
The Spend Authorization Roll-forward Journal was processed to roll-forward spend authorization encumbrances for FY24. In your FY24 Financials, these pre encumbrances will post on the journal source titled "Spend Authorization Roll Forward" for any non-expensed spend authorizations as of the June cut off with remaining encumbrances.
The Asset Registration and Asset Transfer business processes have been updated to include a "To Do" step at the end of each process. This step will instruct the Cost Center Asset Tracking Specialist to complete the required Off-Campus Stewardship Form if the location on the business asset is "Remote Location." Per Ohio State policy, this form must be completed for all trackable assets taken off campus or assigned to an individual for off-campus use.
The new Business and Finance unit monthly reconciliation checklist is now available for download and is intended to be a guide to assist units in the development of the processes necessary to ensure an effective internal control environment. While it is not required to be utilized, if a unit chooses not to implement these procedures, their own procedures need to be identified and implemented to appropriately identify and mitigate financial risk within the college/unit and to be compliant with the Fiscal Stewardship policy .
Please note that the equity roll-forward of FY24 beginning equity balances will not occur until after second close, which is at 5 p.m. on the evening of July 20, 2023 . As a result, reporting will be affected until the equity roll-forward occurs.
