Tagged: Procurement

On Monday, June 2, several credit card and expense-related reports will have maintenance performed on the back end of the reports. Changes as a result of this work will replace retired Workday prompts. While end users will still be able to use the same prompts after maintenance is complete, any saved filters and/or scheduled processes will be affected for the reports. Users will need to re-save filters and re-schedule reports after June 2 for any saved filters or scheduled processes that use the reports and prompts listed in the full post.

Please continue to refer to the Unit Year-end Checklist, found on the Business and Finance website's Controller page, for important year-end dates, timeline information and tasks that need to be performed. Procurement and expenses close will occur at Noon on Monday, June 30. Similar to last year, to avoid potential accounting issues, we are asking that no transaction approvals, changes, or cancellations occur after that time until the roll forward is complete the following day. This includes Requisitions, POs, Change Orders, Supplier Invoices (for both Internal and External Suppliers), Miscellaneous Payments and Expense Reports. It's highly recommended to have FY25 procurement and expense transactions fully approved by the end of the day on Friday, June 27, 2025.

As a part of fiscal year-end activities, subaward supplier contract encumbrances will be closed out for FY25 and re-opened in FY26. An encumbrance will not roll-forward into FY26 if a subaward supplier contract has an "Amendment in Process" status. This issue was confirmed in testing. As a result, the Office of Sponsored Programs (OSP) is providing the guidance shared in the full post for subaward supplier contract amendments.

These reporting updates are current as of May 5. The "Due Date" field has been removed on the prompt and output of both the "Reports Find Purchase Order Summary - OSU" and "Find Purchase Order Details - OSU" reports. In addition, a new column has been added to the output of the "Business Processes Awaiting Action - Asset Detail" report. The new column displays the Business Process Type. This has been added to allow users to identify and obtain metrics for the type of event that is awaiting action more easily.

As part of year end procedures and to help ensure a successful procurement roll forward, it is recommended that units review and close out old items with remaining balances if they will no longer be invoiced. Two helpful reports are available to assist with year-end business document clean up: the "UNIV Remaining Encumbrances - Requisitions, POs, Spend Authorizations" report and the "Purchase Orders with Documents Awaiting Action" report. See the full post for more details and report criteria information.

FY26 Blanket order entry can begin on Monday, April 14. A new workday enhancement will be turned on the week of April 7 to allow for future dated requisitions. Prior to this enhancement, users were instructed to "current date" blanket requests, and then the Controller's Office had to run a manual job during month end close in April and May to roll the encumbrances into the future fiscal year. With this new enhancement, all FY26 blanket order requisitions should be entered as future dated requests (request date of 7/1/25). The corresponding purchase order (PO) document dates and encumbrances will also be future dated, so they are correctly recorded for FY26. The PO will be issued after the requisition is fully approved. See the full post for more information to be aware of with this enhancement, including additional reminders about the use of blanket orders.

B&H Photo will be closed for Passover beginning Friday, April 11 through Sunday, April 20. B&H will re-open Monday, April 21. Orders placed by 11 p.m. on Thursday, April 10 will ship before the holiday. On select days during the closure, customers will still be able to enter orders in the supplier website but product will not ship until April 21. See the full post for a visual calendar from B&H with more details.

Check out the full post for new and upcoming Workday report updates as of April 7.