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When you need to look at open obligations on purchase orders, there's a new Workday Report available to help you investigate.
Open Obligations on Purchase Orders - This new report can be run on a cost center, designated, gift, or grant. You can look up a purchase order or a specific supplier. By default, it will include canceled and closed POs and will exclude POs with no obligation remaining. See the sample report image below for an idea of the fields available to view in the report. The report can also be modified to show POs with zero obligations remaining that are not closed or canceled (these are good candidates for closing!).
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This new report is in addition to the previously available Open Purchase Order Report.
As of August 4th, validations have been added to the use of the function worktag in Workday Financials.
Here are some basic points to know about the function validations:
Actions Taken: A group of Procurement team members collaborated to find non-catalog suppliers with no distribution method. They filtered to suppliers who were active in the past FY and used the Pareto rule to identify the ones with high impact. Then, they collaborated with the Supplier Management team to send new Paymentworks invitations and clean up supplier profiles in Workday and Marketplace.
Findings: In the last FY, UVA did business with 710 suppliers that had a bad distribution method. That's 4824 Purchase Orders worth $41.6 million, and 238 high-volume suppliers with 3697 Purchase Orders worth $36.5 million.
Impact on UVA Users: Created efficiency in the sourcing process for department users and Central buyers and helped the disbursement team by reducing the time to manually adjust supplier profiles. This means schools and units can have increased confidence that when their PO is approved, it is being distributed to the accurate address at the supplier. The team continues improvement activities in terms of purchase orders in order to achieve as high a degree of accuracy as possible!
Results: As of 8/2/2023, we have fully registered and approved 64 suppliers and processed 1115 Purchase Orders, $13.9 million worth of business
Major Contributors in this project: Andrew Clark, Franky Kong, Susanna Huang, Sri Ranjani Murthy
As reported in July, the Goods & Services Guide has been overhauled after an intensive cross-functional project spearheaded by several teams in Procurement. The Guide, located on the UVAFinance website, has several new and useful features (see all the changes in this July blog post).
The Goods & Services as it exists online is the most current version. The Procurement team will continually monitor and update it, so downloading the document is discouraged. The Guide is a 'living document' governed by a cross-functional team.
That team asks for your help in keeping the Guide as up-to-date as possible. If you know of changes that should be made, please propose them by emailing them to AskFinance@virginia.edu; we'll be happy to investigate and review any discrepancies, gaps, or inaccuracies, and address them.
The Expense team is working on a better way to achieve a two-approver process for expense reports that will work for both compliance purposes and for our schools and units.
They've just finished internal testing on a process that is a significant improvement over the initial course of action we tried out (and pulled back) in May. This process will be tested with a spend focus group; once more feedback has been gathered, we'll share the results at the September 6 Fiscal Administrators' Group.
Want to be added to the Fiscal Administrators email invite list? Email Stacey Rittenhouse.
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Related information: You can find the 2023 Fiscal Administrators' Meeting Schedule, along with Agendas and Meeting Recordings, on the UVAFinance website here (click Fiscal Administrators): https://uvafinance.virginia.edu/finance-community-engagement/meetings-and-resources
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