The way Workday processes a Purchase Order Change Order (increases or decreases) was opening the associated requisition and re-committing the funds. This resulted in encumbrances reported in both the Commitments YTD Column and the Obligations YTD Column. This skews the values in the Total Expenses Column.
To solve this problem, Finance will be closing all open requisitions that have already been approved to a purchase order, from July 1, 2024 to present day. This will in no way impact Purchase Orders already approved or future change orders. In the future, we will be closing requisitions daily to prevent the skewed values in reporting.
On April 3, Finance closed 227 requisitions from July 2024 reduced the total campus commitment by just over $600,000. Before closing purchase orders, the institution had over $1.5 million in commitments for Fiscal Year 2025.
After closing requisitions from July, the commitments has reduced significantly.
The next image shows RPT00290 for a specific program. Before requisitions are closed, the report shows inflated commitments and total activity.
After July 2024 requisitions were closed.
Impact to Requisition and Purchase Order searching
The Requisitions Worklet now displays requisitions in the Completed section, rather than Open. Unfortunately, closing the requisition does remove the ability for requestors to detail into the Requisitions to navigate to the Purchase Order as they were able to previously. Please use the Open Commitments Report to find Purchase Orders until an alternative search mechanism has been identified.
We are still working on the errors in the Obligations column, related to FY24 encumbrances being released in FY25, and reducing that value. This process is a manual fix and is in progress. We will send out a communication upon completion.