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OnCore will integrate with Workday Financials starting July 1, 2021.This integration is relevant only for Departments using the OnCore Financials module, which currently includes: Surgery, Neurology, Radiation Oncology, Gynecologic Oncology, Pediatric Oncology, Emergency Medicine.Medical Oncology is not in the financial pilot but will be creating invoices in OnCore that get integrated with Workday. |
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Workday is a cloud-based system for Human Resources, Finance and Student Administration. The WashU instance of Workday is known as MyDay. The Workday Finance project replaces WashU's current FIS/AIS system. |
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Integrated Invoice/Payment Workflow |
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The first step is for the Study Team to create the Workday Project Project with the External Project Reference (IRB number) field entered and the Project Group set to “Clinical Studies in OnCore”.
- After creation in Workday, CCS will review, approve and enter the Workday Project No. (PJ#) as the Internal Account No. in OnCore Protocols > PC Console > Main > Management tab shown below.
- The Internal Account No. needs to be in OnCore before the first OnCore invoice is finalized (has a date added)
- In OnCore, the Default Sponsor in the Parameters tab cannot be Wash U. This causes an error with the integration.
- If you do NOT want an invoice to flow over to WorkDay, you can put letters in front of the invoice number (we recommend “DNS”). Only invoice numbers that start with an integer will flow over to WorkDay.
- Invoice dates have to be within the same month that the invoice is being finalized (i.e. if you are finalizing an invoice in August 2021, the invoice date has to be within August 2021).
- To be safe, we recommend using “today’s date” when creating/finalizing an invoice. This is due to the accounting periods being closed in WorkDay and not allowing invoices backdated to a previous period.
- The only exception is at the beginning of July: any invoice for which a payment is received in the previous fiscal year (June 30th or earlier) should be backdated to June 30th.
- Users must not modify the Internal Account No. in OnCore. The Hospital Account No. field just to the right can be used to document any account numbers that need to be tracked.
- Study Teams are still expected to follow the CCS developed OnCore Invoice Number Guidelines.
- If an Invoice needs to be Voided or Amended after a payment has been applied, the Study Team will need to unassociate the payment from the invoice in the OnCore Receipts tab before Voiding or Amending.
- Invoices should not be amended or created in OnCore at 10pm or later, as they will not get picked up by the Workday Integration
- Payments should not be applied in Workday at 11pm or later, as they will not get picked up by the OnCore integration
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