Key Cutoff Dates for Banner Activity and Transition to Workday

Summary

Critical Deadlines for Transition to Workday

Full Description

As we prepare to transition from Banner to Workday on July 1, 2025, please be advised of the following important cutoff dates. These deadlines are crucial to ensure a smooth transition and to facilitate accurate financial processing for the fiscal year 2025 year-end closing.

Key Cutoff Dates

June 9: Final day to submit new requisitions/purchase orders and requisitions in buyW&M. Any requisitions submitted after this date will be rejected and must be recreated once Workday goes live on July 1, 2025.
June 12 (non-PO invoices): This includes Direct Pays, Reimbursements/Refunds and Honorarium invoices. The invoices must be approved and in the AP Workflow by this date to be paid in FY25. Following this date, buyW&M will be down until Workday goes live on July 1, 2025.
June 15 (PO invoices): All PO invoices must have receiving entered to ensure the invoice exports to Banner by June 15th to be paid in FY25. Following this date, buyW&M will be down until Workday goes live on July 1, 2025.

Additional Information

For a comprehensive list of all fiscal year 2025 year-end transaction deadlines, please visit the Financial Operations website. This resource will ensure you stay informed about other critical dates and processes leading up to the transition. Please note that all information is subject to change as a result of the ongoing development and implementation of Workday.

Any invoices not processed within the deadline will be deleted. This includes invoices that have been returned or are in the matching exceptions workflow, therefore please ensure the receiving has been entered to ensure there is a three-way match. Any invoices that need to be paid next fiscal year should not be submitted in buyW&M until after July 1. Any cXML invoices that have a three-way match with a due date after July 1 will be given a NET1 due date and processed in FY25.

Questions?

Thank you for your attention to these important deadlines. Your cooperation is essential as we move forward with Workday implementation. Should you have any questions or need assistance, please reach out to procure@wm.edu.

Frequently Asked Questions

frequently asked questions
1. If you create a Purchase Order (PO) by, say, June 8, and have not received the item by the June 15 deadline but receive it June 17. Would we just hold the invoice and wait to enter after July 1? Short answer, yes. If you do not receive the order and complete the receiving in buyW&M before the June 15th deadline, you will need to hold the invoice and process the invoice and receiving after July 1st.
2. If there are blanket POs for FY24-25 that have not yet been completed, will these transfer? I have a blanket PO and will receive invoices on June 17th and 24th. Could I hold these invoices to pay on the FY24 blanket on July 1? Short answer, yes – please see question above.
3. If we need to create a blanket order for FY25-26 because we will start receiving invoices on July 1- can we create this prior to June 9 and add invoices after July 1? We are asking for departments to hold off on creating new purchase orders in buyW&M until after July 1st to avoid any potential issues with the conversion process. However, if this is a truly urgent need, please reach out to procure@wm.edu with the information and we will guide the department accordingly.
4. Can we use SPCC as a replacement during this time for mission critical items? Yes, you may use your SPCC for allowable SPCC transactions during the timeframe of June 9th through June 30th for mission critical items, even if the vendor is active in buyW&M.
5. What is the best advice for a department that does a lot of purchasing between June 9 and July 1? Order everything that is needed ahead of time and hold invoices if they don't arrive by the 15th? Use an SPCC for anything that comes up after June 9? Best advice: please plan ahead and try to purchase items within the allotted timeframe. Please be sure to emphasize communication within your department about the cutover deadlines for this fiscal year.
6. On the email sent about purchasing cutoff dates and on the key dates page, it is stated: June 9: Final day to submit new requisitions/purchase orders and requisitions in Banner. Any requisitions submitted after this date will be rejected and must be recreated once Workday goes live. Do you know what this makes the final date for submission in buyW&M? Great catch on our oversight – thank you and we have asked our communications team to update the language to reflect the cutoff date for June 9th to be the final day to submit new requisitions/purchase orders in buyW&M.
7. Are all the PO’s issued before 6/9 going to stay open if they are partially received and invoiced? How will we know what invoices have been deleted? Yes, purchase orders issued before June 9th with partial receiving and/or invoicing will be brought over in the conversion for payments and receiving after July 1. When invoices are rejected, you will receive a notification via email and it will be a notification (the bell icon in the top right corner in buyW&M).
8. June 9 is the last day to enter a requisition/PO in BuyW&M – is the deadline the same for E&G, 1W/2W/2Z indexes? Yes, the last day to enter a requisition or purchase order in buyW&M will be June 9th regardless of funding source.
9. June 12 is the last day to process any non-PO invoices – is the deadline the same for E&G, 1W/2W/2Z indexes? Yes, the last day to enter a non-PO/ direct payment request in buyW&M will be June 12th regardless of funding source.
10. June 15 is the last day to process Purchase Order invoices – can you clarify this part of the announcement for me: “All PO invoices must have receiving entered” – does that just mean both the invoice and receipt portion on the PO must be complete by June 15? Short answer, yes. For a purchase order invoice to process, there must be a 3-way match: 1. purchase order, 2. invoice and 3. receiving completed. Any balance left on a purchase order will be converted for payment and receiving for the balance of the purchase order after July 1st.
11. Any invoices not processed within the deadline will be deleted – does this mean the PO will be deleted if it hasn’t been invoiced? Or just if the invoice process is incomplete, that specific invoice will be deleted? Invoices in process by the deadline will be rejected – just those invoices. See answer to question 10 regarding purchase order balances.
12. We cannot add any new vendors between 6/12 and 6/30 – is that correct? If the vendor profile is not approved by the vendor create team by June 15th, we will work to approve them in the next fiscal year. If there are emergency requests prior to June 12th, please reach out to buywm@wm.edu
13. SPCCs will still function as normal – purchases can continue to be made throughout June, correct? Correct, please reference question and answer # 4.

Summary

Full Description

Key Cutoff Dates

Additional Information

Questions?

Frequently Asked Questions

1. If you create a Purchase Order (PO) by, say, June 8, and have not received the item by the June 15 deadline but receive it June 17. Would we just hold the invoice and wait to enter after July 1?

2. If there are blanket POs for FY24-25 that have not yet been completed, will these transfer? I have a blanket PO and will receive invoices on June 17th and 24th. Could I hold these invoices to pay on the FY24 blanket on July 1?

3. If we need to create a blanket order for FY25-26 because we will start receiving invoices on July 1- can we create this prior to June 9 and add invoices after July 1?

4. Can we use SPCC as a replacement during this time for mission critical items?

5. What is the best advice for a department that does a lot of purchasing between June 9 and July 1? Order everything that is needed ahead of time and hold invoices if they don't arrive by the 15th? Use an SPCC for anything that comes up after June 9?

7. Are all the PO’s issued before 6/9 going to stay open if they are partially received and invoiced? How will we know what invoices have been deleted?

8. June 9 is the last day to enter a requisition/PO in BuyW&M – is the deadline the same for E&G, 1W/2W/2Z indexes?

9. June 12 is the last day to process any non-PO invoices – is the deadline the same for E&G, 1W/2W/2Z indexes?

10. June 15 is the last day to process Purchase Order invoices – can you clarify this part of the announcement for me: “All PO invoices must have receiving entered” – does that just mean both the invoice and receipt portion on the PO must be complete by June 15?

11. Any invoices not processed within the deadline will be deleted – does this mean the PO will be deleted if it hasn’t been invoiced? Or just if the invoice process is incomplete, that specific invoice will be deleted?

12. We cannot add any new vendors between 6/12 and 6/30 – is that correct?

13. SPCCs will still function as normal – purchases can continue to be made throughout June, correct?

2. If there are blanket POs for FY24-25 that have not yet been completed, will these transfer? I have a blanket PO and will receive invoices on June 17th and 24th. Could I hold these invoices to pay on the FY24 blanket on July 1?