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Administrator Guide
Last Updated: 2026-06-26
Define Alternate Types of Identifiers for Items

Define Alternate Types of Identifiers for Items

Security:
Set Up: Procurement
 domain in the Procurement functional area.
Buyers and suppliers have different names for identifying trade items both internally and in the marketplace. You can:
  • Create alternate identifier types, such as part numbers, to populate them on purchase items, supplier catalog items, and web (punchout) items.
  • Look up internal purchase items on item prompts using alternate item identifiers.
  • Configure item (product) tags for supplier catalog items, purchase items, and web (punchout) items commonly used by suppliers.
  1. Access the
    Maintain Item Identifier Types
     task.
  2. As you complete the
    Item Identifier Types
     tab, consider:
    Option Description
    Universal Item Identifier
    Select from item identifiers list to link web items with purchase items during punchout.  Workday supports numerous predefined item identifiers based on industry standards, such as Healthcare Common Procedure Coding System Code (HCPCS) or Global Trade Item Number (GTIN).
    For Item UOM
    Define item identifiers that relate to UOM-specific identifiers, such as GTIN and UPN.
    Length
    Set the maximum length of the item identifier value. Leave blank or enter zero to skip the validation when you enter item identifier values on purchase items.
    You must set a length of at least 14 for GTINs to ensure that EIBs upload properly.
    Allow Multiples
    Select to allow multiple rows for the item identifier type on the same purchase item. Example: Charge Description Master Code (CDM), you have more than 1 line for a CDM code on a purchase item.
    Allow Multiples per UOM/Manufacturer
    You can only select this option when you select the
    Allow Multiples
     option and the Global Trade Number (GTIN) universal item identifier. You can't:
    • Disable this option once the identifier is assigned to a spend category.
    • Edit this option until the purchase item request using the identifier is complete or cancelled.
    Items can have multiple GTIN identifiers for a manufacturer, but they must have unique UOM/Manufacturer combinations.
    Item Identifier Type is Unique
    Select to enforce the creation of unique item identifier values for the item identifier type in the
    Create Purchase Items
     task.
    Use in Supplier Catalog Item Mapping
    Select to link catalog items automatically to purchase items during catalog loads.
    Catalog administrators can quickly identify purchase items for supplier items during catalog loads.
    External
    Select so that the identifier type is available to view on PDF versions of purchase orders, request-for-quotes, and supplier contracts.
    Inactive
    Select this check box to inactivate item identifier types on your procurement items.
  3. As you complete the
    Item Tags
     tab, consider:
    Option Description
    Universal Item Identifier
    Associate item tags with Workday-delivered list of item identifiers to enable linking of web items to purchase items during punchout.
    Inactive
    Select this check box to inactivate item tags on your procurement items.
You can:
  • Associate alternate item identifier types to spend categories and associate those types to purchase items.
  • Capture values for alternate item identifiers on supplier catalog items and web items (from punchouts).
  • Capture item tags for purchase items, supplier catalog items, and web items (from punchouts).
  • Search catalogs using the alternate item identifiers and item tags.
Associate alternate item identifier types with spend categories.