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Administrator Guide
Last Updated: 2023-09-08
Concept: Procurement Items

Concept: Procurement Items

In Workday, procurement items represent standard goods and services that you can:
  • Requisition
  • Invoice
  • Order
  • Receive
  • Stock
  • Track
Workday uses these types of procurement items:
Item
Description
Supplier Contract
Purchase Items
Standard goods and services offered through internal catalogs.
You create and maintain a purchase item to:
  • Set up additional attributes, such as base units of measure (UOM), stocking UOM, and conversion factors, to manage stock item inventory.
  • Represent a product or a manufacturing item by associating purchase items to supplier catalog items and web items. Example: Gauze offered by several suppliers.
  • Report on inventory. Example: Report on how many pens your company purchases, regardless of the type and brand.
  • Track items purchased without a contract.
Purchase item prices represent standard or common pricing of an item. If the item represents a manufacturer item, the purchase item price represents the manufacturer list price.
Purchase item prices are for budgeting and approval purposes and don't represent a contractual agreement with a supplier.
Purchase Items
 with supplier information.
Purchase items with supplier information retain standard purchase item functionality and also include supplier details about the purchase item.
You can associate purchase items with supplier information to:
  • Populate procurement documents with supplier information such as units of measure, unit price, and lead time.
  • Set up advance pricing rules for discounts and specials.
  • Set up sourcing priorities among multiple suppliers for 1 purchase item.
Supplier information for purchase items can represent contractual or standard pricing with a specific supplier.
When you maintain supplier contracts for supplier information, Workday populates those contracts on valid procurement transactions.
You can use supplier contracts to track spending.
Supplier Catalog Items
Goods that make up the supplier catalogs hosted in Workday, also known as catalog items. Requesters can purchase supplier catalog items directly on their requisitions.
Catalog item prices represent the contractual pricing with a specific supplier.
Web Items
Supplier items for goods that you purchase using punchout to a supplier website or a supplier network (marketplace) hosted outside of Workday.
Web item prices represent contractual or standard pricing with a specific supplier.
Non-Catalog Items
When an item doesn't exist in your tenant, you can request for a non-catalog item and provide an item description.
No contractual price agreement exists.