Setup Considerations: Worksheets for Purchase Items

Administrator Guide

You can use this topic to help make decisions when planning your configuration and use of mass maintenance tasks for purchase items. It explains:

Why to set them up.

How they fit into the rest of Workday.

Downstream impacts and cross-product interactions.

Security requirements and business process configurations.

Questions and limitations to consider before implementation.

Refer to detailed task instructions for full configuration details.

What It Is

With Worksheets, you can define workflows for requesting, creating, and mass-updating purchase items that align with your organizational policies.

Business Benefits

By streamlining data entry for purchase items, you can maintain data integrity and intuitive data entry for your users. This helps your business easily load large volumes of item information into Workday.

Use Cases

You can use this feature to:

Maintain information for up to a 1,000 new and existing items at once.

Simplify the maintenance of item information by customizing the fields and prompts on worksheet templates.

Enable departments across your business to request for new purchase items.

Capture necessary information to process new items at the request of workers.

Configure and mass maintain item requisition sourcing rules for your preferred suppliers.

Questions to Consider

Questions	Considerations
Do you want users to complete a custom questionnaire when they request for new items?	Consider enabling and using questionnaires. Consider the types of questionnaires that you need for mass maintenance versus requests for new purchase items. You can create questionnaires on the Create Questionnaire task. Then, add the questionnaire to purchase item request types. Ensure that reviewers of purchase item requests have security permissions to the Questionnaire Results domain to view questionnaire answers.
Do you want to set up request tasks for updating purchase items, adding new purchase items, or both?	With Purchase Item Request Types, you can set up different workbook templates for specific types of item requests. Consider the Purchase Item Request Type options: Mass Maintain Purchase Items : to mass update existing purchase items. Request New Purchase Items : to create new items to meet a requirement in another department.
Do you have an involved review process of new item information?	You can track and analyze the reasons that reviewers reject purchase item requests, when you set up rejection reasons on the Maintain Procurement Reasons task. See Set Up Procurement Reasons. Reviewers of item requests can also send workbooks with errors back to requesters to fix, without losing any of the existing information already setup.
Do you want to set up mass updates for patient chargeable items?	You can use the Patient Charge Information worksheet template-type to mass configure patient charge information such as: Company Purchase item identifier Revenue Center You can also configure Workday to add these prompts on purchase item information templates: HCPCS Patient Chargeable
Do you need to cancel multiple purchase item requests at once?	You can use the Mass Cancel Purchase Item Request task to find and mass cancel any purchase item requests in Draft or In Progress status. Example: An employee leaves your organization and you need to clean up leftover open item requests.
Do you utilize external item catalogs for your item management?	You can configure purchase item request templates to search and access external item catalogs that you've integrated into Workday. You can create templates that search for individual items, or that can bulk search items using lists of specific item identifiers.

Recommendations

Before you create worksheet templates, carefully consider the Purchase Item Request Types and business processes that you want to set up.

Don't use the same field twice in the same workbook template.

On the business processes, you can separate To Do
action steps to remind workers to update the inventory sites, par locations, or requisition templates for items.

Requirements

For each enrichment step on the business process, you must set up a corresponding enrichment template on the Purchase Item Request Type.

You must enable these fields on the

Edit Tenant Setup - Financials

task to access patient charge information worksheets and patient charge information on purchase items:

Enable Healthcare Options

Enable Patient Charge Information

Limitations

Once you use a purchase item worksheet template, you can't remove the Template Type from the template.

The purchase item worksheet functionality doesn't support:

Catalog items

Related worktags

Tenant Setup

When you configure the

ID Generator for Purchase Items

and

ID Generator for Purchase Item Event

fields on the

Edit – Tenant Setup Financials

task, Workday automatically adds ID numbers to purchase items created or modified using these business processes:

Mass Maintain Purchase Item Request

New Purchase Item Request

Purchase Item Event

Security

Configure these domains and their security policies:

Domains	Considerations
Access Purchase Item Request Type (Segmented)	Provides users access to purchase item request types based on the role of the user. First, you must associate security groups to the segments you create on the Create Purchase Item Request Type Security Segment task.
Drive	Provides access to Worksheets when enabled.
Maintain: Patient Charge	Provides access to configure patient charge designations on purchase items.
Process: Purchase Item Request	Provides reviewers and approvers access to edit all purchase item requests.
Set Up: Purchase Item Request	Provides administrators access to configure purchase item worksheet templates.
Self-Service: Purchase Item Request	Provides users access to their own purchase item requests.
Worksheets	Provides users who enrich item information access to worksheets. With Worksheets, they can create, edit, and view purchase item requests.

You can also configure these subdomains on the Process: Purchase Item Request
domain:

Process: Purchase Item Request - Cancel

Process: Purchase Item Request - Create/Edit

Process: Purchase Item Request - Reporting

Process: Purchase Item Request - View

Business Processes

Configure these business processes (secured to the Procurement functional area) to route purchase item requests for approval:

Mass Maintain Purchase Items Request
, which uses the

Mass Maintain Purchase Items

task as an initiating action.

New Purchase Items Request
, which uses the

Request New Purchase Items

task as an initiating action.

You can add these action steps for reviewers, which display in My Tasks:

Enrich Purchase Items

Evaluate if Requested Items Need Additional Review

Evaluate Needs Review Purchase Item Changes

Review Purchase Items

Reporting

Considerations	Reports
Track any changes made to purchase items attributes.	Item Change Log
View item request types and the associated tasks available to workers.	View Purchase Item Request Types
View mass updates for purchase items that are complete or in progress.	View Mass Maintain Purchase Item Request
View the requests for new purchase items that are complete or in progress.	View New Purchase Items
By searching for item requests, workers and item administrators can view, edit, and cancel purchase item requests.	View Purchase Items Request
Use this report to view any errors or exceptions for items on your purchase item requests.	View Item Exceptions
Users can search for requests they've created or requests delegated to them.	My Purchase Item Requests
Search for any purchase item request in the Workday tenant.	Find Purchase Item Requests

To build custom reports, you can use the

Purchase Item Request

report data source and these business objects:

Item Requisition Sourcing Rules

Purchase Item Changes

Purchase Item Request

Purchase Item Request Type

Purchase Item Request Template

Supplier Item Details

Supplier Sourcing Rules Changes

Integrations

No impact.

Connections and Touchpoints

Tasks	Considerations
Configure Optional Fields	You can use this task to hide or require fields on tasks connected to these business processes: Mass Maintain Purchase Item Request New Purchase Item Request
Maintain Procurement Reasons	You can use this task to define reject reasons for purchase item requests. Then, you can report on the reasons reviewers reject item requests in My Tasks: Review Mass Maintain Purchase Items Request Review New Purchase Items Request See Set Up Procurement Reasons.

Other Impacts

When items are on a purchase item request that is In Draft
or In Progress
, you can't:

Update the item using tasks and web services.

Select the item on the

Mass Maintain Purchase Items

task.

Set Up Worksheets

Steps: Set Up Drive

2020R2 What's New Post: Mass Maintain or Request Purchase Items with Worksheets

2021R1 What's New Post: Maintain Purchase Item Inventory Attributes with Worksheets

2022R1 What's New Post: Supplier Requisition Rules in Worksheets

2023R1 What's New Post: Create and Edit Purchase Item Business Process