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Administrator Guide
Last Updated: 2025-09-19
Verify Procurement Card Transactions

Verify Procurement Card Transactions

  • Configure the
    Procurement Card Transaction Verification Event
     business process and security policy.
  • Include the
    Initiate Procurement Card Transaction Verification Intercompany Event
     action step in the
    Procurement Card Transaction Event
     business process.
  • To run budget check throughout the
    Procurement Card Transaction Verification Event
     business process, configure the
    Budget Check
     action step.
  • To authorize a worker procurement card transaction verification for other workers:
    • Assign them to the appropriate
      Organization Types
       and
      Security Group Types
      .
    • Set up security access to the
      Process: Procurement Card Transaction Verification
       domain.
  • Assign security groups to delegate the initiation step of the
    Procurement Card Transaction Verification Event
     business process.
  • To enable procurement card verifications for intercompany affiliates:
    • Configure the
      Procurement Card Transaction Verification Intercompany Event
       business process and security policy.
    • Include the
      Initiate Procurement Card Transaction Verification Intercompany Event
       action step in the
      Procurement Card Transaction Event
       business process.
    • Access the
      Edit Company Intercompany Profile
       task and select additional companies for intercompany procurement card transactions availability on verifications.
You can verify procurement card transactions loaded into Workday for yourself or on behalf of another worker.
  1. Access the
    Verify Procurement Card Transactions
     or
    Verify Procurement Card Transactions for Worker
     task.
  2. Select the transactions you want to verify.
  3. As you complete the
    Transaction Details
     tab, consider:
    Option Description
    Add
    Select to include additional transactions in the verification.
    Credit Card Transaction
    Select an available transaction from the prompt.
    Supplier
    Select a supplier from the prompt to filter the
    Purchase Order
     and
    Supplier Contract
     results. If the credit card transaction includes a supplier, Workday populates the supplier.
    Purchase Order
    To include purchase order lines in the verification, select a purchase order with a current status of
    Issued
    .
    Supplier Contract
    To include contract lines in the verification, select an approved supplier contract.
    The supplier contract type can't include
    Manual
     or
    Scheduled
     attributes for purchase orders.
    Sales Tax Collected
    This field indicates that sales tax is collected on the procurement card transaction to support reporting and business process routing.
    Default Tax Option
    You can self-assess tax on company card transactions when you select the
    Calculate Self-Assessed Tax
     option.
    Default Tax Code
    Select to populate on the transaction details line.
    Tax amount
    The sum of the tax calculated from your transaction details line.
  4. Review the line transaction details and modify them as needed.
    Option Description
    Company
    Workday populates the company from the verification header.
    For intercompany transactions, you can select a company from your intercompany profile.
    Item/ Item Description
    If you select a purchase order or supplier contract for the transaction, Workday populates and locks the
    Item
     prompt.
    You can also select an item from the prompt or create a purchase item.
    Spend Category
    If you select a value from the
    Item
     prompt, Workday populates the spend category.
    Workday locks the field if the transaction is related to a purchase order or supplier contract.
  5. (Optional) To add transaction attachments to the
    Attachments
     section, upload, or drag and drop files that support the transaction, such as receipts.
    Workday supports the file types listed in the
    Edit Tenant Setup - System
     task for business document attachments.
  6. (Optional) From the related actions menu, select the
    Budget Check
     option to view or change the budget date on a transaction line or split. You can determine which transactions go through budget check during a specific budget control period.
    You can select:
    • The
      Select All
       check box to trigger the
      Budget Date
       field and update all the lines on a transaction.
    • Specific transactions and update the
      Budget Date
       column.
    Workday synchronizes the budget date on spend transaction lines and cost reimbursable spend lines to support budgetary control and grants spend management.
  • After approving procurement card verifications, you can’t invoice or receive against related supplier contract or purchase order lines.
  • For procurement card transactions related to a purchase order or supplier contract, Workday creates a liquidating journal for the associated obligation for the amount of the transaction.
  • Workday processes split lines at the split level, not the line level, to provide more visibility into procurement details.
  • You might see a residual difference between debits and credits due to currency conversions when:
    • Your credit card transaction currency differs from your billing currency, and your billing currency is the same as your ledger currency.
    • Your credit card transaction currency is the same as your ledger currency, but differs from your billing currency.
Settle the approved procurement card transactions. The settlement process creates and settles the transactions. When the process completes, Workday updates the accounting entries for each payment.