Concept: Procurement Conditional Rules

You can use procurement conditional rules to prevent workers from taking actions against procurement documents in Workday. Workday prevents you from completing actions when the respective rules are true.

On documents that meet the procurement conditional rule criteria, the blocked action won’t be visible on the related actions of the document. The document also won't be visible on result tasks. Example: When you have a conditional rule to prevent receipt for a certain supplier, you won’t see purchase orders for that supplier in the

Create Receipts

task. You won't be able to create receipts off the purchase orders of the supplier.

With procurement conditional rules, you can:

Prevent the action from starting and limit excess draft transactions in Workday.

Use any conditional rules with context to the purchase order on procurement conditional rules. If you don't find the field you need when you're creating your conditional rule, you might need to use a calculated field.

Procurement conditional rules won’t trigger for web services, unless specified below. If you want to restrict actions from inbound web services, create a custom validation to prevent document submission. You can also work with your integration partner to restrict the data on the inbound file.

Conditional Rule	Description
Change Order from POA - Prevent Auto Issue	Blocks automatically issuing a change order created from the Purchase Order Acknowledgment (POA).
POA - Prevent Change Order	Prevents the creation of a change order from a Purchase Order Acknowledgment (POA) when the condition rule is met. Use this rule to add various validations to the POA process, such as verifying that a proposed substitute item is a valid replacement for the originally ordered item.
Purchase Order - Prevent ASN	Prevents the creation of advanced ship notices (ASN). Also prevents the creation of ASNs using the web services.
Purchase Order – Prevent Auto Close	Prevents automatic closure of purchase orders.
Purchase Order - Prevent Cancel	Prevents the cancel action when the condition rule is true.
Purchase Order - Prevent Close Line	Blocks the Close Lines related action off the PO. Prevents selection of POs meeting the condition rule on the Mass Close Procurement Document task.
Purchase Order - Prevent Close Line for Receiving	Blocks users from closing purchase order lines for receiving.
Purchase Order - Prevent Copy	Blocks users from copying purchase orders from related actions on the Create Purchase Order task.
Purchase Order - Prevent Edit Without Change Order	Blocks users from editing purchase orders using the Edit Without Change Order task.
Purchase Order - Prevent Receipts	Prevents receipt creation off the related actions and Create Receipt task; doesn’t prevent receipt against receivable supplier contracts.
Receipt Adjustment - Prevent Cancel	Blocks users from canceling receipt adjustments.
Receipt - Prevent Cancel	Prevents canceling of receipts from related actions.
Receipt - Prevent Receipt Adjustments	Prevents creating receipt adjustments. Blocks creating off the related action and Create Receipt Adjustment task.
Requisition Line - Prevent Auto Sourcing	Prevents automatic sourcing of requisition lines.

Use Cases

Purchase Order - Prevent Cancel

Prevents cancellation when the purchase order status is Issued
. Requires buyers to close purchase orders and purchase order lines on issued purchase orders instead of canceling the document. The purchase order line

Cancel

action is still available on change orders, but this conditional rule limits the ability to cancel at the purchase order header level once issued.

Purchase Order - Prevent Receipts

Prevents receipts if there are existing open receipts in Draft
or In Progress
status. Streamlines automatically closing purchase orders since Workday doesn’t support automatically closing purchase order lines with open receipts.

Prevents receipts if using a Warehouse Management System (WMS) based on the purchase order type. Prevents receipt of external purchase orders when receiving will be completed in the WMS.

Purchase Order - Prevent Edit Without Change Order

Workday sets up Prevent Edit Without Change Order
as Always True (Workday Delivered)
. Remove this rule if you want to edit without a change order for all purchase orders.

Prevents editing without a change order when the purchase order status is Approved
. Prevents buyers from making edits without a change order on a purchase order after it has been approved. Adding the condition rule limits both

Edit

and

Edit Without Change Order

from displaying at the same time on the related actions menu of a purchase order.

Prevents making edits without a change order when the purchase order is generated from an integration.