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Administrator Guide
Last Updated: 2024-01-26
Issue Purchase Orders

Issue Purchase Orders

  • For each supplier, specify the purchase order issue option.
  • If you issue purchase orders by company hierarchy, ensure the worker issuing purchase orders has a role on the company hierarchy.
  • Create purchase orders to issue. See Create Purchase Orders.
  • Security:
    Process: Purchase Order – Mass Action
     domain in the Procurement functional area.
  • Configure the
    Purchase Order Issue Event
     business process and security policy.
  • Customize the
    Purchase Order Issue Event
     business process to either include all attachments on purchase orders you issue by email, or only those attachments you mark
    External
     with purchase orders to suppliers.
You can issue purchase orders to suppliers for procuring goods, services, and project-based service lines. You must issue a purchase order before creating a supplier invoice or receiving goods.
When you submit
XML Auto
 purchase orders, the
Purchase Order XML Issue Event
 business process automatically issues purchase orders, which eliminates issuing them through Workday.
  1. Access the
    Issue Purchase Orders
     task.
  2. From the
    Company
     prompt, select the companies or company hierarchies for issuing purchase orders.
    When you issue purchase orders by company hierarchy, all companies in the hierarchy receive the purchase order.
  3. Select additional criteria to filter your results.
    Example: Supplier, buyer, and dates.
  4. Select an issue option or multiple options.
  5. (Optional) Select
    Include Issued Purchase Orders
    .
    Workday reissues purchase orders in approved or issued status.
    Example: Reissue purchase orders that were previously issued and then changed, which generates an approved change order to reissue, or reissue purchase orders when transmissions failed.
  6. Click
    OK
    .
  7. (Optional) Select the
    Group Purchase Orders for Printing
     check box.
    You can print multiple purchase orders in a single file instead of printing each purchase order separately.
    You can send purchase orders back to the buyer before printing by configuring email notifications on the
    Purchase Order Issue Event
     business process. Example: Configure a
    Review Purchase Orders for Issue
     action step and add notifications.
  8. Select 1 or more purchase orders to issue.
    You can also select the
    Select All
     check box.
  9. Click
    OK
    .
  10. Click
    Issue Orders and Refresh
     when the
    Printing Run Percent Complete
     column isn't 100.
  11. Click
    Finish
    .
  • Workday initiates the
    Purchase Order Issue Event
     business process and issues purchase orders using the issue option you specified.
  • When the event completes, Workday initiates the
    Purchase Order XML Issue Event
     business process for XML purchase orders.
  • When purchase order issue events are approved, Workday sends email notifications to suppliers with printable purchase order versions (PDF) for the email issue type.
  • After purchase orders are issued, Workday updates the
    Approved
     status to
    Issued
    .
  • Create change orders for purchase orders when needed.
  • To view a PDF version of a purchase order regardless of the issue option, select
    View Printable Purchase Order
     from the purchase order related actions. Purchase orders must be in approved or issued status.
  • Create receipts for purchase orders.