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Administrator Guide
Last Updated: 2025-03-14
Maintain Purchase Order Types

Maintain Purchase Order Types

Security:
Set Up: Procurement
 domain in the Procurement functional area.
You can configure purchase order types to categorize purchase orders according to your procurement and sourcing needs. You can also use purchase order types to:
  • Source purchase orders from matching requisition types.
  • Report on purchase orders.
  • Create custom validations.
If you don't create purchase order types, the
Purchase Order Type
 prompt isn't available in tasks and reports.
  1. Access the
    Maintain Purchase Order Types
     task.
  2. As you complete the task, consider:
    Option Description
    Bill Only
    Select to identify a purchase order type for unpaid items that your company consumes. Use bill-only purchase order types to notify suppliers that they:
    • Don't need to ship the product.
    • Must still process billing and payment.
    By default, Workday auto-selects the
    Lot and Serial
     option when you select the
    Bill Only
     option for a purchase order type. You can deselect the
    Lot and Serial
     option to create a bill-only purchase order type without lot and serial.
    Consignment
    Select to identify a purchase order type for procuring items at no cost.
    Select
    Bill Only
     with
    Consignment
     to identify a Bill and Replace requisition type. With this requisition type, you can pay for consumed consigned goods while replenishing consigned inventory at no cost.
    Lot and Serial
    Select to add lot and serial information onto consignment purchase orders.
    By default, Workday auto-selects this
    Lot and Serial
     option when you select the
    Bill Only
     option for a purchase order type.
    Procedure Information
    Select to add procedure information on purchase orders.
    Workday displays this check box when you select
    Enable Healthcare Options
     on the
    Edit Tenant Setup - Financials
     task.
    External Warehouse
    Select to store purchase orders from an external warehouse management system in Workday, and then issue that purchase order using Workday. This purchase order type enables you to replenish a warehouse from an external system.
    When you enable
    External Warehouse
     purchase order types, you can:
    • Use only the
      Submit Purchase Order
       web service.
    • Only create lines for stock items.
    • Use the new
      External PO Number
       field.
    Also, for this purchase order type, Workday doesn't create price variances for invoice lines.
    The Workday receipt accrual process won't include this order type. Ensure that the external system creates receipts and receipt accrual journal entries. This will enable Workday to debit receipt accrual correctly and credit accounts payable to reverse the accrual liability when an invoice is received.
    EDI Code
    • Enter the 2 characters (EDI Standard) for the purchase order type.
    • You can set up EDI Codes to identify bill-only, bill-and-replace, and consigned purchase order types.
  • Create purchase orders.
  • Create requisitions types and associate them with purchase order types.