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Administrator Guide
Last Updated: 2023-06-23
Schedule Automatic Sourcing of Requisitions

Schedule Automatic Sourcing of Requisitions

  • Create requisitions.
  • Configure the
    Purchase Order Event
     business process and security policy in the Procurement functional area.
  • Security:
    Process: Requisition - Manage Sourcing
     and
    Process: Sourcing
     domains in the Procurement functional area.
Schedule a job to automatically source requisitions to purchase orders. This provides a larger number of requisitions to source to a purchase order at scheduled time. You can also schedule a job to consolidate requisition lines with the same company, supplier, supplier contract, order-from connection, purchase order type and ship-to address combination to a single purchase order. This enables you to maximize the consolidation of requisitions awaiting auto-sourcing to purchase orders.
  1. Access the
    Schedule Requisition Auto-Sourcing
     task.
  2. Specify which requisitions to include in the auto-sourcing process.
    Workday excludes requisition lines that are:
    • Part of an existing requisition sourcing request.
    • Pending mass close.
    As you complete the section, consider:
    Option Description
    Company
    Select the company or companies with requisitions to source in the job.
    Requisition Type
    Select to include requisitions of a specific type.
  3. Select the
    Auto Submit Purchase Orders for Approval
     check box to set Workday to automatically submit purchase orders for review and approval at the time of the scheduled process. Clearing the checkbox creates purchase orders in
    Draft
     status.
  4. Select
    Exclude Ship-To Address when Consolidating Requisition Lines
     to consolidate multiple requisition lines with the same company, supplier, and currency, but different ship-to addresses.
  5. Select the
    Schedule
     tab and complete the
    Recurrence Criteria
     and
    Range of Recurrence
     fields.
  • Workday sources requisitions that meet these criteria for the job:
    • Aren't yet sourced.
    • Meet the schedule selection criteria.
    • Select the
      Consolidate Requisitions to Purchase Orders
       option from the
      Edit Company Procurement Options
       task of the related actions menu of the company.
    • Include supplier and contract information for requisition lines with a fulfillment source of
      Purchase Order
       or
      Inventory
      . This excludes any requisitions with ad hoc or description-based lines.
  • If the resulting purchase order fails any custom validations set up for the purchase order, it remains in
    Draft
     status.
  • If you selected the
    Consolidate Requisitions to Purchase Orders
     option, Workday doesn't source requisitions to a purchase order immediately upon approval. Workday defers the auto-sourcing process until the next time you schedule the job.
  • If you didn't select the
    Consolidate Requisitions to Purchase Orders
     option, Workday automatically sources the requisition to a purchase order upon its approval.
  • If you selected to submit purchase orders for approval, Workday launches the
    Purchase Order Event
     business process for review and approval.
Submit purchase orders in
Draft
 status for routing and approval if you didn't select
Auto Submit Purchase Orders for Approval
.