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Administrator Guide
Last Updated: 2024-03-08
Reference: Sourcing Requisitions

Reference: Sourcing Requisitions

You can manually or automatically source requisitions depending on your configuration. Use this topic to reference:
  • How company options and requisition defaults interact with sourcing requisitions.
  • Why certain requisitions don't automatically source.
  • Manual sourcing techniques.

Troubleshoot Automatic Sourcing

For automatic sourcing of requisitions, consider your configuration for:
Tasks and Documents
Description
Requisitions
Workday automatically sources a requisition when you enable all requisition lines for automatic sourcing.
You enable requisition lines for automatic sourcing when you select:
  • A supplier for the requisition line.
  • A supplier contract or configure a resulting buyer for the information on the requisition line.
  • The
    Enable Requisition Auto-Sourcing for Non-Catalog Line
     check box on the
    Edit Company Procurement Options
     task.
Then, once you approve the requisition, we create a purchase order for each unique requisition line.
Requisition lines selected as
No Charge
 are also enabled for auto-sourcing.
Requisition sourcing rules
Using the
Maintain Requisition Sourcing Rules
 task, create rules that associate buyers to the areas for which they're responsible. This set up ensures that you have a resulting buyer for a requisition line when Workday can't determine a supplier contract.
Example: Associate buyers to suppliers without supplier contracts.
Tenant and company level options
When you select these options at the tenant or company level, you must schedule an automatic sourcing job using the
Schedule Requisition Auto-Sourcing
 task:
  • Enable Consolidation of Requisitions Across Supplier Contracts
     on the
    Edit Tenant Setup - Financials
     task.
  • Consolidate Requisitions on Purchase Orders
     on the
    Edit Company Procurement Options
     task.
These options enable you to maximize the consolidation of requisitions awaiting auto-sourcing to purchase orders.

Manual Sourcing Techniques

For manual sourcing, consider these actions:
Options
Description
Source with tasks from My Tasks after the requisition's approved
You can add these action steps to the
Requisition Event
 business process:
  • Source Service Requisition
    , to send a task to My Tasks for sourcing project-based service lines for approved requisitions. Once you select this option, the action step displays as
    Requisition has Project-Based Service?
     on the business process.
  • Source Goods and Services Requisition
    , to send a task to My Tasks for sourcing service and goods lines for approved requisitions.
  • Source Goods from Storage
    , to send a task to My Tasks for sourcing lines with asset items for approved requisitions.
Source various requisitions at once
Buyers can manually consolidate and source various requisitions using the
Source Requisitions
 task.
On the
Requisition Sourcing Event
 business process for the task, you can add the:
  • Source from Storage
     action step to enable the sourcing of lines with assets using the
    Source Requisition
     task.
  • Sourcing lines without Supplier Contract
     report field in condition rules.
Example: Supplier contract specialists can approve requisition lines for sourcing to enforce supplier contract compliance.
Consolidate requisition lines while you source
To consolidate requisitions during manual sourcing, either select the
Consolidate Requisitions on Purchase Orders
 check box on the:
  • Source Requisitions
     task.
  • Edit Company Procurement Options
     task and don't schedule an automatic sourcing job.
When you consolidate requisitions on purchase orders and schedule an automatic sourcing job, you can force manual sourcing during the
Requisition Event
 business process when you:
  • Add a review step to the
    Requisition Event
     business process.
  • Clear the
    Consolidate Requisitions on Purchase Order
     check box during the review step in My Tasks.
Workday never consolidates punchout lines with other types of lines. Punchout lines must remain on exclusive purchase orders so suppliers can accept the purchase orders.
Source to existing purchase orders
You can only source requisition lines to existing purchase orders on manual sourcing tasks.
For requisition lines with web items, you can only select purchase orders with web items. This ensures that your supplier can effectively fulfill your order.
We display the
Existing Purchase Order
 prompt on the
Supplier
 column on these tasks:
  • Source Goods Lines
    , which you can access from the related actions menu of the requisition.
  • Source Goods and Services Requisition
    , a task in My Tasks.
We display the
Add to Existing Purchase Order
 prompt on the
Source Requisitions
 task.

Source for Inventory

When sourcing requisitions for Inventory, consider:
Options
Description
Stock requests
To source requisition lines to stock requests, configure:
  • Catalog items with conversion factors and associate to purchase items.
  • Purchase items with conversion factors and a stocked spend category.
Then, select a
Fulfillment Source
 of
Inventory
 on the requisition lines.
Source from storage for asset items
To source from storage:
  • Add the
    Source Goods from Storage
     action step to the
    Requisition Event
     business process.
  • Select a
    Fulfillment Source
     of
    Storage
     for requisition lines with assets.
Consignment-type requisitions
Manually source these consignment-type requisitions:
  • Bill and replace
  • Consignment
  • Par-replenishment