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Administrator Guide
Last Updated: 2024-03-08
Acquire Goods and Services for New Workers

Acquire Goods and Services for New Workers

When you hire new workers, you provide them with a standard set of items. Example: a new laptop computer. You can gather all those required goods in a requisition template and associate the template with a job profile. When you hire a worker into that job profile, Workday automatically notifies the HR Partner to create a requisition for the worker. The template already specifies all the information. The HR Partner can simply submit the already-populated requisition, or edit the requisition, if necessary.
  1. To accommodate auto-provisioning, modify the
    Hire Employee
     or
    Contract Contingent Worker
     business process.
    1. Add an action step for
      Create Provisioning Event
      . This step initiates every time you hire an employee or a contract a contingent worker, even if no requisition template is associated with the job profile.
    2. Add a conditional step rule to check for a requisition template tied to the job profile. You can initiate this step only for job profiles that have a requisition template associated with them.
  2. As a buyer or service coordinator, create a requisition template using the
    Create Shared Requisition Template
     task.
    1. In
      New Hire Template for Job Profile
       field, assign one or more job profiles to the template.
    2. Select
      Public
       in
      Template Access
      . The template must be public for auto-provisioning.
    3. (Optional) Add items in the
      Goods Lines
       and
      Service Lines
       grids.
      Field
      Description
      Item
      (Optional) Select an item for each line of the purchase order.
      After selecting an item, the
      Spend Category
       is automatically linked to the item.
      Spend Category
      The spend category associates items to their corresponding accounting posting rules and provides details for creating invoices. If you select an item before specifying the spend category, the spend category automatically populates the value assigned to the item. You can't change the spend category.
      Supplier
      (Optional) Select a supplier for this item.
      Quantity
      Enter the number of units to purchase and receive against the contract line.
      Unit of Measure
      Select a
      Unit of Measure
       for the line, such as
      Each
       or
      Case
      .
      Unit Cost
      Select a
      Unit
      Cost
       for the unit of measure you specified.
      Worktags
      Specify
      Worktags
       to track details, create accounting, and use for reporting.
      Splits
      To split lines by
      Amount
       or
      Quantity
      , click
      Splits
      , specify the amount or quantity for each split, and optionally define different
      Worktags
      .
  3. Hire a new employee or contract a contingent worker into that job profile.
  4. When the HR Partner receives a task in My Tasks to create a requisition for the new worker, do so and submit the requisition.
    The template information automatically populates the requisition. You can edit the template if necessary to suit specific worker needs.
The procurement process continues normally after submitting the requisition, as if you created the requisition from scratch.