Setup Considerations: Requisitions
You can use this topic to help make decisions when planning your configuration and use of requisitions. It explains:
- Why to set them up.
- How they fit into the rest of Workday.
- Downstream impacts and cross-product interactions.
- Security requirements and business process configurations.
- Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.
What They Are
Requisitions enable workers to request goods, services, or contingent labor for themselves or on behalf of other workers.
Business Benefits
Workday requisitions enable you to:
- Efficiently manage information flow, organization policies, and business processes to tightly control and monitor company spending.
- Configure, customize, and deploy a simple, familiar, online shopping-type experience for users.
- Configure requisition types and templates to make the requisition process simpler, faster, and more manageable.
- Set up healthcare-specific supply chain processes so you can pay for consumed consigned goods while replenishing consigned inventory.
- Restrict purchases of goods and services by security group.
Use Cases
- Customize segmented security to restrict access to goods and services to groups of authorized workers.
- Set up different types of requisitions for different uses. Example: Bill-only requisitions and inventory and par replenishment.
- Use requisition templates for commonly requested items. Example: Essential items that new employees need to get started in their jobs.
Questions to Consider
Questions | Considerations |
|---|---|
How do you control who has access to goods, services, and contingent labor? | Using segmented security, you can:
You can set up individual roles as dedicated buyers. Example: Create a buyer role for cost center managers, who can requisition goods, services, and contingent labor for their departments. You can also limit the ability of users to view and report on operational transaction information using organization-based roles. |
How do you want to determine what users can and can't view when they submit requisitions? | You can determine what users view on requisitions based on their security configurations and role assignments. Example: Enable punchouts on requisitions for IT managers but not for cost center managers. |
How do you want to organize and streamline the requisitioning process? | You can categorize requisitions according to distinct types. Example: Match a requisition type with a purchase order type or identify a requisition type as being for inventory replenishment only.
You can also group collections of goods and services to create requisition templates. You can enable users to fill their shopping carts from a variety of sources, such as:
|
How do you want to handle bill-only requisitions? | You can use bill-only requisitions to pay for healthcare products after use to avoid unpredictable inventory levels and track product data for recalls or product expiration.
You can configure requisition types to:
|
Do you want to customize your requisition tasks? | Workday offers a high level of customization for the requisitioning process, enabling you to hide or require optional fields on requisition tasks and reports.
You can define 1 or more custom objects on requisitions and requisition lines to capture additional information according to your business needs. |
How do you want to help users navigate through the requisitioning process? | You can:
If you don't take action, existing help text won't populate on requisitions. Requesters can also use Workday Assistant, Workday for Slack, and Workday for Microsoft Teams to check the status of purchase requisitions and the status and important details on related supplier invoices. |
How do you consolidate requisitions on purchase orders? | To reduce the number of documents buyers and suppliers need to manage, you can consolidate requisitions with multiple supplier contracts onto 1 purchase order.
You can also source requisitions to existing purchase orders. |
What additional charges do you want users to capture on requisitions? | You can use company procurement options to enable users to specify estimated total freight and miscellaneous charges on requisition documents. |
Recommendations
- Add theRequisitionsworklet to your Home page.
- For punchouts, work with your vendors to map United Nations Standard Products and Services Codes (UNSPSC) to spend categories.
- Remind users to check and update prices before using requisitions made from templates or copied from older requisitions.
- Set up cXML standards for purchase orders and supplier invoices so that Workday can communicate with external supplier sites.
Requirements
No impact.
Limitations
- You can't include punchout items on templates or requisition copies.
- You must manually update supplier price changes when you create copies of existing requisitions.
- You can't perform line splits on requisitions sourced to a stock request.
Tenant Setup
You can configure your tenant to:
- Add procedure information on bill-only requisitions.
- Consolidate requisitions that contain different supplier contracts onto 1 purchase order.
- Create sourcing rules for requisitions.
- Support attachments and attachment categories on requisitions.
- Substitute web items with linked purchase items during auto-sourcing or manual sourcing of requisitions to purchase orders.
Security
Configure these security domains in the Procurement functional area:
Domain | Considerations |
|---|---|
Process: Requisition – Close
| Enables you to close requisitions and requisition templates. |
Process: Requisition - Create/Edit
| Enables you to create and edit requisitions. You can also access the requisition worklet to create requisitions. |
Process: Requisition – View
| Enables you to view requisitions. |
Process: Shared Requisition Template
| Enables you to process shared requisition templates and view related reporting. |
Self-Service: Requisition
| Enables self-service access to process requisitions and view related reporting. You can also access the requisition worklet to create and view requisitions. |
Self-Service: Requisition Template
| Self-service access to process requisition templates and view related reporting. |
Process: Shared Requisition Template - View
| Enables domain security permissions to view both self-service and shared requisition templates and related reporting.
To manage security for shared templates, you must opt-in for the Enable Requisition Template Security Updates feature. |
Use the
Integration Build
domain in the Integration functional area to enable users to submit purchase orders to a supplier based on requisitions.Business Processes
Business Processes | Considerations |
|---|---|
Requisition Event
| Use for requisition approvals. You can:
To create and submit requisitions, you must also enable the Checkout (REST) initiation step on the business process. |
Requisition Sourcing Event
| Configure the Requisition Sourcing Event business process to control the sourcing of goods, services, and contingent labor. |
Mass Change Worker on Procurement Document
| Use to route requisition requester changes and purchase order buyer changes for approval. |
Reporting
Report | Considerations |
|---|---|
Find Requisitions
My Requisitions | Use these reports to:
If you opt into the Requisitions Experience Unification feature from the Maintain Feature Opt-Ins report, we direct you from the My Requisitions report to the Requisitions worklet for a more streamlined requisitioning process. See Concept: Requisitions Worklet. |
Requisition Worktag Templates
| Use this report to view and edit worktag templates. |
Requisition Templates
| Use this report to:
|
You can use these indexed report data sources to create custom reports:
- Requisition Lines and Line Splits for Company.
- Requisition Lines and Line Splits for Worker.
Integrations
Workday provides these types of integration templates:
- Generic Template for Custom Suppliers
- Preconfigured Templates for Suppliers in the Workday Catalog
In addition to the integration setup, configure these tasks for each supplier:
- Maintain Supplier Links
- Maintain External Cart Details
Connections and Touchpoints
Requisitioning functionality interacts with these areas in Workday:
Features | Considerations |
|---|---|
Inventory | You can complete the request-to-pay cycle and:
|
Supplier Accounts | You can create and schedule purchase orders and log time for contingent workers and generate supplier invoices. |
Supplier Contracts | You can enable the awarding requests for quotes (RFQs) to successful suppliers and set up and process scheduled purchase orders. |
External Suppliers | You can set up and manage suppliers to procure goods, services, and contingent labor from your requisitioning processes. |
Financial Accounting | You can create receipt accruals from approved, uninvoiced receipts, supplier invoices, and bill-only purchase orders for goods and services. |
Banking and Settlement | You can verify P-Card transactions. |
Business Assets | You can track assets your company acquires through the procurement process. You can:
|
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.