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Administrator Guide
Last Updated: 2023-06-23
Setup Considerations: Procurement Roll-Forward

Setup Considerations: Procurement Roll-Forward

You can use this topic to help make decisions when planning your configuration and use of roll-forward functionality for procurement documents. It explains:
  • Why to set it up.
  • How it fits 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 It Is

Workday enables you to move commitments and obligations that remain on your procurement documents to the next ledger period or fiscal year.

Business Benefits

  • Maintain accurate and up-to-date accounting.
  • Manage commitments and obligations for 1 or more companies, for flexibility.
  • Meet budget requirements for greater spend control.

Use Cases

Roll remaining commitments and obligations forward for:
  • Purchase orders that you haven't invoiced or have partially invoiced.
  • Requisitions that you haven't sourced from a supplier or through inventory.
  • Supplier contracts that have outstanding balances.

Questions to Consider

Questions
Considerations
Which procurement documents do you want to roll forward?
You can roll commitments and obligations forward for:
  • Purchase orders with an
    Issued
     status.
  • Requisitions with a
    Successfully Completed
     status.
  • Supplier contracts with an
    Approved
     status, and a contract type that includes obligations.
You can perform a mass close on procurement documents when they have commitments and obligations that you don't want to roll forward.
How do you separate your transactions for accounting?
You can use a book and book code to separate procurement roll-forward transactions for accounting and reporting.
Workday then creates separate operational journals and posts commitment and obligation liquidations to:
  • The Blank book code.
  • Your procurement roll-forward book code.
Which multicompany procurement documents do you want to roll forward?
You can roll commitments and obligations forward for purchase orders and requisitions that include multiple companies. To roll these documents forward, use the company at header level and ensure that both the previous and next ledger period or fiscal year are open for:
  • The header company.
  • All intercompany profiles affiliated with the header company.

Recommendations

To avoid duplication on each roll-forward transaction, ensure that you filter out procurement documents that you've already rolled forward.
To ensure that commitments and obligations have time to liquidate, consider rolling forward a few weeks after the end of a ledger period or fiscal year.
To minimize your workload, plan to manage your procurement documents in this sequence:
  • Mass close documents that have no additional activity.
  • Roll remaining commitments and obligations forward.
  • Close the previous ledger period or fiscal year.

Requirements

Ensure that:
  • The ledger period or fiscal year you roll forward from has a
    Close in Progress
     or
    Open
     status.
  • Ledger periods and fiscal years with a
    Close in Progress
     status have an open activity group that includes roll-forward activities for commitments and obligations.

Limitations

You can include up to 5,000 procurement documents in each roll-forward transaction, and each transaction can contain only 1 document type. To reduce the number of documents in a transaction, filter out the documents you've already rolled forward.

Tenant Setup

No impact.

Security

Domains
Considerations
Process: Purchase Order
 in the Procurement functional area.
Enables you to:
  • Close purchase orders.
  • Roll open purchase orders forward.
Process: Requisition
 in the Procurement functional area.
Enables you to:
  • Close requisitions.
  • Roll open requisitions forward.
Process: Supplier Contracts
 in the Supplier Contracts functional area.
Enables you to:
  • Close supplier contracts.
  • Roll open supplier contracts forward.
Process: Year End
 in the Common Financial Management functional area.
Enables you to:
  • Maintain roll-forward book codes.
  • View roll-forward transactions.

Business Processes

Business Process
Considerations
Procurement Mass Close
Enables you to perform a mass close on procurement documents that you don't want to roll forward.
Procurement Roll Forward
Enables you to:
  • Create and submit roll-forward requests.
  • Route roll-forward requests for approval.

Reporting

Reports
Considerations
Budgetary Balance Report
View commitment and obligation balances for ledger periods and fiscal years.
Find Purchase Orders
Find Requisitions
Find Supplier Contracts
View procurement document statuses and identify the documents you want to roll forward.
Trial Balance
View:
  • Commitment and obligation balances for ledger periods and fiscal years.
  • Liquidated encumbrance accounts in previous ledger periods and fiscal years.
View Procurement Roll Forward
View the:
  • Process history of your roll-forward requests.
  • Procurement documents in your roll-forward requests, including their statuses.

Integrations

No impact.

Connections and Touchpoints

Features
Considerations
Accounting
When you roll commitments and obligations forward, Workday:
  • Liquidates remaining encumbrances in the previous ledger period or fiscal year.
  • Creates journal entries in the next ledger period or fiscal year for remaining encumbrances.
Budgets
When you roll commitments and obligations forward, Workday moves them from the previous budget period to the next.
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.