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Administrator Guide
Last Updated: 2023-07-14
Add or Update Goods and Service Lines on Supplier Contracts

Add or Update Goods and Service Lines on Supplier Contracts

  • Add information to the supplier contract header.
  • Select a supplier contract type that doesn't include
    Scheduled Purchase Orders
     when your supplier contract includes service lines.
  • Configure the
    Supplier Contract Event
     business process and security policy in the Supplier Contracts functional area.
Add new goods and services lines to supplier contracts, or update existing lines with additional information.
  1. Access the
    Create/Edit Supplier Contract
     task.
  2. As you complete the
    Goods Lines
     and
    Service Lines
     tabs, consider:
    Option Description
    Line Number
    Specify a
    Line Number
     for the line up to 5 alpha-numeric characters in length.
    Line numbers display in the
    Business Document Lines
     column for purchase order and supplier invoice installments.
    Company for Invoices
    (Optional) Overwrite the company from the supplier contract header if you require a different invoice company for this line.
    On Hold
    Select to hold purchase orders, supplier invoices, and receipts from processing against the line.
    Workday calculates
    On Hold
     lines into the
    Line Extended Amount
     in the contract header.
    When you're entering goods lines for lease contracts,
    On Hold
     isn't available.
    Item
    (Optional) Select or create an item for each line of the contract.
    Workday automatically displays the
    Spend Category
     for the item you select.
    Spend Category
    The spend category associates items to their corresponding account posting rules and provides details for invoices and purchase orders.
    If you don't track specific items and unit costs, you can specify a spend category without selecting an item. Example: Select the
    Catering
    Spend Category
     and enter
    5,000.00
     as the
    Extended Amount
    .
    Tax Applicability
    (Optional) Select the tax applicability code to associate with this
    Item
     or
    Spend Category
    .
    Define tax applicability codes using the
    Maintain Tax Applicability
     task.
    Tax Code
    If taxable, select a tax code to calculate the sales tax. Define tax codes using the
    Maintain Transaction Tax Codes
     task.
    Quantity
    For goods lines, enter the number of units to purchase and receive against the contract line.
    If the
    Spend Category
     includes the
    Intangible
     spend category default, Workday enters a value of
    1
    .
    Unit of Measure
    For goods lines, select a
    Unit of Measure
     for the line, such as
    Each
     or
    Case
    .
    Unit Cost
    For goods lines, select a
    Unit Cost
     for the specified unit of measure.
    Extended Amount
    For goods lines, Workday calculates the
    Quantity
     by the
    Unit Cost
    .
    For service lines, enter the
    Extended Amount
    .
    Retention
    Check
    Retention
     to designate this line for retention and specify a
    Percent to Retain
     on the
    Retention Terms
     tab.
    Renewal
    If you configured this contract to renew automatically, specify:
    • Do Not Auto-Renew
       to exclude this line from automatically renewing with the contract.
    • Enter the extended
      Renewal Amount
       for the renewal contract line.
    • For goods lines, enter the
      Renewal Quantity
       for the renewal contract line.
    If you don't have the
    Renewal Terms
     option defined in the supplier contract type, the renewal options aren't available on contract lines.
    You can't renew lease contracts.
    Dates
    Enter a
    Start Date
     or
    End Date
     if different from the contract header start or end date.
    To enable renewal processing for supplier contract renewal lines, enter an end date on the line. When you don't enter an end date, Workday omits the line on the renewal contract, even when you include the end date on the contract header.
    Spend categories with the
    Intangible
     spend category default require start and end dates.
    For lease contracts, Workday uses the start and end dates you entered on the contract header.
    In Service Start Date
    Select a date for the asset in service date, unless you're entering goods lines for a lease contract.
    • Defined Date:
      • Contract Line Start Date
      • Contract Signed Date
      • Contract Start Date
      • Receipt Date
    • Specify
      Select a date from the calendar.
    • None of the above
      Automatically populates when the spend category doesn't include the
      Intangible
       spend category default.
    For lease contracts, Workday uses the
    Start Date
     you entered in the contract header.
    Memo
    Create line item memos to display on purchase order and invoice lines.
    Location and Worktags
    Specify
    Worktags
     and
    Location
     information to track details, create accounting, and use for reporting purposes.
  • Contract lines specify a tax applicability that you define with
    Non Recoverable
     and
    Allocate Nonrecoverable Tax
     attributes. Example: Workday calculates and displays the
    Line Tax Amount
     and
    Gross Amount
     after you save or submit the supplier contract. For supplier invoices, Workday sets the tax option to
    Calculate Tax Due to Supplier
     and calculates tax at the line.
  • After renewal contracts complete renewal processing, Workday uses the:
    • Renewal Amount
       for the extended amount on the renewal contract line.
    • Renewal Quantity
       for the quantity on the renewal contract goods line.
  • Once you approve lease contracts, you can create a supplier invoice schedule.
  • (Optional)
    Submit
     the supplier contract for routing and processing according to your
    Supplier Contract Event
     business process definition.
  • Create contract installment schedules.
  • (Optional) Create purchase orders from a supplier contract.
  • For supplier contracts with a
    Manual Invoices
     contract type, access the
    Supplier Invoice Workbench
     task to select contract lines for supplier invoices.
  • If matching supplier invoices to supplier contracts, you must create the invoice from the Supplier Invoice Workbench.
  • Remove the
    On Hold
     status from approved supplier contract lines with no transactions generated with 1 of these available options:
    • Supplier Contract Amendment
       task.
    • Remove Contract Line Hold
       related action.
    • Change
       related action.