Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2023-06-23
Steps: Create Purchase Order Schedules and Installments for Supplier Contracts

Steps: Create Purchase Order Schedules and Installments for Supplier Contracts

  • Create and approve a supplier contract.
  • Configure the
    Supplier Contract Purchase Order Schedule Event
     business process and security policy for purchase order schedules.
  • Security: Set up the
    Process: Supplier Contract - Purchase Order
     domain in the Supplier Contracts functional area.
You can generate scheduled purchase orders by creating supplier contract schedules and setting up installments. You can also define multiple schedules for supplier contracts and include different lines on each schedule.
  1. Access the
    Create Purchase Order Schedule for Supplier Contract
     task and select the
    Supplier Contract
     for the schedule.
  2. As you complete the task, consider:
    Option
    Description
    Schedule On Hold
    Check to hold purchase orders from processing. The
    Schedule On Hold
     check box is unavailable for lease contracts.
    Method
    Select 1 of these methods for contract installments for contracts other than leased assets contracts:
    • Custom
      to customize your own installments.
    • Defined Installment
      • Select to specify the
        First
         and
        Last
         installment amounts.
      • Subtract the first and last installment amounts from the schedule total in the schedule.
      • Divide the remaining balance of the contract lines total included in this schedule by the remaining installments. Enter that amount in the
        Regular
         field.
    • Spread Even
      .
    For leased assets contracts, Workday automatically selects
    Amortized
     for financial lease types, and
    Spread Even
     for operating lease types.
    Distribute By
    Select
    Quantity
     or
    Amount
     to specify how to distribute contract lines.
    For lease contracts, you can only distribute contract lines by amount.
    For purchase orders, you can distribute by quantity.
    Frequency
    Select a frequency for generating installments.
    For lease contracts, Workday automatically populates the value you entered in the
    Payment Frequency
     field on the supplier contract header.
    Schedule From Date
    Select the date for installments to start generating.
    For lease contracts, Workday uses the dates you entered in the
    Start Date
     and
    End Date
     fields on the supplier contract header.
    Enter a
    Number of Installments
    , or select a
    To Date
     to specify the completion date for installments.
    Date Options
    Select either a
    Defined Date
     or
    Day of Month
     to determine the first installment date.
    When you select a
    Contract Line Start Date
     for a schedule with multiple contract lines, Workday uses the earliest start date from the contract lines.
    When you select a
    Receipt Date
     for a schedule with multiple receipts, Workday uses the earliest receipt date.
    Automatically Regenerate Installments
    Select to automatically regenerate installments that aren't used for purchase order transactions after approving supplier contract amendments.
    You can't generate amendments for lease contracts.
    Automatically Submit Schedules
    Select this option to submit schedules and regenerated installments automatically.
    When you don’t select this option, schedules remain in
    Draft
     status after supplier contract amendments are approved.
    Select Contract Lines
    Select contract lines to add them to the schedule.
    For lease contracts, Workday selects all contract lines automatically so that principal and interest are accurate.
  3. Click
    Save and Continue
     to open the
    View Purchase Order Schedule
     report.
    To modify the schedule or installments, except for lease contracts, select
    Change
     from the
    Supplier Schedule
     related actions. You can only change supplier schedules before generating purchase orders.
  4. To create a manual purchase order from the scheduled installments, access the
    Create Purchase Orders for Supplier Contract Installments
     task and select the same supplier contract as the schedule.
    Purchase orders created from installments are linked to the supplier contract. The remaining balance and consumed totals display in the
    Spend Transactions
     analysis in the supplier contract header.
  5. To create purchase orders for supplier contract scheduled installments, access the
    Schedule Purchase Order Creation from Contract Installments
     task and select a
    Run Frequency
    . As you complete the task, consider:
    Option
    Description
    Calendar Days Prior to Scheduled Date
    Enter the number of days before the scheduled date to generate documents. Assign adequate time for approvers to review the documents.
    Preview Installment for Criteria
    Select to review installments that match the selected criteria.
    From the
    Schedule
     tab, complete the
    Daily Recurrence Criteria
     and
    Range of Recurrence
     fields.
  • The scheduled installments create purchase orders when a user approves the schedule.
  • When you manually create a purchase order from a scheduled invoice-type contract, we automatically populate the payment terms from the contract on the purchase order.
Issue purchase orders to suppliers for fulfillment.