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Administrator Guide
Last Updated: 2023-06-23
Create Requests for Suppliers

Create Requests for Suppliers

  • Identify the supplier tax ID, DUNS number, and contact information.
  • Configure these action steps on the
    Supplier Event
     business process:
    • Create Settlement Bank Account
    • Create Workday Account for Supplier Contact
    • Manage Attachments for Supplier Request BP
    • Update Supplier Contact Information
  • Configure the
    Supplier Request
     business process and security policy in the Suppliers functional area.
  • Security:
    Set Up: Supplier Administration
     domain in the Suppliers functional area.
Create requests for suppliers that you want to set up in Workday. If you don't have supplier information, you can send requests for information directly to your suppliers through the supplier portal.
  1. Access the
    Create Supplier Request
     task.
  2. As you complete the task, consider:
    Option Description
    DUNS Number
    If known, enter the supplier DUNS number.
    When your organization uses procurement cards, the integration uses DUNS numbers to look up suppliers from transaction files.
    Restricted to Companies
    Select a specific company, company hierarchy, or both to send invoices to approvers in different regions. Workday routes the
    Supplier Request
     business process to the workers associated with the role-based security group set up for the company, or company hierarchy.
    Tax Authority Form Type
    Select the type of supplier tax authority:
    • 1042-S for a nonresident alien subject to U.S. income withholding.
    • 1099 MISC to report miscellaneous income to the IRS.
    • TDS to identify tax deducted at source.
    TIN Type
    If applicable, select the withholding or tax reporting type for the supplier, or both:
    • SSN or ITIN (Social Security Number or Individual Taxpayer Identification Number)
    • EIN (Employer ID Number)
    Tax ID
    To report and file tax forms for the supplier with the IRS, enter the supplier tax ID.
    Document Link
    This field displays when you set up a valid Uniform Resource Identifier pattern (URI), including:
    • A Uniform Resource Locator (URL).
    • An empty line, to enable users to enter any values without restrictions on this field.
    To set up a valid URI, select
    Supplier Document Link
     from the
    Supplier External URI Link Type
     prompt on the
    Maintain External Link Validation
     task.
    Workday validates the link to ensure that it has a valid URI, as defined by your security administrator. This process provides additional security to help avoid malicious content in external links.
    If you store supporting documents or images in an external repository, then enter the URL to that location. Once you save the transaction, Workday displays the URL as a live hyperlink to the image. Approvers can reference this document before approving the transaction.
    FATCA
    When checked, automatically selects the
    FATCA filing requirement
     check box on the 1099 MISC form to support the FATCA filing requirements of certain foreign financial institutions.
    Justification
    Justify your supplier request.
  3. As you complete these tabs, consider:
    Option Description
    Contact Information
    Provide contact details for this supplier, such as the primary
    Email
     account to issue purchase orders by email. For 1099 MISC reporting, select the
    Tax Reporting
     usage type address and include the address for the 1099 MISC report. If you don't include an address for tax reporting, Workday uses the supplier primary address.
    Classifications
    Include:
    • Minority Business Enterprise (MBE) and Women's Business Enterprise (WBE) certification details.
    • Spend categories and spend category hierarchies to associate this supplier with procurement classification codes.
    Attachments
    Attach supplier documents by either:
    • Clicking the paper clip to upload files from your computer or another file system.
    • Dragging and dropping files into the
      Drop files here
       box.
    You can attach documents with the file types listed in the
    Edit Tenant Setup - System
     task.
    Supplier Contact
    Add contact details. On approval, supplier contacts receive emails with a password and a username. Supplier contact can sign in to the supplier portal to complete:
    • Attachments.
    • Contact information.
    • Settlement Bank Account details.
When you submit, Workday routes the supplier for approval.
On the review step of the
Supplier Request
 business process, reviewers can populate more supplier details in additional fields that aren't available on the
Create Supplier Request
 task. For more information on supplier fields, see Create Suppliers.