Configuring Procure to Pay

Workday Education

Overview

Workday Procure to Pay enables you to:

Create a Workday account where suppliers can approve purchase orders, log time and tasks, and submit invoices.

Create supplier contracts with specified items, payment terms, and other details. You can order goods and services against the contracts.

Order from a catalog on a supplier's website using Punch-out.

Contract contingent workers, independently or through a supplier, or contract for services.

Create requisition templates for ordering common goods and services.

Create change orders for issued purchase orders.

Create requisition sourcing rules to identify whether to source requests for goods or services internally or directly from suppliers.

Define spend categories and associate commodity codes.

Create purchase items that include manufacturer, supplier, and related contract information.

Objectives

By the end of this chapter, you will be able to:

Complete tenant and procurement configuration options.

Describe the requisition types.

Configure purchase order types.

Procure to Pay Steps

The procurement process begins with a worker requesting goods or services. The organization identifies one or more items needed for purchase, as well as suppliers who can provide the items at the desired price. Once the organization identifies a supplier, the organization sends a purchase order (PO) to the supplier. The PO indicates the product or service needed, and when and where to deliver the product or service. The organization receives the goods or services and records the completion of the request against the PO using a receipt. Then, the Accounts Payable department receives an invoice from the supplier, and once matched, settles the invoice.

Step	Definition
Supplier Contracts	Set up supplier contracts to control spend with a specific supplier or group of suppliers.
Requisition	Request to purchase goods, services, or contingent labor.
Source / Create Purchase Order	Determining where the requested items will come from. A PO generates unless sourced from internal storage or resources. You can create POs from supplier contracts or sourced from requisitions.
Issue Purchase Order	Provides PO information automatically or manually to the supplier. You can create a PO without a requisition.
Receive	Verify receipt of the quantity ordered. Completed by a receipt, configurable task log, or contingent worker's timesheet.
Invoice	Creation of a supplier invoice for items requested and purchased.
Settle Payment	Payment of invoice occurs in the settlement run.

Resource
: Workday Strategic Sourcing provides advanced sourcing and supplier management that helps source goods and services faster and more efficiently. You can use Workday integration templates to transfer supplier data between Workday Procurement and Strategic Sourcing. Workday Strategic Sourcing requires a separate license.

Visit Workday Community for more information on Strategic Sourcing.

Types of Spend

Goods procurement tracks spend for physical objects. Examples of goods include:

Office supplies

IT hardware and software

New worker configuration

Purchase orders for goods display information related to a purchase item including item description, unit of measurement, and unit price.

Services procurement tracks spend for cost-based services, not quantity-based. Examples of services include:

Maintenance

Professional services

Service contacts

Warranty services

Project-Based services procurement tracks spend for a project or task-oriented work. Examples of project-based services include:

Marketing campaign

Landscaping project

Purchase orders for project-based services display information related to a project including tasks and phases.

Worker spend tracks contract labor expenses. Examples of contingent labor include:

Consultants

Independent contractors

Freelancers

Purchase orders for contingent workers display information related to a worker including job profile, job description, and start and end dates.

Tenant Configuration Overview

When configuring Procure to Pay, several required decisions affect how to record and handle transactions in the system. You can access these configuration options from the

Edit Tenant Setup - Financials

task and then update the relevant procurement options.

Although not discussed in detail in this course, there are different types of documents used by Workday to track transactions and control purchase item numbering. These documents must have a defined sequence ID to process transactions in the system. When defining the sequence IDs, you can optionally use numeric or alphanumeric definitions. These documents must have a sequence ID defined:

Requisitions

Purchase Orders

Purchase Order Acknowledgment

Advanced Ship Notice

Receipts

Receipt Accruals

Returns

Supplier Contracts

Supplier Invoices

Supplier Refunds

Requests for Quotes

Internal Service Delivery

Alternatively, you can configure all Procurement Document sequence generators for each company. When you specify an ID sequence generator for a company on the

Edit Company ID Definitions

task, the company ID sequence generator values take precedence. As delivered, you will need an Implementer or Finance Administrator security role to create or edit the sequence generator IDs. As part of your deployment, make sure you have configured these sequence generators and their related reference IDs. Use the

Edit Tenant Setup - Financials

task before processing any transactions.

Listed below are the various procurement options at the tenant level for all transactions. We will discuss these options in more depth during the class, but it is important that you are aware of them and what they do.

Option	Description
Disable Workday Delivered Duplicate Supplier Invoice Validation on Supplier Reference	Select to disable automatic validation for duplicate supplier reference numbers for the same supplier on invoices and adjustments. You cannot save the document if Workday finds a duplicate. When you disable automatic validations, Workday recommends that you validate for duplicates based on your own conditions. Use the Maintain Custom Validations task to define condition rules for both supplier invoices and supplier invoice adjustments.
Default Worker Location on Spend Transactions	Select for Workday to populate the primary job location of the worker in the Worktags field on: Expense reports Requisitions Spend authorizations You need to assign the worker to a location to be able to default to a document. Workday copies the worker's location from a requisition to a purchase order. This option applies only to spend documents that reference a worker in Workday.
Item Display Options	Select to determine how Workday displays purchase items: Item Identifier : Displays the item identifier. Example: CRF0078. Item Identifier - Item Name and 1 : Displays the item identifier and item name, e.g., CRF0078 - Safety Pins Jumbo. Item Name : Displays the item name. The option you select displays for all procurement documents. If you are not using items, no selection is necessary.
ID Generator for Purchase Item Identifier	Select a sequential ID generator for Workday to populate a sequential ID number on purchase items.
ID Generator for Purchase Item Event	Select a sequential ID generator for Workday to populate a sequential ID number on purchase item events.
ID Generator for Mass Maintain Purchase Item Request	Select a sequential ID generator for Workday to populate a sequential ID number on the mass maintain purchase item requests.
ID Generator for New Purchase Item Request	Select a sequential ID generator for Workday to populate a sequential ID number on the new purchase item request.
Spend Category Hierarchy Root Node for Search Catalog	Select a root node to enable Category Hierarchy as a search option on the Search Catalog task so you can search for items by spend category hierarchies. Create spend category hierarchies before you can enable this option. Coordinate with your Foundation Data Model (FDM) team to create your own custom spend category hierarchy for your items.
Disable Category Facet in Search Catalog	Select to hide nonhierarchical spend categories as a search option on the Search Catalog task. This prevents too many items returning in search results. Workday recommends standardizing your naming conventions so that a search returns only relevant items.
Default Requisition Company From User's Previous Requisition	Select for Workday to populate the Company prompt with the company on the last requisition created. This option minimizes the information that a worker must enter when creating a requisition.
Default Requisition Ordering Method	Ordering method recommended to the users first when starting a requisition.
Enable Advanced Ship Notices	Select to enable suppliers to create Advanced Ship Notices (ASNs). Enable ASNs on each supplier to process them automatically. Buyers can also manually create ASNs.
Enable Purchase Order Acknowledgements	Select to enable suppliers to create purchase order acknowledgments. Buyers can also manually create purchase order acknowledgments.
Disable Multiple Purchase Order Acknowledgements	Select to accept only one purchase order acknowledgment for each purchase order line. Before you select this option, Workday recommends that you cancel any draft and in progress purchase order acknowledgments.
Enable Multi-Company	Select to include multiple companies in purchase order and requisition lines. You cannot disable this setting when you have active multi-company purchase order or requisition lines. When you select Requisitions, Workday automatically enables the Purchase Orders option. If you clear the Requisitions option, Workday does not automatically disable the Purchase Orders option. Business process routing only uses the document header company where applicable.
Enable Consolidation of Requisitions Across Supplier Contracts	Select to consolidate requisition lines with different supplier contracts to 1 purchase order during sourcing when these values match: Company Supplier We display the supplier contracts at line level on resulting purchase orders. To automatically source while consolidating, schedule an automatic sourcing job on the Schedule Requisition Auto-Sourcing task. This option does not apply to punchout requisition purchase orders. Each supplier cart returned creates one purchase order.
Only Defined Ordering Units of Measure for Catalog and Supplier Items on Transaction Lines	This option enables you to enforce using only the ordering units of measure defined for supplier or catalog items on these procurement transaction tasks. Create Change Order Create Internal Service Delivery Create Purchase Order Source Requisitions
Enable Catalog Data and Pricing for Purchase Item	Select to edit catalog item information, such as supplier item identifiers and units of measure, on the Create Purchase Item task. This allows you to edit the catalog date transferred to the purchase item. If you are not using catalogs, do not select this option.
Enable Duplicate Names for Purchase Items	Select to configure more than one purchase item with the same name. You can configure names that correspond with the item names that manufacturers, suppliers, and item content providers have for your items in their own systems.
Enable Unit Cost Updates on Purchase Order Lines with Invoices	Enables updates from purchase orders associated to supplier invoices. You can update the purchase order price using the Create Change Order task when there is an invoice match exception. You can also update the lines for purchase order goods when the associated invoice has a Draft status. When enabled, you can update the unit prices on purchase orders to resolve supplier invoice matching exceptions. If you do not enable this option, you cannot update the unit price on a purchase order line when doing a change order.
Enable Patient Charge Information	Select to link purchase items to multiple Charge Description Master (CDM) codes associated with revenue centers and companies.
Enable Healthcare Options	Select to capture and view medical procedure information on bill-only requisitions and ad hoc purchase orders. Enable this option to include procedure information on procurement documents.
Disable Fully Receive for Purchase Order Receipts	Select to prevent users from fully receiving goods or services from purchase order receipts. When selected, workers must enter a quantity for each item on the receipt. While enabling full receipt of ordered quantities saves time, it can also increase errors in receipt quantities.
Enable Web Item Replacement for Requisition Sourcing	Select to enable web item replacement during auto-sourcing or manual sourcing of requisitions to purchase orders. When enabled, you can create purchase orders with item substitutes instead of the web items. Without an item substitute, the purchase item linked to the web item is used when it has supplier information matching the supplier for that web item.
Enable Spend Category/Supplier Mismatch Alert for Requisitions	Select to display a warning on requisition lines when the requester selects a supplier not yet chosen for the prior spend category. Workday also recommends the top three suppliers to select.
Disable Barcode Scanner on Create Receipt on Mobile	Select to hide the barcode scanner on the Create Receipt task on Workday Mobile applications.
Disable Prompts on Create Receipt on Mobile	Select to disable prompts on the initial screen of the Create Receipt task on Workday Mobile applications.
Enable Cancellation of Draft Receipts with Matched Invoices	Select to enable users to cancel draft receipts when the supplier invoice for a matched or paid purchase order.
Hide Custom Validations on the Work Queue	Turns off custom validations in the Supplier Invoice Work Area report. Select the checkbox when the report does not load.
Exclude from Supplier Invoice Discount	Select which charges you want to exclude from the calculation for the supplier invoice discount: Freight Amount Other Charges Tax Amount When you pay supplier invoices within the discount period, Workday calculates the total amount in the settlement run. After you select the charges, we display these fields on the Supplier Profile: Exclude from Supplier Invoice Discount. Override Supplier Invoice Discount Exclusions. You can use this field to change the tenant level setup and configure unique discount calculation options for each supplier.
Allow Access to Supplier Invoice Tasks With Detailed Validation Messages	Select to configure custom validations that display when you cannot change or cancel supplier invoices or invoice adjustments. You can view the validations when you access the Cancel or Change Related Actions menu of the supplier invoice or invoice adjustment. If you clear the checkbox, we do not display the Change or Cancel options.
Split Screen Default Option	Select to set up a default split page view preference for attachments on supplier invoices and invoice adjustments.
Enable Management Approval Chain Routing	Select to route supplier invoices for approval through the management chain of the approver. This saves you from having to create multiple roles to approve the invoice.
Lead Time	Enter a default value for use on all purchase order lines to calculate the due date. This value only gets used if there is not a value for the Supplier or Item.

Tenant Supplier Option
Option	Description
Select Fields to Use to Detect Duplicate Suppliers	Select fields to use as criteria to detect and display potential supplier duplicates on these business processes: Create Supplier Create Supplier Request Create External Supplier Request

Tenant Supplier Portal Option
Option	Description
Enable Supplier Portal Custom Validations	Select to configure custom validations for supplier documents that external supplier contacts submit through the supplier portal.

Company Procurement Configuration Options

Define certain procurement system options at the Company level to enable maximum system flexibility. You can access these options by using the

Edit Company Procurement Options

task and entering a procurement company. Consider the available options listed below:

General Setup	Description
Commodity Code Type	Select to populate a default commodity code type on spend transactions when you order the associated catalog item or purchase item.

Shipping and Billing Defaults
Option	Description
Ship-To Contact	Workday defaults to the value that you enter on the standalone purchase order (PO). If you create the PO from a requisition, we take the Ship-To Contact from the requisition. The contact must be a worker in Workday. If you do not configure this option, the Ship-To Contact defaults to the requisition requester.
Bill-To Contact	There is no concept of a Bill-To Contact on requisitions. Workday defaults to the value that you enter on the standalone PO and onto a PO you create from a requisition. The contact must be a worker in Workday. If you do not configure this option, the Bill-To Contact defaults to the requisition requester or person creating the ad hoc PO.
Shipping Terms	Workday defaults to the value that you enter on the standalone PO and on to a PO you create from a requisition. When configured, this option defaults to all procurement documents.
Shipping Method	Workday defaults to the value that you enter on the standalone PO and on to a PO that you create from a requisition. When configured, this option defaults to all procurement documents.
Default Ship-To Location	Workday populates the value that you enter on the standalone PO. If you create the PO from a requisition, Workday uses the default ship-to from the requisition or follows this defaulting from the: The value on the requesting entity when it has a ship-to location on the requesting entity. Persisted value on the document. Ship-To location from the defaulted Deliver-To location. Requesting Inventory Site. Par Location. Requesting Worker. Procurement Company Options. Company address with Shipping usage from the Edit Company Contact Information task. Before you can select a Location object as the default Ship-To location, you must define it with Ship-To usage. When configured, this option defaults to all procurement documents. On POs generated from requisitions, the requisition Ship-To location overrides the default Ship-To location.

General Requisition Options	Description
Enable Requisition Defaults	Select to enable requisition line parameters, such as: Requested delivery date. Required RFQ. Suppliers. Worktags. Add defaults to the document header before they default to document lines.
Disable Service Lines on Requisitions	Select to hide the service lines section on the Create Requisition task. This option disables the ability to procure services for all requesters.
Disable Project-Based Service Lines on Requisitions	Select to hide project-based service lines section on the Create Requisition task. Disable this option if you are not using the project.
Enable Transaction Tax on Requisition	Select to specify these tax fields on requisition lines: Tax Applicability Tax Code Tax Recoverability Configure Transaction Taxes to enable this option. Workday copies transaction taxes to the resulting PO.
Enable Freight and Other Charges on Requisitions	Select to add freight and other charges to the requisition headers. Workday also automatically populates freight and other charge amounts on the purchase order when you source a requisition to a single purchase order without any changes. You must have at least one spend category enabled on the requisition for miscellaneous and freight charges.

Search Catalog Options	Description
Spend Category Hierarchy Root Node for Search Catalog	Select to enable searches by spend category hierarchy on the Search Catalog task. Enable this option if your organization created spend category hierarchies.
Exclude Purchase Items that have Catalog/Supplier Item Entries	Select to update the Search Catalog task to: Exclude purchase items associated to catalog items. Display supplier items (each unique entry on the Supplier Information tab on purchase item tasks). Displays catalog items. Workday recommends enabling this option to remove duplicates in your search results.
Exclude Catalog/Supplier Items from Secondary Supplier	Select to display only primary (priority 1) and unranked supplier information on the Search Catalog task. Workday recommends enabling this option to drive your workers to select the preferred item and remove duplicates in your search results.
Show Purchase Items when there is No Priority Supplier	Select to display only purchase items without primary (priority 1) supplier information on the Search Catalog task. Workday recommends enabling this option if you use sourcing rules.

Purchase Item Options
For Stock Items	Description
Enable Unit of Measure and Unit Cost Change on Replenishment Requisitions	Select to enable users to update the Unit of Measure and Unit Cost fields on replenishment-type requisitions. This option only applies to inventory. Enable this option to all for corrections to replenishment requisitions to help resolve potential matching errors in advance.
Enable Unit of Measure Change on Non-Replenishment Requisitions	Select to enable users to update Unit of Measure on nonreplenishment-type requisitions. This option only applies to inventory. Enable this option to all for corrections to non replenishment-type requisitions to help resolve potential matching errors in advance.

For Non-Stock Item / Bill Only	Description
Enable Unit of Measure and Unit Cost Change	A nonstock item is a purchase or supplier item with a spend category that does not have the Stock item checkbox selected. Examples: An Office Supplies spend category with items like Desk Lamp or Printer Toner. Do not mark Office Supplies as Stock Items. Select to enable users to update Unit of Measure and Unit Cost for both: Stock items Bill-only type requisitions (consignment) When you enable the checkbox, and a requisition or PO generates, and you can edit the Unit Cost and Unit of Measure fields. Enable this option when using items. You can correct wrong UOM or pricing on items to help resolve potential matching errors in advance. This option also enables updates to pricing for bill-only requisitions.

For Non-Stock Item / Bill Only

Description

Enable Unit of Measure and Unit Cost Change

A nonstock item is a purchase or supplier item with a spend category that does not have the Stock item checkbox selected.

Examples: An Office Supplies spend category with items like Desk Lamp or Printer Toner. Do not mark Office Supplies as Stock Items.

Select to enable users to update Unit of Measure and Unit Cost for both:

Stock items

Bill-only type requisitions (consignment)

When you enable the checkbox, and a requisition or PO generates, and you can edit the Unit Cost and Unit of Measure fields.

Enable this option when using items. You can correct wrong UOM or pricing on items to help resolve potential matching errors in advance. This option also enables updates to pricing for bill-only requisitions.

Catalog Item Options	Description
Enable Unit of Measure Change	Select to enable changes to unit of measure (UOM) for catalog items you request. Workday bases the unit price for the item on the UOM you select. You can order in a preferred UOM for the best discount. Enable this option when using catalogs.

Sourcing Consolidation Options	Description
Consolidate Requisition on Purchase Orders	Select to source requisition lines to one purchase order when these values match: Buyer Company Currency Ship-to address Supplier Supplier contract To automatically source while consolidating, schedule an automatic sourcing job on the Schedule Requisition Auto-Sourcing task. When you select this option, you prevent requisitions from automatically sourcing to POs once approved.
Exclude Ship-To Address when Consolidating Requisition Lines	Select to source requisition lines with different ship-to addresses to one purchase order when these values match: Buyer Company Supplier Currency You can select this option if your suppliers accept multiple ship-to addresses on a PO. The ship-to address gets added to each PO line.
Enable Requisition Auto-Sourcing for Non-Catalog Line	Select to source requisition lines to purchase orders for these items: Noncatalog items Purchase items Web items Then, we automatically source the requisition lines when you: Enter a supplier on the requisition line. Set up a resulting buyer or supplier contract for the entered supplier. Define requisition sourcing rules to ensure that a buyer, supplier, and ship-to address can be determined so Workday can automatically source the requisition.
Generate PDFs for all Purchase Orders	Select to generate PDFs for purchase orders with a Print issue option. When you select this option, along with the Issue Option for Supplier Portal, there is a slight delay in custom notification emails to the supplier. Workday waits for the PDF to generate before sending the notification to the supplier. Select this option if you want a PDF file for all purchase orders, regardless of the issue method.

Line Level Auto Sourcing Options	Description
Enable Auto-Sourcing at Requisition Line Level	Enable auto-sourcing for any eligible requisition lines. Source ineligible requisition lines manually. If you do not select this checkbox, all requisition lines must be eligible for auto-sourcing to auto-source a requisition.
Exclude Requisitions Without Requisition Type from Auto-Sourcing at Requisition Line Level	This option excludes requisitions without a Requisition Type from auto-sourcing at the requisition line level. Select Enable Auto-Sourcing at Requisition Line Level for this option to be available.
Exclude Specific Requisition Types from Auto-Sourcing at Requisition Line Level	Select Requisition Types to exclude from auto-sourcing at the requisition line level. Select Enable Auto-Sourcing at Requisition Line Level for this option to be available.

General Request for Quote Options	Description
Enable Request for Quotes (RFQ) Notifications	Displays Workday-delivered RFQ notification behaviors for the company that you are requesting a quotation from. Configure business processes to create notifications.

Purchase Order Options	Description
Disable Default Delivery Type for Stock Items	Select to stop Workday populating Inventory Replenishment on the Delivery Type field for stocked items on purchase order lines when you: Copy purchase orders. Create ad hoc purchase orders. Create purchase orders from supplier contracts. Submit purchase orders. You can select this option to reduce data entry on POs. This option only applies to inventory.
Exclude Received Quantities and Amounts from Draft and In Progress Receipts	Select to prevent quantities and amounts on incomplete and unapproved receipts from displaying on purchase orders and supplier contacts. This option affects replenishment calculations by excluding these documents when calculating the quantity to order.
Automatically Close Purchase Orders	Select to automatically close open or issued purchase orders when they are: Fully received, with receipts in Approved status. Fully paid. Workday only closes purchase orders that become fully received and fully paid. It does not retroactively close fully received purchase orders and paid before you enable the functionality. Workday does not reopen closed purchase orders automatically when the status of a related document changes, such as when a paid invoice changes to unpaid.

Receipt Options
Lot Control Options	Description
Disable Lot and Serial Capture	Select to enable workers to submit receipts without entering any lot or serial numbers for items on the receipt when using Workday on a desktop. Enable this option when you record information from a desktop.
Lot Capture Mandatory	Select when you want workers to record lot numbers for lot-controlled items on the receipt when using a scanner. You can use a mobile device to capture this information. Create the lot number in Workday before recording for an item.
Serials Capture Mandatory	Select when you want workers to record serial numbers for serial controlled items on the receipt when using a scanner. You can use a mobile device to capture this information. Do not select this option if you are not capturing serial numbers for an item.

Lot Expiration Options	Description
Behavior for Expired Lots	Select to process an expired lot and display a warning message. Configure this option during setup.
Behavior for Lots within Alert Period	Select to process a lot within an alert period and display a warning message. Configure this option during setup.

Internal Service Options	Description
Exclude Header Worktags from Business Process	Select to stop the Internal Service Delivery Event business process from sending approvals with revenue worktags at the header level to workers.

Procure to Pay Roles and Security

There are delivered security roles assigned to workers to allow them to perform procure to pay functions within the process.

The primary Workday-delivered roles are associated with the various Workday Procurement tasks and business processes.

The delivered Procurement Configurator is responsible for creating and maintaining the necessary system configuration to manage and process procurement transactions effectively. Some tasks include

Create and Edit Purchase Items

and

Setup Spend Categories

. The Procurement Configurator is an unconstrained, user-based role.

The delivered Buyer role is responsible for processing most procurement-related documents such as requisitions, purchase orders, supplier contracts, and requests for quotes. They can also maintain limited configuration data such as units of measures and purchase items.

The Buyer role is a Company/Company Hierarchy organization-constrained Workday role that can only access documents within the assigned company or company hierarchy. You can use the buyer role on review or approval steps in procurement business processes.

The delivered Supplier Contract Specialist role can view most procurement configuration and transactional information in the system. The delivered role can only create and edit supplier contracts. The Supplier Contract Specialist role is a Company/Company Hierarchy organization-constrained Workday role. They can also appear on a reiew or approval step in procurement business processes.

Generally, services coordinators review and source requests for project-based services. The delivered role is like the Buyer, but it specializes in services procurement. A Services Coordinator can view most procurement configurations, but does not have permission to set up purchase items or units of measure. The Services Coordinator role is a Company/Company Hierarchy organization-constrained Workday role. They can also appear on a review or approval step in procurement business processes.

These roles are associated with various suppliers and accounts payable domains and business processes:

Role	Description
Supplier Administrator	The Supplier Administrator has unconstrained access to create and maintain all supplier data. Examples include supplier groups, suppliers, and contacts. This group has approval authority for supplier, supplier request, and supplier change business processes.
Accounts Payable Configurator	This unconstrained group performs configuration and setup tasks for the Supplier Accounts functional area. Examples include aging groups, matching rules, and supplier invoice work queues.
Accounts Payable Data Entry Specialist	Assigned at the company or company hierarchy level, this role performs most transactions within accounts payable, including creating and editing supplier invoices and invoice adjustments. This role assignment exists at the company or company hierarchy level.
Accounts Payable Analyst	Assigned at the company or company hierarchy level, reviews reports and transactions related to supplier accounts for analysis and reporting.
Accounts Payable Settlement Specialist	Performs accounts payable settlement functions for assigned companies. Examples include generating supplier payments and ad hoc payments. This role, assigned at the company or company hierarchy, has approval authority for supplier accounts and settlement business processes.
Accounts Payable Operations Lead	Performs accounts payable management functions for assigned companies. Examples include managing the following: Supplier invoice work queue Approval and correction authority for supplier Supplier accounts Miscellaneous payment business processes.
1099 Specialist	This role-based security group can maintain 1099 category mapping and perform 1099 reporting functions for assigned companies or company hierarchies. No approval authority.

Use the

View Security by Securable Item

report to review the security for securable items in a security policy.

This report allows you to view what security groups grant access to the specified securable item. It also enables you to troubleshoot incorrect security access. Select a securable item from the Domain Items prompt. A Domain Security tab displays if you secure your item through a domain security policy. The Business Process Security tab displays if you secure your item through a business process security policy. Select any entry to view detailed information about that object or use the Related Actions to perform actions for that object.

Configure Optional Fields

The

Configure Optional Fields

task allows users to hide or require Workday-optional fields on tasks for all users or selected security groups. When a user is a member of a security group without a configured, hidden field, the field is visible even when hidden for the user's other security groups. Required fields apply to the web service as well, but hidden fields do not. Select Enforce Required in Web Services to make the field required on the web service.

Shipping Terms and Methods

Use the

Maintain Shipping Information

task to create shipping terms, ship methods, and ship instructions for use for purchase orders and request for quotes. Use shipping terms to indicate the transfer of ownership of goods and who is responsible for paying the transportation charges. The most common shipping terms are:

Free on Board (FOB) Origin
: The buyer pays freight, title, and risk get passed to the buyer when the seller delivers the goods to the carrier.

FOB Destination
: - Seller owns goods in transit and is responsible and pays freight, title, and risk remain with the seller until it gets delivered to the specified location.

When not configured for the company or supplier, the selected shipping terms and methods (as default) display on purchase orders and requests for quote responses and awards. You can specify defaults for terms and methods at the Company or Supplier level. When creating POs, Workday will default to the shipping details with this precedence:

Supplier

Company

Tenant Setup

The Buyer can always change the shipping information on the PO or change order. The same values will display on the printed PO.

Purchase Order Types

Use purchase order types to classify or identify a subset of purchase orders based on commodity type, source, usage, or other criteria. You can also use them to enforce custom validations and route purchase orders according to the procurement requirements of your organization. Although purchase order types are optional, you typically will have the same values established as requisition types.

Create purchase order types to represent the purpose of specific purchase orders by using the Maintain Purchase Order Types task. If you do not create purchase order types, the Purchase Order Type prompt is not available in tasks and reports.

Important
: For healthcare customers using Bill Only functionality, you must configure at least one purchase order type with the Bill Only attribute and optionally complete the Procedure Information attribute.

Option	Description
Name	Short name used for classification or identification of a purchase order subset based on commodity type, source, or usage. Displayed on the purchase order.
Description	Long description used for classification or identification of a purchase order subset based on commodity type, source, or usage. Not displayed on the purchase order.
Bill Only	Creation will not occur on purchase order or inventory accounting transactions for Bill Only purchase orders. Select this option to enable Bill Only functionality.
Consignment	Identifies a purchase order type for procuring items at no cost. Select Bill Only with Consignment to identify a bill and replace a requisition type. With this requisition type, you can pay for consumed consigned goods while replenishing consigned inventory at no cost.
Procedure Information	Select this option to allow free text entry of procedure information on Bill Only purchase orders. Select this option when entering procedure information on a requisition.
External Warehouse	Select to store purchase orders from an external warehouse management system in Workday, and then issue that purchase order using Workday. This purchase order type enables you to replenish a warehouse from an external system. When you enable External Warehouse purchase order types, you can: Use only the Submit Purchase Order web service. Only create lines for stock items. Use the new External PO Number field. Also, for this purchase order type, Workday does not create price variances for invoice lines.
EDI Code	Enter the two characters (EDI Standard) for the purchase order type. You can set up EDI Codes to identify bill-only, bill and replace, and consigned purchase order types.

Requisition Types

Requisition types allow the classification or identification of requisitions based on a commodity type, source, usage, or any other organizationally defined criteria. You can use requisition types to enforce custom validations as well as route requisitions according to the procurement and sourcing requirements of your organization.

Create requisition types to represent the purpose of a requisition using the

Maintain Requisition Types

task. If you do not create requisition types, the requisition type prompt is not available in tasks and reports.

Requisition types populate the Procurement Type metadata field on related purchase order lines and receipt lines based on their selected attributes. This field drives the accounting performed by the system for the different inventory transaction types.

Option	Description
Name	Short name used for classification or identification. Used with a subset of requisitions based on commodity type, source, or usage. Displayed on requisitions and copied to purchase orders and stock requests.
Description	Short name used for classification or identification. Used with a subset of requisitions based on commodity type, source, or usage. Displayed on requisitions and copied to purchase orders and stock requests. Not displayed on the requisition or purchase order.
Default Purchase Order Type	Select an existing purchase order type to use when copying the requisition to the purchase order. Map a Bill Only Requisition type to a Bill Only Purchase Order type for the Bill Only functionality to work.
Inventory Replenishment	Select this option to use when running Stock Inventory Replenishment. It controls inventory, the Accounting module, and Put-Away functionality.
PAR Replenishment	Select this option to use when running PAR Inventory Replenishment. It controls the Inventory module, system accounting, and Put-Away functionality.
Just in Time	Select this option to use when running Just-In-Time Inventory Replenishment. Also select the PAR Replenishment option to enable this functionality. It controls the Inventory module, system accounting, and Put-Away functionality.
Bill Only	Select this option to enable Bill Only functionality. Bill Only requisitions do not generate accounting transactions.
Consignment	Select to identify a requisition type for procuring items at no cost. Select Bill Only with Consignment to identify a requisition type for the bill and replacement of consigned goods. With this requisition type, you can pay for consumed consigned goods while replenishing consigned inventory at no cost. Select Par Replenishment with Consignment to identify a requisition type for stocking consigned goods in par locations at no charge. With this requisition type, you can replenish par locations for the initial consignment.
Procedure Information	Select this option to allow free-text procedure information entry on Bill Only requisitions. Select if entering procedure information on a requisition. You can copy the information to a purchase order. Workday displays this checkbox when you select Enable Healthcare Options on the Edit Tenant Setup - Financials task.
Supplier Contract Request	Select to source a requisition directly to a supplier contract for obligation-type supplier contracts. During the requisition approval process, you can create supplier contracts from My Tasks notifications.

Buyer Hub

The Buyer Hub is a centralized location consisting of cards that enable you to access common tasks and reports for procurement documents. You can view tasks and reports for:

Purchase Orders

Purchase Order Acknowledgements (POAs)

Requisitions

Supplier Contracts

Supplier Invoices

You can view, sort, and filter transactions that require approvals, reviews, and revisions in a set of listed tasks. You can configure the worklet to display buyer-related announcements and content on your Home page. You can access the Buyer Hub from the Workday search bar or from your Home page when you enable the Buyer Hub worklet. Hubs are not accessible from the Workday mobile application.

Tip
: You can customize the Buyer Hub by using the

Maintain Hubs

report.

Spend Attachment Categories

You can define attachment categories to specify on document attachments in requisitions and purchase orders. Attachment categories enable you to easily identify the purpose of an attachment. You can also define business process condition rules to route procurement documents for approval based on attachment categories.

Additional Configuration

You can set up procurement reasons to add more detail on why you are making an update to a procurement transaction. You can use the

Maintain Procurement Reasons

task to define reasons for the following tasks:

Creating a Change Order

Rejecting a Purchase Item Request

Closing a Purchase Order or Canceling

Closing a Requisition

You can use the

Create Cart Link Override

task to choose which links are available on the Requisition worklet. For example, if you are not using punchout suppliers, you would want to hide the Connect to Supplier Website option.

You can configure financial messages to print on the various spend management documents including the purchase order and supplier contract. Use the

Maintain Financial Messages

task to create and edit the messages.