Requisitions

Overview

Use requisitions in Workday to request goods, services, or contingent labor for yourself or on behalf of another worker. As delivered, all workers (employees and contingent workers) have access to create requisitions using delivered self-service domains and delivered business process definitions loaded from the WDSetup tenant. You can also provide certain users with the access to create requisitions, new security roles and security groups, update all related domains and business process events, and manually manage the authorized users. You can create a single requisition for multiple companies and have the company on the requisition line flow to the purchase order line during sourcing.

Objectives

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

Explain the requisition business process.

Create a requisition using the requisition application.

Describe requisition sourcing rules.

Requisition Sourcing Rules

Requisition sourcing rules enable the streamlining of the requisition sourcing process to reduce buyer workload and enhance procurement efficiency. You can source requisitions from storage, purchase orders, or stock requests within Workday. To improve process efficiency, requisition sourcing rules effectively enable you to provide default values for required missing values based on rules you define.

Upon requisition approval, the requisition business process configuration automatically sources goods and services, invoking the requisition sourcing rules. You can access and update requisition sourcing rules from the

Maintain Requisition Sourcing Rules

task. Purchase orders and stock requests have required fields that you can populate using these rules to enable automatic sourcing.

From a procurement perspective, our concern lies with ensuring that there is a supplier, buyer, and ship-to address assigned to create and issue the purchase order to the appropriate supplier.

You can create requisition sourcing rules to define the following values on the resulting document:

Buyer

Supplier

Order-From Connection

Inventory Site

Requisition sourcing rules are configured to populate values on purchase orders based on requisition line values. Workday uses the first rule that matches a requisition line value. Workday ranks sourcing rules according to the relative importance of the attributes that you specify in each rule. The more attributes with highest importance that you include, the higher Workday ranks the rule. The attributes in order of precedence are:

Purchase item

Spend category

Street address

Company

This means that Workday does not evaluate rules in the sequence listed.

Term	Definition
Supplier Defaults	Select the Use Supplier with Item on Contract option to always use the supplier from the supplier contract associated with the item on the requisition line.
Inventory Site Defaults	Select the Use the Default Inventory Site for Company option to automatically populate the default company inventory site when creating a stock request from a requisition. Select the Default Fulfillment Source to Inventory for Valid Items for Inventory Site option to automatically populate the fulfillment source for inventory items based on the inventory site selected when creating a stock request from a requisition.

Term

Definition

Supplier Defaults

Select the Use Supplier with Item on Contract option to always use the supplier from the supplier contract associated with the item on the requisition line.

Inventory Site Defaults

Select the Use the Default Inventory Site for Company option to automatically populate the default company inventory site when creating a stock request from a requisition.

Select the Default Fulfillment Source to Inventory for Valid Items for Inventory Site option to automatically populate the fulfillment source for inventory items based on the inventory site selected when creating a stock request from a requisition.

Buyer
Company	A required field. Specify the procurement company these rules apply to. This field does not currently support hierarchies.
Requisition Type	Select the requisition type to populate the purchase order buyer with the value specified on the rule.
Ship-To Address	Select the ship-to address used to populate the purchase order buyer with the value specified on the rule.
Deliver-To	Select the deliver-to address used to populate the purchase order buyer with the value specified on the rule.
Spend Category	Select one or more spend categories used to populate the purchase order buyer with the value specified on the rule.
Supplier	Select one or more suppliers used to populate the purchase order buyer with the value specified on the rule.
Resulting Buyer	Specifies the resulting buyer for the rule. You can select: Buyer Option : Specify a value. Submitted by Worker on Requisition : Use the worker who submitted the requisition as the buyer. Selecting this requires you to assign the worker to a buyer role. Requisition Sourcing Buyer : Use the worker in the sourcing buyer field on the requisition.
Worktags - Optional	Select one or more worktags used to populate the purchase order buyer with the value specified on the rule.
Item Tags	Select one or more item tags used to populate the purchase order buyer with the value specified on the rule.
Supplier Groups - Optional	Select one or more supplier groups used to populate the purchase order buyer with the value specified on the rule.

Supplier
Term	Definition
Company	Specify the procurement company these rules should apply to. This field does not currently support hierarchies.
Ship-To Address	Specify the procurement company these rules should apply to. This field does not currently support hierarchies.
Spend Category	Select one or more spend categories used to populate the supplier with the value specified on the rule.
Purchase Item	Select one or more purchase items used to populate the supplier buyer with the value specified on the rule.
Valid Contract Line Required	Select this option to assign the supplier only when there is an associated valid contract for the item.
Resulting Supplier	Specify the resulting supplier for the rule.

Order-From Connection
Term	Definition
Supplier	Specify the supplier who you will be mapping to a specific order-from connection when sourcing requisitions. Map each supplier to a resulting order-from connection when using this functionality.
Company	Specify the procurement company these rules should apply to. This field does not currently support hierarchies.
Purchase Order Type	Specify the purchase order type used when mapping the supplier to a specific order-from connection.
Ship-To Address	Select the ship-to address used to populate the supplier with the value specified on the rule.
Spend Category	Select one or more spend categories used to populate the supplier with the value specified on the rule.
Resulting Order From Connection	Select the valid order-from connection for the specified supplier.

Inventory Site
Term	Definition
Company	Specify the procurement company these rules should apply to. This field does not currently support hierarchies.
Requisition Type	Select the requisition type to populate the inventory site on a stock request with the value specified on the rule.
Ship-To Address	Select the ship-to address used to populate the inventory site on a stock request with the value specified on the rule.
Deliver-To	Select the deliver-to location used to populate the inventory site on a stock request with the value specified on the rule.
Spend Category	Select one or more spend categories used to populate the inventory site on a stock request with the value specified on the rule.
Supplier	Select one or more suppliers used to populate the inventory site on a stock request with the value specified on the rule.
Purchase Item	Select one or more purchase items used to populate the inventory site on a stock request with the value specified on the rule.
Resulting Inventory Site	Specify the resulting inventory site for the rule.
Resulting Stock Request Type	Specify the resulting stock request type on a stock request with the value on this rule.

Using requisition sourcing rules, you can identify a preferred supplier for purchase items. This required information automatically sources your requisitions to a purchase order, thus streamlining the procurement process and reducing the buyer workload. You can also increase efficiency by consolidating multiple requisitions into a single purchase order for a supplier. The items can come from multiple supplier contracts. The consolidated requisitions feature requires configuration at both the tenant and company levels. Go to the

Edit Tenant Setup - Financials

task and, under Procurement Options, select the Enable Consolidation of Requisitions Across Supplier Contracts checkbox. Using the

Edit Company Procurement Options

task, select the Consolidate Requisitions on Purchase Orders checkbox under the Sourcing tab.

You can configure a preferred supplier using combinations of these attributes:

Company

Spend Category

Ship-to Address

Purchase Item

Alternatively, you can configure the default rule to use the supplier with purchase item on contract. Use the

Source Requisition

task to manually source the requisition.

Requisitions Application

The Workday Requisitions application enables your self-service and business users to create requisitions easily. You can check the status of recent open and completed requisitions, and review downstream transactions. The requisition application allows users to submit requisitions, using all supported ordering methods.

To create and review requisitions, navigate to the menu and select Requisitions on the Apps tab.

On the right side of the application, multiple cards are available. Refer to the table below for a description of the cards.

Term	Definition
Requisition Detail Card	These are the header level details for the requisition. you will want to review these details prior to starting a new requisition.
Ordering Methods	All available ordering methods to include: Search Catalog Request Non-Catalog Items Add from Templates and Requisitions Select from My Procurement Favorites Request Project-Based Services Connect to the Supplier Website
Requisitions	This area will display the users last 6 months of Open and Closed Requisitions. You can use the Edit Filters to expand or narrow the results.

The Requisition application will display various statuses depending on which stage the requisition is currently on. The tables below describe the statuses for open and completed requisitions, as well as the timeline status.

Status for Open Requisitions	Description
Draft	Either a worker saved the requisition as a Draft, or the requisition failed as a critical custom validation.
Awaiting Approval From	The requisition is pending approval without the issuing of the purchase order.
Budget Check Failed	The requisition failed the company budget check constraints.

Status for Completed Requisitions	Description
Canceled	A worker canceled the requisition.
Completed	A fully invoiced and paid requisition.
Denied	During the review process, the reviewer denied the request for goods or services.
Order Denied	The requisition passed approval, but a worker denied the purchase order.
Closed	A closed requisition.

Status on Timeline	Definition
Ordering	Awaiting Ordering : Requisition approved, but not sourced. Ordering : Requisition approved and partially sourced. Ordered : Requisition approved and fully sourced.
Receiving	Receiving : Purchase order issued but not fully received. Received : Purchase order issued and fully received.
Invoicing	Invoicing : Purchase order issued but not fully invoiced. Invoiced : Purchase order issued and fully invoiced. Match exception : There is a match exception on the invoice.

Once you have reviewed and completed the requisition details, you can select Start Requisition. This will take you to the default ordering method configured on the

Edit Tenant Setup - Financials

task.

Ordering methods include:

Search Catalog
: This is a partial list of the fields you can use to search the catalog:

Manufacturer

Manufacturer Part Number (MPN)

Global Trade Number (GTIN)

Supplier Catalog Number

Universal Product Code (UPC)

Universal Part Number (UPN)

In addition, you can filter the results using these faceted search options:

Priority Supplier

Spend Category Hierarchy

Spend Category

Supplier

Supplier Catalog

Manufacturer

Request Non-Catalog Items
: Use this option to request items not found in the catalog currently. The requester specifies all available information for the item, and the buyer reviews and completes the information to create a purchase order during the requisition sourcing process.

Connect to Supplier Website
: You can connect directly to a supplier website, select items, and "punchout" or transfer items to a Workday requisition, which begins the approval process. This option requires testing and definition of integrations for each supplier or marketplace.

Add from Templates and Requisitions:
Use this option to create a new requisition from a past requisition or from the selection of items from a predefined requisition template. You can define templates from the

Create Shared Requisition Template

task and assign access as, Public, Security Group, Use, or Not Shared.

Select from My Procurement Favorites
: Use this option to individually select commonly used items saved to your Favorites and include them on the requisition.

Request Project-Based Services
: Use this option for procuring project-based services.

Tip
: Use the Cart Link Override to hide one or more of the above ordering methods.

You can save your cart and come back later to complete your review or even add more items.

Important
: Item prices displayed in requisition templates will not update when prices change in the purchase item, catalogs, or supplier contracts. The price will reflect the current pricing once added to the cart.

Once you have selected the desired items, you will use your Cart icon to review the items selected and then select the Checkout button. During the checkout process, you review, add, or change other information required for the creation of a requisition. The review includes the following areas:

Shipping Address

Information (e.g., Requester, Buyer, Memos)

Attachments

Line Defaults (e.g., Supplier, Order-From Connection, Worktags)

Review and Submit

Reminder
: The order-from connection will only display on the edit requisition defaults if the supplier selected has an order-from connection already established.

Once your review is complete and you submit your cart, Workday creates a requisition, and the approval process starts. The

Requisition Event

business process controls requisition approvals. After submission, the new requisition displays in the Requisition - Open tab.

Source Requisitions

Manually source approved requisitions to meet the requirements needed to create the resulting document, or if you have not configured auto-source on the Requisition event. You can source a requisition to a purchase order, to a stock request, or from storage.

Note
: You can control additional sourcing behaviors at the company level on the Edit Company Procurement Options page.

You can use the

Source Requisition

task to select and update any requisitions not automatically sourced. There is a two-step process when manually sourcing requisitions. First, filter, and select the requisitions for sourcing on the Select Requisition Lines Sourcing page. Then, use the Document Defaults options on the Create Requisition Sourcing Request page to populate defined values for all the requisition lines.

To begin requisition sourcing, select the procurement company and fulfillment source. Then use the Select Requisition Lines Sourcing page to limit the sourced requisitions by using the following criteria:

Requisition

Requester

Sourcing Buyer

Requisition Date

Currency

Fulfillment Source (from Spend Category or Item)

Worktags

Spend Category

Supplier

Item

High Priority

Requisition Type

Supplier Contract

Ship-To Address

Requesting Inventory Site

Project

After selecting the requisition lines to source, you will be on the Select Requisition Lines for Sourcing page. You can use the Document Defaults option to populate all selected values to all requisition lines. The values that might apply to requisition lines are as follows:

Supplier

Purchase Order Type

Supplier Contract

Currency (

Note

: Changing currency does not convert price.)

Issue Option

Bill-To Contract

Bill-To Contact Detail

Bill-To Address

Ship-To Contact

Ship-To Contact Detail

There are also two related options to consolidate requisitions to create fewer purchase orders. consolidation allows the buyer to meet minimum purchase order "amounts" or "quantities" required by a supplier. The options include:

Consolidate
: Select to enable consolidation of a requisition with matching supplier, buyer, and ship-to address.

Exclude Ship-To Address when Consolidating Requisition Lines
: Select to consolidate requisition lines with the same supplier and buyer but different ship-to addresses. Ship-to addresses appear on each purchase order line.

After reviewing and updating all requisition lines, select the Submit button to source.

You can also decide to source an approved requisition to an existing purchase order.

From an approved requisition, use the Related Actions to select the

Source Goods Lines

task. Select Purchase Order as a fulfillment source, enter the supplier, and then select Existing Purchase Order from the pull-down menu.

From the

Source Requisitions

task, select Purchase Order as a fulfillment source. Next, filter, and select the requisition lines you would like to source to an existing purchase order. Transfer to the

Create Requisition Sourcing Request

task, and enter the following:

Sourcing request name

Fulfillment source of purchase order

Add to Existing Purchase Order

The pull-down menu in the Existing Purchase Order or Add to Existing Purchase Order pull-down menu will only display purchase orders that match the requisition on these values:

Currency

Company

Ship-to Location (Select to exclude ship-to address when consolidation requisition lines.)

Supplier

Supplier Order-From Connection

Supplier Contract (when consolidating requisitions across supplier contracts)