Workday-FIN: Requisition Event

Owned by Tammy Voigt
Last updated: Jun 26, 2024
6 min read

 

 

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Overview

This document explains how Requesters can create a requisition to procure goods and/or services.

  • The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.

Considerations by Institution

Follow your institution's policies for requesting requisitions and purchase orders.

Icons Referred to in This Document

 

Required Field

Radio

Prompt

Checkbox

Cart

 

 

 

 

Create Requisition by Requesting Non-Catalog Items

  1. Enter Create Requisition in the Search bar and select the task.

  2. The Create Requisition pop up displays.

  3. Confirm and make any applicable changes to the following fields:

    1. Requester: automatically populates to your name.

    2. Company: automatically populates to your institution.

    3. Currency: automatically populates.

    4. Requisition Type: use the Prompt to select a Requisition Type.

    5. Deliver-To: automatically populates.

    6. Ship-To: automatically populates.

    7. Use the Prompt to select one of the following Worktags: USource, Grant, Project or Gift.

    8. Additional Worktags: automatically populates based on either USource, Grant, Project or Gift selection.

  1. Select OK.

  2. The Create Requisition page displays.

  3. Under Select an Option section, select Request Non-Catalog Items.

Note: A non-catalog item is the process of placing an order in Workday with a supplier when the goods and/or services are not available in a hosted catalog or website.

  1. Use the Radio to select either Request Goods or Request Services.

    1. For Request Goods, fill in the following fields under Goods Request Details section:

      1. Item Description: enter the Item Description.

      2. (Optional) Supplier Item Identifier: enter the supplier item information, e.g. SKU, Catalog Number, or Manufacturer’s ID.

      3. Spend Category: use the Prompt to select the Spend Category.

      4. Supplier: use the Prompt to select the Supplier.

Note: If adding multiple lines, they need to be for the same supplier.

v. (Optional) Supplier Contract: use the Prompt to select the Supplier Contract if known.

vi. Quantity: enter the Quantity.

vii. Unit Cost: enter the Unit Cost.

viii. Unit of Measure: use the Drop Down to select the Unit of Measure.

ix. Extended Amount: automatically populates based on the quantity and unit cost entered.

x. (Optional) Memo: enter any applicable Comments.

Note: This memo shows on the Purchase Order line.

xi. Select Add to Cart.

b. For Request Services, fill in the following fields under Service Request Details section:

i. Description: enter a Description of the Requested Services.

ii. Spend Category: use the Prompt to select the Spend Category.

iii. Supplier: use the Prompt to select the Supplier.

Note: If adding multiple lines, they need to be for the same supplier.

iv. (Optional) Supplier Contract: use the Prompt to select the Supplier Contract if known.

v. Start Date: use the Calendar to select the Start Date of the Requested Services.

vi. End Date: use the Calendar to select the End Date of the Requested Services.

vii. Memo: Enter any applicable Comments.

Note: This memo shows on the Purchase Order line.

viii. Select Add to Cart.

  1. An Added to Cart pop up briefly displays.

  2. The item appears in the Cart.

Notes:

  • A quantity bubble appears to show how many items are in the cart.

  • Selecting the cart shows a pop up display with the cart’s details.

  • At this point, there is an option to check out or continue shopping.

  • To continue shopping, repeat steps 7-9 for the new item(s).

  • To check out, continue to step 10.

  1. Select the Cart and Checkout.

  2. The Checkout page displays.

  1. Confirm Shipping Address details at the top of the page.

  2. Proceed to the Requisition Information Section.

    1. Currency: automatically populates.

    2. (Optional) Requisition Type: use the Prompt to change the Requisition Type (if necessary).

    3. High Priority: not applicable; do not use; call purchasing for emergency orders.

    4. (Optional) Sourcing Buyer: use the Prompt to select the Sourcing Buyer.

  3. Review the Goods/Services Lines for accuracy.

Notes:

  • If you did not enter an option for USource, Grant, Project, or Gift in Step 3, it is required to choose one at this point.

  • Ensure you select the correct Company Code.

  1. Select the Attachments section to drop or select files pertaining to the requisition.

Notes:

  • For Bowie State personnel, a quotation must be attached to the request.

  • Examples include quotes, contracts and proposals.

  1. Select Submit.

Notes:

  • For IT-related spend categories, an IT Sufficiency form will appear in your Workday Inbox, and will need to be completed prior to approval of the requisition.

  • The requisition routes for approval to the manager of the appropriate driver worktag. SU and UBalt have different approval levels based on the value of the request.

  • If the requisition fails budget check, you will receive an inbox item for a budget check override request that must be completed. For more information, please refer to our Budget Check Override Job Aid.

  • You will receive a notification when the requisition is approved or denied.

  • You can check the progress of the requisition by viewing the requisition process history.

Create Requisition by Connecting to Supplier Website (Punchout)

  1. Enter Create Requisition in the Search bar and select the task.

  2. The Create Requisition page displays.

  3. Confirm and make any applicable changes to the following fields:

    1. Requester: automatically populates to your name.

    2. Company: automatically populates to your institution.

    3. Currency: automatically populates.

    4. (Optional) Requisition Type: use the Prompt to select a Requisition Type.

    5. Deliver-To: automatically populates.

    6. Ship-To: automatically populates.

    7. Use the Prompt to select one of the following Worktags: USource, Grant, Project or Gift.

    8. Additional Worktags: automatically populates based on either USource, Grant, Project or Gift selection.

  4. Select OK.

  5. The Create Requisition page displays.

  6. Select Connect to Supplier Website under the Select an Option section.

  1. The Connect to Supplier Website page displays.

  2. Review the table and locate the supplier to purchase items from.

  3. Select Connect to be redirected to the supplier’s website.

  4. The Supplier’s website displays.

  5. Select item(s) to purchase.

  6. Use the supplier’s cart to check out.

  7. You will be returned to Workday to finish checking out.

  8. Complete any remaining Workday check out steps.

Notes:

  • For IT-related spend categories, an IT Sufficiency form will appear in your Workday Inbox, and will need to be completed prior to approval of the requisition.

  • The requisition routes for approval to the manager of the appropriate driver worktag. SU and UBalt have different approval levels based on the value of the request.

  • If the requisition fails budget check, you will receive an inbox item for a budget check override request that must be completed. For more information, please refer to our Budget Check Override Job Aid.

  • You will receive a notification when the requisition is approved or denied.

  • You can check the progress of the requisition by viewing the requisition process history.

  • Once approved, Workday generates and transmits a Purchase Order to the supplier.

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