Purchase Requests

Overview

This guide is designed to assist employees with Purchase requests. It provides step-by-step instructions on how to create a procurement requisition in Workday for Catalog Orders and provides detailed instructions on how to create procurement requisitions in Workday for suppliers that are not integrated within the Workday self-service catalog.

Details / Instructions

Instructions for Catalog Orders:

This section provides step-by-step instructions on how to create a procurement requisition in Workday for Catalog Orders. Items that are routinely purchased from common vendors can be bought directly through Workday rather than using a purchasing card.

By the end of this section, you will be able to successfully create a catalog purchase requisition in Workday to procure goods and services that meet the University of Richmond’s needs. Once a requisition is completed, it becomes a purchase order, which is then issued to the vendor.

These vendors include Staples, Amazon, and Grainger. Want to follow along with an instructor? See video below:

In the Workday homepage search bar, type Create Requisition and then select Create Requisition task. NOTE: A red asterisk (*) indicates the required fields.
Select a Requester. This field is pre-populated with your name, edit if necessary.
Select a Company. This field defaults to the University of Richmond.
Select a Currency. This field is pre-populated as USD (United States Dollars).
Select a Requisition Type; for Catalog Orders, select Contract.
Select a Deliver-To. This field is pre-populated; you must enter your building name and select your location. Edit only if necessary.
Select a Ship-To. This field is pre-populated; edit only if necessary.
Select one of the following: Cost Center, Gift, Grant, or Project. If a Gift, Grant, or Project is selected, the cost center and additional Worktags will update with the appropriate values.
Select Additional Worktags. These fields are pre-populated; edit only if instructed by the Office of the Controller.
Select OK.
Within the Select an Option section, click on the Connect to Supplier Website link.
Click Connect.
Once you are connected to the supplier, shop as you usually would and then click Add to Cart.
Click on your cart when you are ready to check out.
Each Supplier’s Checkout process is slightly different.
1. For Amazon,
  1. Select Proceed to check out.
  2. The payment method will be Paid by Invoice. Select Use This Payment Method.
  3. Then Submit Order for approval.
2. For Staples – Select Review and Checkout, then Submit Order.
3. For Grainger – Select Submit Cart.
This brings you back into Workday for approval. Review your cart and select Checkout.
Review the Requisition Information.
Review Goods and Services.
- Add the Spend Category to each of your line items.
Select Submit. Your requisition has been submitted for review and approval. Once approved, a purchase order is created and submitted to the vendor.
If you need to cancel the requisition, first find the requisition to be cancelled (tasks “Find Requisitions” or “My requisitions”). NOTE: Users can only cancel their own requisitions, and only if the requisition has NOT already been approved. Only Cost Center Procurement Specialists (CCPS) level 2 or Buyers can cancel someone else’s requisition.
From the requisitions related actions: select Requisition and then Cancel.
Click Reason, select one from the drop-down menu, and add any additional comments.
Select OK and then click Done.

Instructions for Non-Catalog Orders:

This section provides detailed instructions on how to create procurement requisitions in Workday for suppliers that are not integrated within the Workday self-service catalog. For routine purchases, such as supplies from Staples, Amazon, or Grainger, use the instructions above to create requisitions.

By the end of this section, you will be able to successfully create a non-catalog purchase requisition in Workday to procure goods and services that meet the University of Richmond’s needs. Once a requisition is completed, it becomes a purchase order, which is then issued to the vendor.

If changes to an existing purchase order are needed—such as adjustments to quantity, cost, or work tags—please contact procurement@richmond.edu for assistance. Want to follow along with an instructor? See video below:

Non-Catalog Purchase Requisition

Create Requisition. On the Workday homepage search bar, type Create Requisition and then select Create Requisition task.
1. Select a Requester. This field is pre-populated; edit only if necessary.
2. Select a Company. Select UR University of Richmond.
3. Select a Currency. This field is pre-populated to USD; edit only if necessary.
4. Select a Requisition Type. If this order is with a supplier, we currently have a contract for select Contract, select General, if there is no contract.
5. Select a Deliver-To. This field is pre-populated; however, you will need to select your building name and select your location. Ex. Maryland Hall G24G
6. Select a Ship-To. This field is pre-populated; edit only if necessary.
7. Select one of the following: Cost Center, Gift, Grant, or Project. If a Gift, Grant, or Project is selected, the cost center and additional.
8. Select Additional Worktags. These fields are pre-populated; edit only if instructed by the Office of the Controller.
9. Select OK.
Click on Select an Option.
Select Request Non-Catalog Items.
Requisition Currency: This field defaults to USD.
Select Non-Catalog Request Type. Under the non-catalog request type, select either the Request Goods or the Request Service option. If you select “Request Service,” the fields will change. You will provide an extended amount rather than a quantity and unit service cost.
1. Good Request Details: If you have a quote, please insert the details of your goods by line item.
  - Type in Item Description.
  - Type in Item Supplier Identifier .
  - Select Spend Category.
  - Select a Supplier.
  - Select a Quantity.
  - Type in a Unit Cost.
  - Select Unit Measure.
  - Type in a Memo, if applicable.
  - Select Add to Cart.
2. Services Request Details: If you have a quote already, please insert the detail of your service by line item.
  - Type in the Description of the Services.
  - Select Spend Category.
  - Select a Supplier.
  - Select the Start and End Date for the Service.
  - Type in the Amount for the Service
  - Type in a Memo, if applicable.
Checkout. Click the cart icon in the upper right corner when you are ready to check out. You will see a notification of the item in your shopping cart in the top right corner. Additional non-catalog items can be added to the non-catalog item form shown and added to the card. Another option is to add additional items on the requisition information screen after checking out. Review the items in the cart when ready to check out, then select Checkout.
Review the Requisition Information.
- Freight: If you have freight as a line item for your requisition, add it to the freight field.
- Memo to Supplier: Use this field to add comments for the supplier.
- Internal Memo: Use this field to indicate specifics about what this order is for.
- Review Line Items:Use the scroll bar to review each line item.
Attachments. Ensure that all required documents are uploaded to facilitate the smooth processing of your requisition.
1. Attach any supporting documentation for your order, including any quotes related to the purchase.
2. If the purchase exceeds $10,000 and is not covered by an existing contract, you must provide multiple quotes to demonstrate competitive pricing.
3. If additional quotes are not available, complete a Sole Source Justification form explaining why only one supplier is suitable for this purchase.
4. Select Attachment Category.
5. If your attachment needs to accompany your requisition, select the External Box.
6. Please use the comment field for additional information.
Select Submit. Your department procurement specialist will review your requisition for completeness and submitted for approval. After the cost center manager approves it, the requisition will be converted into a purchase order. The buyer will then finalize and issue the purchase order to the vendor.

Non-Catalog Purchase Requisition with Accounting Splits

For instances where a single line item needs to be charged to multiple cost centers, follow these instructions.

Follow steps 1 – 5 in the above to create a non-catalog purchase requisition.
When adding your goods or services, scroll all the way to the right and click on the icon.
Select how you want to split the costs, either by Amount or Quantity.
Search and select the cost center to charge.
Select Done.
Finish Requisition per instructions above.

Non-Catalog Purchase Requisition Previous Requisition

Select Add from Template and Requisitions.
Select the Requisition you would like to copy.
Select Add to Cart.
Select Checkout.
Review and edit the selection as needed.
1. Select Requisition Type. If this order is with a supplier, we currently have a contract for select Contract, select General, if there is no contract.
2. Memo to Supplier: Use this field to add comments for the supplier.
3. Internal Memo: Use this field to indicate specifics about what this order is for.
4. Verify that all information on goods and/or services lines is accurate and adjust as needed.
Add Attachment
When done, select Submit.

Non-Catalog Purchase Requisition Template

On the Workday Home Screen, Type Create Requisition in the Search
Select Create Requisition Template.
Template Details
1. Name your Requisition Template.
2. Add appropriate Worktag.
3. Currency will default to USD.
Add all Line items by selecting the plus icon.
When done, select OK.
Select Done.

Non-Catalog Purchase Requisition from Requisition Template

Create Requisition. On the Workday homepage search bar, type Create Requisition and then select Create Requisition task.
1. Select a Request. This field is pre-populated; edit only if necessary.
2. Select a Company. Select UR University of Richmond.
3. Select a Currency. This field is pre-populated to USD; edit only if necessary.
4. Select a Requisition Type. If this order is with a supplier, we currently have a contract for select Contract, select General, if there is no contract.
5. Select a Deliver-To. This field is pre-populated; however, you will need to select your building name and select your location. Ex. Maryland Hall G24G
6. Select a Ship-To. This field is pre-populated; edit only if necessary.
7. Select a Gift (if applicable).
8. Select a Grant (if applicable).
9. Select a Project (if applicable).
10. Select a Cost Center. These fields are pre-populated; edit if necessary.
11. Select an Additional Worktags. These fields are pre-populated; edit only if necessary.
12. Select OK.
Select an Option.
Select Add from Templates and Requisitions.
Requisition Currency: This field defaults to USD.
Select Requisition Template:
Select Add to Cart.
Select Checkout.
Review and Edit Selection, as needed.
1. Select Requisition Type. If this order is with a supplier, we currently have a contract for select Contract, select General, if there is no contract.
2. Memo to Supplier: Use this field to add comments for the supplier.
3. Internal Memo: Use this field to indicate specifics about what this order is for.
4. Verify that all information on goods and/or services lines is accurate, including Worktag information, and adjust as needed.
Add Attachment.
When done, select Submit

Canceling Non-Catalog Purchase Requisition

NOTE: Users can only cancel their own requisitions, and only if the requisition has NOT already been approved. Only Cost Center Procurement Specialists (CCPS) level 2 or Buyers can cancel someone else’s requisition.

Find the requisition to be cancelled (tasks “Find Requisitions” or “My requisitions”).
From the requisitions related actions: select Requisition and then Cancel.
Click Reason, select one from the drop-down menu, and add any additional comments.
Select OK and then click Done.

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