Creating Purchase Order Requisitions In Workday

This guide provides a step-by-step process for creating various types of purchase order requisitions online. The guide will walk you through creating a requisition for goods, a blanket requisition, and a requisition for services.

Loralee Quintero
108 steps
11 minutes

Workday

Purchase Order Requisition for Goods

Use this type when ordering specific items by part numbers. For blanket purchase orders, see the section for blanket purchase order requisitions.

Start by logging into Workday.

Navigate to [https://impl.workday.com/sjsurf2/d/task/2997$17060.htmld](https://impl.workday.com/sjsurf2/d/task/2997$17060.htmld)

Click the "MENU" icon at the left of your screen.

Scroll down to Organization and click "Requisitions"

Click "Start Requisition"

To create a goods requisition, click the radio button for "Goods".

In the supplier field, start to type the name. Workday will suggest suppliers with names matching your entry. If the supplier you want isn't available, you will need to submit a separate supplier request prior to completing your requisition. Refer to instructions for Supplier Requests.

Type the name of the supplier. A list matching the criteria will appear, select the supplier.

Click this radio button.

Click the "Request Description\*" field. Type the supplier part number and description in this field.

Workday uses spend categories to classify the type of spend. These include things like supplies, equipment, etc. You may start to type a description and a list will come up. If you can't find what you are looking for, you may click the menu icon and bring up all items and select that way.

Click the "Search" field.

In this example, we typed supplies, and we see a list of possible choices. Click the one that applies to your purchase.

Click the "Quantity\*" field and enter the amount you want to order.

Click the "Search" field to select from a unit of measure. You may also just type the unit of measure. The most commonly used is "Each".

Type "each [[enter]]"

Click the "Price" field.

Type the unit price of your item.

Click the "Memo" field.

This field is optional, you may add any additional information here.

Click "Add to Cart"

Click this icon.

Click "Checkout"

Add your grant number in this field. In Workday, all grants begin with GR followed by the number. You may type it in or use the menu to search. Entering the grant or program "Worktag" first will cause all additional worktags to default.

The program field is used for Self-Support accounts, Discretionary Spending accounts and Central Office accounts. All programs start with PR. You may type in your account or search.

Supporting documents are required. Click "Attachments" to add your quote(s) and Sole Source documents to the requisition. Please refer to the Procurement Policy for requirements.

Click "Select files"

Click the "Include with supplier purchase order" field if the document should be included in the purchase order to to supplier.

Click "Access Advanced Checkout"

Click here to select the requisition type.

Click "Goods & Services". For goods, you may also select types like supplies or standard purchases.

If this is an urgent or high priority, click here.

Click the "Memo to Suppliers" field. Type any information you wish to be included in the PO for the supplier.

You can scroll to review your requisition lines.

Click this icon.

Click "Edit Address" and review the default delivery address. You may also create ad hoc addresses (like your home) here.

Central receiving on campus is the default. you may delete the default and search for one of the other locations. If you wish to use an alternate address (example: home delivery), click the box for "Use Alternate Address".

Click "Add"

Add the delivery / shipping address. (Be sure to delete all other deliver-to or ship-to addresses for your requisition).

Click "Apply"

Review the information for accuracy and completeness then click "Submit"

Blanket Purchase Order Requisition

Click "Start Requisition"

Blanket purchase orders use the request type of Service. Click the radio button for "Service".

As with the goods requisition, select the supplier.

Add the request description, the spend category, and the total price for your requisition.

Type "Use Service PO type for blanket purchase orders."

Click "Add to Cart"

Click here.

Click "Checkout"

If you see an error message, click "1 Error" to read the description. Red error messages must be resolved in order to submit the requistion.

After reading, you may click this icon to close the message. This one is notifying you that the attachment is missing.

Be sure that your grant or program account are correct. All grants will start with GR followed by the number and programs start with PR followed by the number.

Click "Attachments" to add all required documents.

Click "Select files"

Click "Access Advanced Checkout"

Click here to change the requisition type to Blanket PO. The type will always default to the last used type.

Click "Blanket PO"

Click the "Internal Memo" field to include a message to the buyer.

Click this icon.

Click "Edit Address"

Check the deliver-to and Ship-to addresses. The system will always default to the last used address. You may delete them and select a new address if needed.

Click this icon.

Click "Addresses by Location"

Click "Research Foundation Central Office"

Click this radio button.

Click this icon.

Click "Apply"

Click "Submit"

Service Purchase Order Requisitions

Service requisitions are used for all services, including independent contractors, consultants, and sub-award requisitions. This requisition type should also be used for Stipends, Tuition, and Fellowship purchase orders.

Click "Start Requisition"

Click the "Service" field.

Click the "Request Description\*" field, and enter the description of the services.

Click the Supplier "Search" field to locate your supplier.

Click the "Search" field for Spend Category

Type "independent [[enter]]" to select independent contractor as the spend category.

Service requisitions must include the start and end dates for the services, subscription, or the sub-award period. Use the calendar icon to add the start date.

Click on calendar to add the date.

Use the calendar to add the end date.

Click the "Price" field and add the contract amount.

Click "Add to Cart"

Click here.

Click "Checkout"

Click "Attachments" and add a copy of the service agreement, contract, etc.

Click "Select files"

Click the "Include with supplier purchase order" field if appropriate.

Click the "Search" field to add the grant or program.

Click "Access Advanced Checkout"

Click here.

Click this icon.

Click "Independent Contractor" (or other appropriate type)

Click here if the requisition is high priority.

Scroll through the requisition line to the tax applicability fields. Taxable is the default. In California, services are not taxable, so you may delete this item and the tax code below it. Note: Services in Hawaii are taxable. Make sure that you selected the correct deliver-to address, the tax code should default to that city/region. AP will review the tax also.

Click here.

Click "More" to access the "Edit Address" function and double-check your delivery address.

Click "Edit Address"

Click this icon.

Click "Addresses by Location"

Click "NASA AMES"

100

Click this radio button.

101

Click "Apply"

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Click "Submit"

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Your submitted requisitions are visible from the Requisition page. You can see the status of your order and open the requisition to view the details

104

Click the three dots next to the requisition number. This is the "Related Actions" menu.

105

Click here. You can view, edit or cancel your requisition from here.

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Click "View"

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You will see the overview of your requisition. If there is an alternate address, you will see it here.

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Click here to scroll the requisition lines.

Creating Purchase Order Requisitions In Workday

Loralee Quintero
108 steps
11 minutes

Workday

Purchase Order Requisition for Goods

Use this type when ordering specific items by part numbers. For blanket purchase orders, see the section for blanket purchase order requisitions.

Start by logging into Workday.

Navigate to [https://impl.workday.com/sjsurf2/d/task/2997$17060.htmld](https://impl.workday.com/sjsurf2/d/task/2997$17060.htmld)

Click the "MENU" icon at the left of your screen.

Scroll down to Organization and click "Requisitions"

Click "Start Requisition"

To create a goods requisition, click the radio button for "Goods".

Type the name of the supplier. A list matching the criteria will appear, select the supplier.

Click this radio button.

Click the "Request Description\*" field. Type the supplier part number and description in this field.

Click the "Search" field.

In this example, we typed supplies, and we see a list of possible choices. Click the one that applies to your purchase.

Click the "Quantity\*" field and enter the amount you want to order.

Click the "Search" field to select from a unit of measure. You may also just type the unit of measure. The most commonly used is "Each".

Type "each [[enter]]"

Click the "Price" field.

Type the unit price of your item.

Click the "Memo" field.

This field is optional, you may add any additional information here.

Click "Add to Cart"

Click this icon.

Click "Checkout"

The program field is used for Self-Support accounts, Discretionary Spending accounts and Central Office accounts. All programs start with PR. You may type in your account or search.

Supporting documents are required. Click "Attachments" to add your quote(s) and Sole Source documents to the requisition. Please refer to the Procurement Policy for requirements.

Click "Select files"

Click the "Include with supplier purchase order" field if the document should be included in the purchase order to to supplier.

Click "Access Advanced Checkout"

Click here to select the requisition type.

Click "Goods & Services". For goods, you may also select types like supplies or standard purchases.

If this is an urgent or high priority, click here.

Click the "Memo to Suppliers" field. Type any information you wish to be included in the PO for the supplier.

You can scroll to review your requisition lines.

Click this icon.

Click "Edit Address" and review the default delivery address. You may also create ad hoc addresses (like your home) here.

Click "Add"

Add the delivery / shipping address. (Be sure to delete all other deliver-to or ship-to addresses for your requisition).

Click "Apply"

Review the information for accuracy and completeness then click "Submit"

Blanket Purchase Order Requisition

Click "Start Requisition"

Blanket purchase orders use the request type of Service. Click the radio button for "Service".

As with the goods requisition, select the supplier.

Add the request description, the spend category, and the total price for your requisition.

Type "Use Service PO type for blanket purchase orders."

Click "Add to Cart"

Click here.

Click "Checkout"

If you see an error message, click "1 Error" to read the description. Red error messages must be resolved in order to submit the requistion.

After reading, you may click this icon to close the message. This one is notifying you that the attachment is missing.

Be sure that your grant or program account are correct. All grants will start with GR followed by the number and programs start with PR followed by the number.

Click "Attachments" to add all required documents.

Click "Select files"

Click "Access Advanced Checkout"

Click here to change the requisition type to Blanket PO. The type will always default to the last used type.

Click "Blanket PO"

Click the "Internal Memo" field to include a message to the buyer.

Click this icon.

Click "Edit Address"

Check the deliver-to and Ship-to addresses. The system will always default to the last used address. You may delete them and select a new address if needed.

Click this icon.

Click "Addresses by Location"

Click "Research Foundation Central Office"

Click this radio button.

Click this icon.

Click "Apply"

Click "Submit"

Service Purchase Order Requisitions

Click "Start Requisition"

Click the "Service" field.

Click the "Request Description\*" field, and enter the description of the services.

Click the Supplier "Search" field to locate your supplier.

Click the "Search" field for Spend Category

Type "independent [[enter]]" to select independent contractor as the spend category.

Service requisitions must include the start and end dates for the services, subscription, or the sub-award period. Use the calendar icon to add the start date.

Click on calendar to add the date.

Use the calendar to add the end date.

Click the "Price" field and add the contract amount.

Click "Add to Cart"

Click here.

Click "Checkout"

Click "Attachments" and add a copy of the service agreement, contract, etc.

Click "Select files"

Click the "Include with supplier purchase order" field if appropriate.

Click the "Search" field to add the grant or program.

Click "Access Advanced Checkout"

Click here.

Click this icon.

Click "Independent Contractor" (or other appropriate type)

Click here if the requisition is high priority.

Click here.

Click "More" to access the "Edit Address" function and double-check your delivery address.

Click "Edit Address"

Click this icon.

Click "Addresses by Location"

Click "NASA AMES"

100

Click this radio button.

101

Click "Apply"

102

Click "Submit"

103

Your submitted requisitions are visible from the Requisition page. You can see the status of your order and open the requisition to view the details

104

Click the three dots next to the requisition number. This is the "Related Actions" menu.

105

Click here. You can view, edit or cancel your requisition from here.

106

Click "View"

107

You will see the overview of your requisition. If there is an alternate address, you will see it here.

108

Click here to scroll the requisition lines.