Concept: Procurement Conditional Rules

You can use procurement conditional rules to prevent workers from taking actions against procurement documents in Workday. When the rules configured evaluate true, Workday prevents you from executing the respective action.

On documents that meet the procurement conditional rule criteria, the blocked action won’t be visible on the related actions of the document. The document will also not be visible on results tasks.

Example: When you have a conditional rule to prevent receipt for a certain supplier, you won’t see purchase orders for that supplier in the

Create Receipts

task. You won't be able to create receipts off the purchase orders of the supplier.

With procurement conditional rules, you can prevent the action from starting, and limiting excess draft transactions in Workday.

You can use any conditional rules with context to the Purchase Order on procurement conditional rules. If you don’t find the field you need when you’re creating your conditional rule, you might need to use a calculated field.

Procurement conditional rules won’t trigger for web services, unless specified below. If you want to restrict actions from inbound web services, create a custom validation to prevent document submission. You can also work with your integration partner to restrict the data on the inbound file.

Conditional Rule	Description
Change Order from POA-Prevent Auto Issue Context	Blocks automatically issuing a change order created from the Purchase Order Acknowledgment (POA).
Purchase Order-Prevent ASN	Prevents the creation of advanced ship notices (ASN). Also prevents the creation of ASNs using the web services.
Purchase Order - Prevent Cancel	Prevents the cancel action when the condition rule is true.
Purchase Order-Prevent Close Line	Blocks both Close and Close Line related actions off the PO. Prevents selection of POs meeting the condition rule on the Mass Close Procurement Document task.
Purchase Order-Prevent Close Line Receiving	Blocks users from closing purchase order lines for receiving.
Purchase Order-Prevent Copy	Blocks users from copying purchase orders from related actions on the Create Purchase Order task.
Purchase Order-Prevent Edit Without Change Order	Blocks users from editing purchase orders using the Edit Without Change Order task.
Purchase Order-Prevent Receipt	Prevents receipt creation off the related actions and Create Receipt task; doesn’t prevent receipt against receivable supplier contracts.
Receipt Adjustment-Prevent Cancel	Blocks users from canceling receipt adjustments.
Receipt - Prevent Cancel	Prevents canceling of receipts from related actions.
Receipt-Prevent Receipt Adjustments	Prevents creating receipt adjustments. Blocks creating off the related action and Create Receipt Adjustment task.

Use Cases

Purchase Order-Prevent Cancel: Prevent Cancel when Purchase Order (PO) Status is Issued
: Requires buyers to close POs and PO lines on issued POs versus canceling the document. The PO line Cancel
action is still available on change orders, but the conditional rule limits the ability to cancel at the PO header once issued.

Purchase Order- Prevent Receipt: Prevent Receipt if there are existing open (draft/in progress) receipts: Streamlines automatically closing POs as Workday doesn’t allow auto-close of PO lines with open receipts.
Prevent Receipt if using a Warehouse Management System (WMS) based on the Purchase Order Type: Prevents receipt of external purchase orders when receiving will be completed in the WMS.

PO - Prevent Edit Without Change Order: Workday sets up Prevent Edit Without Change Order as Always True (Workday Delivered)
. Remove this rule if you want to edit without a change order for all POs.
Prevent Edit Without Change Order when PO status is Approved
. Prevent buyers from making edits without a change order on a purchase order after it has been approved. Adding the condition rule limits both Edit
and Edit Without Change Order
from displaying at the same time on the PO related actions menu.
Prevent Edit Without Change Order when the PO is generated from an integration.