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Administrator Guide
Last Updated: 2023-06-23
Reference: Company Procurement Options

Reference: Company Procurement Options

General Setup

General Setup
Description
Commodity Code Type
Select to populate a default commodity code type on spend transactions when you order the associated catalog item or purchase item.
When you configure multiple commodity code types for items and you don't select a default from this prompt, Workday may populate commodity code types inconsistently.
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Shipping and Billing Defaults

Ship-To Contact
Workday defaults the value that you enter on the stand-alone purchase order (PO). If you create the PO from a requisition, we take the Ship-To Contact from the requisition. The contact must be a worker in Workday. If you don't configure this option, the Ship-To Contact defaults to the requisition requester.
Bill-To Contact
Workday defaults the value that you enter on the stand-alone PO and onto a PO you create from a requisition (there’s no concept of Bill-To Contact on requisitions). The contact must be a worker in Workday. If you don't configure this option, the Bill-To Contact defaults to the requisition requester or person creating the ad hoc PO.
Shipping Terms
Workday defaults the value that you enter on the stand-alone PO and on to a PO you create from a requisition. When configured, this option defaults to all procurement documents.
Shipping Method
Workday defaults the value that you enter on the stand-alone PO and on to a PO that you create from a requisition. When configured, this option defaults to all procurement documents.
Default Ship-To Location
Workday populates the value that you enter on the stand-alone PO. If you create the PO from a requisition, Workday uses the Default Ship-To from the requisition or follows this defaulting from the:
  1. Value on requesting entity when it has a ship-to location exists on the requesting entity.
  2. Persisted value on the Document.
  3. Ship-To Location from the Defaulted Deliver-To location.
  4. Requesting Inventory Site.
  5. Par Location.
  6. Requesting Worker.
  7. Procurement Company Options.
  8. Company.
Before you can select a Location object as the default Ship-To location, you must define it with Ship-To usage. When configured, this option defaults to all procurement documents. On POs generated from requisitions, the requisition Ship-To location overrides the default Ship-To location.

Requisition

General Requisition options
Description
Enable Requisition Line Defaults
Select to enable requisition line parameters, such as:
  • Requested delivery date.
  • RFQ required.
  • Suppliers.
  • Worktags.
You must add defaults to the document header before they default to document lines.
Disable Service Lines on Requisitions
Select to hide service lines section on the
Create Requisition
 task. This option disables the ability to procure services for all requesters.
Disable ~Project~-Based Service Lines on Requisitions
Select to hide project-based service lines section on the
Create Requisition
 task. Disable this option if you aren’t using projects.
Enable Transaction Tax on Requisition
Select to specify these tax fields on requisition lines:
  • Tax Applicability
  • Tax Code
  • Tax Recoverability
You must configure
Transaction Taxes
 to enable this option. Workday copies transaction taxes to the resulting PO.
Enable Freight and Other Charges on Requisition
Select to add freight and other charges to requisition headers. Workday also automatically populates freight and other charges amounts on the purchase order when you source a requisition to a single purchase order without any changes. You must have at least 1 spend category on the requisition that is enabled for miscellaneous and freight charges.
Enable Requisition Line Attributes to Default from Linked Purchase Item
Select to populate these values from the linked purchase item to the requisition line if they're not subject to sourcing or tax rules:
  • Fulfillment source.
  • Tax applicability.
If you aren’t using purchase items, don’t enable this option.
Search Catalog Options
Description
Spend Category Hierarchy Root Node for Search Catalog
Select to enable searches by spend category hierarchy on the
Search Catalog
 task. Enable this option if your organization created spend category hierarchies.
Exclude Purchase Items that have Catalog/Supplier Item Entries
Select to update the
Search Catalog
 task to:
  • Exclude purchase items associated to catalog items.
  • Display supplier items (each unique entry on the
    Supplier Information
     tab on purchase item tasks).
  • Displays catalog items.
Workday recommends enabling this option to remove duplicates in your search results.
Exclude Catalog Items/Supplier Items from Secondary Supplier
Select to display only primary (priority 1) and unranked supplier information on the
Search Catalog
 task. Workday recommends enabling this option to drive your workers to select the preferred item and remove duplicates in your search results.
Show Purchase Items when there is no Priority Supplier
Select to display only purchase items without primary (priority 1) supplier information on the
Search Catalog
 task. Workday recommends enabling this option if you use sourcing rules.
Inventory Requisition Options
Description
Inventory Replenishment Requisition Rounding Option
Set the rounding option of ordering quantities when you create inventory replenishment requisitions.
Round half down and half up round 0.5 quantities.
This option only applies to stocked inventory and is configured at the inventory site or purchase item level.
Par Replenishment Requisition Rounding Option
Set the rounding option of ordering quantities when you create par replenishment requisitions. This option only applies to PAR inventory and is configured on the PAR location or purchase item level.

Catalog Item Options

Catalog Item Options
Description
Enable Unit of Measure Change
Select to enable changes to unit of measure (UOM) for catalog items you request. Workday bases the unit price for the item on the UOM you select. You can order in a preferred UOM for the best discount.
Enable this option when using catalogs.
Enable Defaulting of Catalog Item Attributes from Linked Purchase Item Defaults
Select to copy values from linked purchase items on to catalog item attributes.

Purchase Item Options

Purchase Item Options
Description
Enable Unit of Measure and Unit Cost Change on Replenishment Requisitions
Select to enable users to update the
Unit of Measure
 and
Unit Cost
 fields on replenishment-type requisitions. This option only applies to inventory. Enable this option to all for corrections to replenishment requisitions to help resolve potential matching errors in advance.
Enable Unit of Measure Change on Non-replenishment Requisitions
Select to enable users to update
Unit of Measure
 on nonreplenishment-type requisitions. This option only applies to inventory. Enable this option to all for corrections to non replenishment-type requisitions to help resolve potential matching errors in advance.
Enable Unit of Measure and Unit Cost Change
A nonstock item is a purchase or supplier item with a spend category that doesn't have the Stock item check box selected.
Examples: An Office Supplies spend category with items like Desk Lamp, or Printer Toner. Office Supplies aren't marked as Stock Items.
Select to enable users to update
Unit of Measure
 and
Unit Cost
 for both:
  • Stock items.
  • Bill-only type requisitions (consignment).
When you enable the check box, and a Requisition or PO are created, you can edit the
Unit Cost
 and
Unit of Measure
 fields.
Enable this option when using items. You can correct wrong UOM or pricing on items to help resolve potential matching errors in advance. This option also enables updates to pricing for bill-only requisitions.

Sourcing

Option
Description
Consolidate Requisitions on Purchase Orders
Select to source requisition lines to 1 purchase order when these values match:
  • Buyer.
  • Company.
  • Currency.
  • Ship-to address.
  • Supplier.
  • Supplier contract.
To automatically source while consolidating, schedule an automatic sourcing job on the
Schedule Requisition Auto-Sourcing
 task.
When you select this option, you prevent requisitions from automatically sourcing to POs once approved.
Exclude Ship-To Address when Consolidating Requisition Lines
Select to source requisition lines with different ship-to addresses to 1 purchase order when these values match:
  • Buyer
  • Company
  • Supplier
  • Currency
You can select this option if your suppliers will accept multiple ship-to addresses on a PO. The ship-to address is added to each PO line.
Enable Requisition Auto-Sourcing for Non-Catalog Line
Select to source requisition lines to purchase orders for these items:
  • Noncatalog items.
  • Purchase items.
  • Web items.
Then, we automatically source the requisition lines when you:
  • Enter a supplier on the requisition line.
  • Set up a resulting buyer or supplier contract for the entered supplier.
You must define requisition sourcing rules to ensure that a buyer, supplier, and ship-to address can be determined so Workday can automatically source the requisition.
Generate PDFs for all Purchase Orders
Select to generate PDFs for purchase orders with an issue option of Print. When you select this option and also the Issue Option for Supplier Portal, there’s a slight delay in custom notification emails to the supplier. Workday waits for the PDF to generate before sending the notification to the supplier. Select this option if you want a PDF file for all purchase orders regardless of how they were issued.

Request for Quote

General Request for Quote Options
Description
Enable Request for Quotes (RFQ) Notifications
Displays Workday-delivered RFQ notification behaviors for the company that you're requesting a quotation from. You must configure business processes to create notifications.

Purchase Order

Purchase Order Options
Description
Disable Default Delivery Type for Stock Items
Select to stop Workday populating
Inventory Replenishment
 on the
Delivery Type
 field for stocked items on purchase order lines when you:
  • Copy purchase orders.
  • Create ad hoc purchase orders.
  • Create purchase orders from supplier contracts.
  • Submit purchase orders.
You can select this option to reduce data entry on POs. This option only applies to inventory.
When purchase orders source from requisitions, the delivery type for stocked items defaults from the requisition type.
Exclude Received Quantities and Amounts from Draft and In Progress Receipts
Select to prevent quantities and amounts on incomplete and unapproved receipts from displaying on purchase orders and supplier contacts. This option affects replenishment calculations by excluding these documents when calculating the quantity to order.
Automatically Close Purchase Orders
Select to automatically close open or issued purchase orders when they are:
  • Fully received, with receipts in
    Approved
     status.
  • Fully paid.
Workday only closes purchase orders that become fully received and fully paid while this check box is selected. It doesn't retroactively close purchase orders that are fully received and paid before you enable the functionality.
Workday doesn't reopen closed purchase orders automatically when the status of a related document changes, such as when a paid invoice changes to unpaid.

Receipt

Lot Expiration Options
Description
Disable Lot and Serial Capture
Select to enable workers to submit receipts without entering any lot or serial numbers for items on the receipt when using Workday on a desktop.
Enable this option when you record information from a desktop.
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Lot Capture Mandatory
Select when you want workers to record lot numbers, for lot-controlled items on the receipt when using a scanner.
You can use a mobile device to capture this information. You must create the lot number in Workday before it can be recorded for an item.
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Serial Captures Mandatory
Select when you want workers to record serial numbers, for serial controlled items on the receipt when using a scanner.
You can use a mobile device to capture this information. Don’t select this option if you aren’t capturing serial numbers for an item.
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Behavior for Expired Lots
Select to process an expired lot and display a warning message. You must configure this option during setup.
Behavior for Lots within Alert Period
Select to process a lot within an alert period and display a warning message.
You must configure this option during setup.

Internal Service Delivery

Internal Service Delivery Options
Description
Exclude Header Worktags from Business Process
Select to stop the
Internal Service Delivery Event
 business process from sending approvals with revenue worktags at the header level to workers.