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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Procurement

Steps: Set Up Procurement

Set up Workday Procurement to enable and track the spend on goods, services (project and nonproject-based), and contingent workers.
  1. Set up the
    Set Up: Procurement
     domain in the Procurement functional area.
  2. Configure the definitions and security policies for these business processes:
    • Change Order Event
       in the Procurement functional area.
    • Purchase Order Event
       in the Procurement functional area.
    • Requisition Event
       in the Procurement functional area.
    • Supplier Contract Event
       in the Supplier Contracts functional area.
    • Supplier Contract Amendment Event
       in the Supplier Contracts functional area.
  3. Access the
    Edit Tenant Setup – Financials
     task.
    In the
    Business Document Sequence IDs
     section, configure your sequence ID generators for procurement transactions.
    In the
    Procurement Options
     section, configure your tenant-wide settings for procurement.
    Security:
    Set Up: Tenant Setup - System
     domain in the System functional area.
  4. Set up tax defaults for spend transactions:
  5. Set up worktags for these procurement transactions:
    • Purchase Order
    • Procurement Card Transaction Verification
    • Request for Quote
    • Requisition
    • Supplier Invoice
  6. Access the
    Maintain Units of Measure
     task.
    Set up units of measure (UOMs) for your tenant.
    For EDI UOMs that match the CEFACT Common code, enter the UOM in the
    EDI Code
     column. Without this setup, you'll receive errors during your processing.
    To issue service lines on purchase orders with EDI, set up a UOM row with the name
    Hours
     and the EDI code
    HR
    .
  7. Access the
    Edit Company Procurement Options
     task to configure the procurement options for the companies in your tenant.
    Security:
    Set Up: Company General
     domain in the Common Financial Management functional area.
  8. Create and manage suppliers.
  9. Set up supplier contracts.
  12. Access the 
    Edit Tenant Setup - System
     task.
    Enable
    Activity Stream Settings
     for:
    • Advanced ship notices.
    • Purchase orders and change orders.
    • Receipts and returns.
    • Requisitions.
    • Requests for quotes, quote awards, participant lists, and quote responses.
    • Supplier contracts and supplier contract amendments.
    Security:
    Set Up: Tenant Setup - System
     domain in the System functional area.
  13. (Optional) Configure segmented security for procurement document attachments.
  15. Create custom objects and user-defined fields for:
    • Purchase orders.
    • Requisition lines.
    • Requisitions.
    • Supplier contracts.
  16. Workday only dismisses custom validations on requisition checkout fields when the validation condition is met and you click
    Save for Later
     or
    Submit
    .
    We recommend you write descriptions for custom validations on requisition checkout so that you inform users to click
    Save for Later
     or
    Submit
     to dismiss the error after they enter the required information.
  17. (Optional) Access the
    Maintain Procurement Conditional Rules
     task.
    Create rules to prevent certain actions on transaction documents based on the criteria you define. See Concept: Procurement Conditional Rules.
    Security:
    Set Up: Procurement
     domain in the Procurement functional area.
  18. Set up questionnaires by adding a
    Complete Questionnaire
     step to these business processes:
    • Change Order Event
    • Purchase Order Event
    • Requisition Event
    • Supplier Contract Event
    • Supplier Contract Amendment Event
  19. (Optional) Customize workflows for maintaining item information with Workday Worksheets.
Review and customize optional procurement transaction documents for your company setup.