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Administrator Guide
Last Updated: 2023-06-23
Steps: Automate Changes from Purchase Order Acknowledgments

Steps: Automate Changes from Purchase Order Acknowledgments

Security:
Process: Purchase Order - Mass Action
 domain in the Procurement functional area.
You can automatically update purchase orders with approved changes from the purchase order acknowledgment (POA). Updating purchase orders with change orders enables you to view any changes your suppliers have made to the purchase order.
  1. (Optional) Access the
    Acknowledged Purchase Order Lines with Changes
     report.
    You can view changes from your suppliers to the purchase order lines. You can also check the eligibility of the lines for automatic updates.
    You can copy and create a custom report from this report to filter certain types of changes and use this report as input for the
    Schedule Automatic Updates from Purchase Order Acknowledgements
     task. Example: You want to create change orders automatically if the line has quantity or unit of measure but not price. You build a custom report to filter unit cost changes. You then select the custom report as input for scheduling the task to automate quantity and unit of measure changes.
  2. Configure the
    Enable Automatic Updates from Purchase Order Acknowledgement
     service step on the
    Purchase Order Acknowledgement Event
     business process.
    You can only add this service step after the business process completion step. Workday identifies the POA line with approved changes to price, quantity, or unit of measure.
  3. Access the
    Schedule Automatic Updates from Purchase Order Acknowledgements
     task.
    You can schedule a job to create and issue change orders. The change orders incorporate any updates suppliers have made to purchase order lines.
    You can:
    • Process the updates to the purchase order lines automatically.
    • Use filters to exclude change orders that you don't want to update automatically.
Workday creates the change orders from the POA for business process approvals.
You can configure purchase order acknowledgments to view item shortages from each supplier where quantity shortages exist. If you approve the changes with new quantities, you can automatically create the change orders. You can also set up condition rules to approve automatic changes to quantity, price, or unit of measure.
You can create a custom report with these report fields to view the POA information with changes. You can also use this custom report to track the status of and review any errors on the change orders:
  • Automate Change Order Creation has Errors
  • Change Order from POA
  • Error Message
  • Purchase Order Line