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Administrator Guide
Last Updated: 2023-06-23
Create Change Orders

Create Change Orders

  • Define the
    Change Order
     business process and security policy.
  • If your organization uses supplier invoice match processing, include the
    Initiate Supplier Accounts Match Event for related Supplier Invoices
     service step. You can do this after the completion step in the
    Change Order
    business process.
  • If your organization prepays supplier invoices, configure the
    Prepaid Spend Amortization Event
     business process.
    • Define the
      Prepaid Spend Amortization Schedule Event
       business process for scheduled prepaid release types.
    • Configure the
      Receipt
       business process to include the
      Create Supplier Invoice from Receipt
       action step for receipt prepaid release types.
Create change orders for issued purchase orders.
You control the ability of a supplier to accept change orders in the
Procurement Options
 tab in the
Create Supplier
 task.
  1. Access the
    Create Change Order
     task.
  2. Update
    Summary
    ,
    Terms and Taxes
    , and
    Contact Information
     as necessary.
    Example: Change the ship-to address, buyer, or payment terms.
  3. Add a supplier contract.
  4. Modify information in lines tabs:
    • Contingent Worker Lines
    • Goods Lines
    • Service Lines
  5. Access the
    Line Details
     tab to:
    • Change information on existing lines such as amounts, prices, and the prepaid statuses. For ad hoc items, you can change the item description and spend category when no active supplier invoice exists against the line.
    • Cancel purchase order lines by selecting the
      Cancel PO Line
       check box.
    • Add new purchase order lines.
    When you enable multicompany for purchase orders, you can:
    • View
      Company
       on pre-existing lines.
    • Set a line company on new lines.
    • Pick any line company that has an intercompany relationship with the purchase order header company.
  6. Click
    Submit
    .
  • Workday processes the change order as you defined in the
    Change Order
     business process.
  • Workday appends a version number to the purchase order number so you and your supplier can track change orders separately from related purchase orders.
    Example: If your original purchase order number is
    PO-3005
    , the first change order number is
    3005-1
    .
  • If you canceled line items, they're crossed out and display with zero values for
    Quantity
     and
    Price
     in the
    Goods Line
     section.
  • Once the change order is approved, you can't edit the document. You can access the
    Create Change Order
     task to make a second edit.
  • Issue the change order. When a buyer creates a change order, the issue option for the change order is defaulted from the supplier record. If the supplier doesn't define any alternative issue option, the default issue option is set to the original purchase order issue option from the previous version.
  • Access the
    View Purchase Order
     task and select the
    Version History
     tab to see the original purchase order and the change order.
  • If matching change orders to supplier invoices, configure the
    Supplier Accounts Match Event
     business process.