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Administrator Guide
Last Updated: 2023-06-23
Steps: Create Requisition Templates

Steps: Create Requisition Templates

Configure the
Self-Service: Requisition Template
 business process and security policy in the Procurement functional area.
You can create requisition templates when you plan to requisition the same goods, services, and contingent workers repeatedly. A template can contain only goods, services, and contingent workers.
  1. Access the
    Create Requisition Template
     task.
    Use the
    Create Shared Requisition Template
     task to enable users to control the proliferation of public templates. These templates enable you to set who has access, but the creator can always see a requisition created with this task.
    Configure the
    Process: Shared Requisition Template
     business process and security policy in the Procurement functional area.
  2. (Optional) Use sourcing rules to populate supplier and related attributes if they're not included on requisition templates when you add a purchase item to your shopping cart:
    • Order-From Connection.
    • Supplier Contract.
    • Supplier Item Identifier.
    • Supplier.
    • Tax Applicability.
    • Unit Cost.
    When you add an invalid UOM from a template requisition line to the shopping cart, Workday updates the UOM based on its fulfillment.
  3. (Optional) Access the
    Mass Maintain Requisition Templates
     task to search for and maintain multiple requisition templates and template lines to:
    • Add new items.
    • Change the units of measure or quantities on items.
    • Delete template lines.
    • Replace items.
  4. Select the requisition pricing
    Currency
    .
  5. When creating shared requisition templates, specify a job profile in the
    New Hire Template for Job Profile
     field. You can specify one or more job profiles and use this template to create a requisition for a worker with that job profile.
  6. When creating shared requisition templates, select who can access the template:
    • Public
      : The template is available to everyone.
    • Security Group
      : Select 1 or more security groups whose members have access to this template.
    • User
      : Select 1 or more users who have access to this template.
    • Not Shared
      : The template is only available to the creator.
  7. As you complete the
    Goods Lines
     and
    Service Lines
     tabs, consider:
    Option Description
    Company
    You can add companies from the header company intercompany profile to display on template requisition lines.
    Enable multicompany requisitions in your tenant before you add companies from the intercompany profile.
    Item
    Specify (or create) the purchase item for this line.
    You can't include punchout items in templates or in copies of requisitions. Workers must add punchout items to their final requisitions manually to get the most up-to-date items and prices.
    Supplier Item Identifier
    Displays the supplier item identifier if the line item is a supplier item. Example: A supplier catalog, noncatalog, or punchout item.
    Supplier
    When you select a supplier that has a contract with your company, your request goes straight to the supplier after approval. All goods requests with a noncontract supplier go through a buyer before issuing the requisition to a supplier. If you don't select a supplier on a requisition, the buyer will.
    Order-From Connection
    (Optional) Select a specific supplier site where you want to issue a purchase order resulting from a requisition made from this requisition template.
    Workday populates these fields based on the order-from connections, instead of the supplier:
    • Default PO Issue E-mail
    • PO Issue
    • Shipping Method
    • Shipping Terms
    When you use a requisition template, order-from connection on the template overrides any default order-from connection setup.
    Quantity
    Specify the quantity for goods lines. By defining a quantity of zero, you can require users to include a quantity when they add items to the shopping cart.
    Unit of Measure
    For goods lines, specify the units of measure. For items that are individual units, use
    Each
    .
    Extended Amount
    For goods lines, specify the cost per unit of measure.
    For service lines, enter the
    Extended Amount
     directly.
    Alternate Item Identifiers
    Alternate item identifiers for the catalog item, punchout item, or purchase item.
    When you configure requisitions with primary item identifiers on the
    Maintain Item Identifier Type Display Options
     task, Workday displays up to 3 item identifiers in columns. You can select the remaining items that aren’t marked as primary item identifiers in the
    Additional Item Identifiers
     column.
    Item Tags
    Item tags associated with the catalog item, punchout item, or purchase item.
    Ship-To Address
    When this field is blank and you use the template, the worker's default ship-to address populates on the new requisition.
    Deliver-To
    When this field is blank and you use the template, the worker's default work space populates on the new requisition.
  8. (Optional) Access the related actions menu on the template to add the items to your cart by selecting
    Procurement
    Add to Cart
    .
When you create templates and copies of requisitions, Workday doesn't update the prices in the original requisition to match supplier price changes. We recommend that you remind workers to check and update prices before using requisitions from templates or copied from older requisitions.
Use the
Requisition Templates
 report to see a list of available templates. This report lists all your templates and any shared templates that you have permission to view.