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Administrator Guide
Last Updated: 2023-06-23
Setup Considerations: Requisitions

Setup Considerations: Requisitions

You can use this topic to help make decisions when planning your configuration and use of requisitions. It explains:
  • Why to set them up.
  • How they fit into the rest of Workday.
  • Downstream impacts and cross-product interactions.
  • Security requirements and business process configurations.
  • Questions and limitations to consider before implementation.
Refer to detailed task instructions for full configuration details.

What They Are

Requisitions enable workers to request goods, services, or contingent labor for themselves or on behalf of other workers.

Business Benefits

Workday requisitions enable you to:
  • Efficiently manage information flow, organization policies, and business processes to tightly control and monitor company spending.
  • Configure, customize, and deploy a simple, familiar, online shopping-type experience for users.
  • Configure requisition types and templates to make the requisition process simpler, faster, and more manageable.
  • Set up healthcare-specific supply chain processes so you can pay for consumed consigned goods while replenishing consigned inventory.
  • Restrict purchases of goods and services by security group.

Use Cases

  • Customize segmented security to restrict access to goods and services to groups of authorized workers.
  • Set up different types of requisitions for different uses. Example: Bill-only requisitions and inventory and par replenishment.
  • Use requisition templates for commonly requested items. Example: Essential items that new employees need to get started in their jobs.

Questions to Consider

Questions
Considerations
How do you control who has access to goods, services, and contingent labor?
Using segmented security, you can:
  • Control access by creating groups of workers with different levels of access.
  • Include conditional access to view and manage specific business process definitions.
  • Enable security groups, such as workers in a procurement department, to request items or services on behalf of another worker.
You can set up individual roles as dedicated buyers. Example: Create a buyer role for cost center managers, who can requisition goods, services, and contingent labor for their departments.
You can also limit the ability of users to view and report on operational transaction information using organization-based roles.
How do you want to determine what users can and can't view when they submit requisitions?
You can determine what users view on requisitions based on their security configurations and role assignments. Example: Enable punchouts on requisitions for IT managers but not for cost center managers.
How do you want to organize and streamline the requisitioning process?
You can categorize requisitions according to distinct types. Example: Match a requisition type with a purchase order type or identify a requisition type as being for inventory replenishment only.
You can also group collections of goods and services to create requisition templates.
You can enable users to fill their shopping carts from a variety of sources, such as:
  • Categorized requisitions.
  • Copies of previously used requisition.
  • Favorites.
  • Punchouts.
  • Requisition templates.
  • Supplier catalog searches.
How do you want to handle bill-only requisitions?
You can use bill-only requisitions to pay for healthcare products after use to avoid unpredictable inventory levels and track product data for recalls or product expiration.
You can configure requisition types to:
  • Create bill-only purchase orders.
  • Source purchase orders from bill-only requisitions.
  • Include procedure information on the requisition.
Do you want to customize your requisition tasks?
Workday offers a high level of customization for the requisitioning process, enabling you to hide or require optional fields on requisition tasks and reports.
You can define 1 or more custom objects on requisitions and requisition lines to capture additional information according to your business needs.
How do you want to help users navigate through the requisitioning process?
You can:
  • Customize guided tour help text.
  • Enable or disable help text for specific fields.
  • Configure existing help text for requisitions.
If you don't take action, existing help text won't populate on requisitions.
Requesters can also use Workday Assistant, Workday for Slack, and Workday for Microsoft Teams to check the status of purchase requisitions and the status and important details on related supplier invoices.
How do you consolidate requisitions on purchase orders?
To reduce the number of documents buyers and suppliers need to manage, you can consolidate requisitions with multiple supplier contracts onto 1 purchase order.
You can also source requisitions to existing purchase orders.
What additional charges do you want users to capture on requisitions?
You can use company procurement options to enable users to specify estimated total freight and miscellaneous charges on requisition documents.

Recommendations

Workday recommends that you add the
Requisitions
 worklet to your Home page.
For punchouts, we also recommend that you work with your vendors to map United Nations Standard Products and Services Codes (UNSPSC) to spend categories.
Remind users to check and update prices before using requisitions made from templates or copied from older requisitions.
Workday recommends that you set up cXML standards for purchase orders and supplier invoices so that Workday can communicate with external supplier sites.

Requirements

No impact.

Limitations

You can't include punchout items on templates or requisition copies.
You must manually update supplier price changes when you create templates and copies of existing requisitions.

Tenant Setup

You can configure your tenant to:
  • Add procedure information on bill-only requisitions.
  • Consolidate requisitions that contain different supplier contracts onto 1 purchase order.
  • Create sourcing rules for requisitions.
  • Support attachments and attachment categories on requisitions.

Security

Configure these security domains in the Procurement functional area:
Domain
Considerations
Process: Requisition – Close
Enables you to close requisitions and requisition templates.
Process: Requisition - Create/Edit
Enables you to create and edit requisitions. You can also access the requisition worklet to create requisitions.
Process: Requisition – View
Enables you to view requisitions.
Process Requisition: Reporting
Enables you to report on requisitions and view related reporting. You can also access the requisition worklet to view the timeline of your requisitions.
You can change the requester on completed requisitions and purchase orders using the
Mass Change Requisition Requester
 task.
Process: Shared Requisition Template
Enables you to process shared requisition templates and view related reporting.
Self-Service: Requisition
Enables self-service access to process requisitions and view related reporting. You can also access the requisition worklet to create and view requisitions.
Self-Service: Requisition Template
Self-service access to process requisition templates and view related reporting.
Use the
Integration Build
 domain in the Integration functional area to enable users to submit purchase orders to a supplier based on requisitions.

Business Processes

Business Processes
Considerations
Requisition Event
Use for requisition approvals. You can:
  • Create exception routings based on spend category and division and include your company buyer as a reviewer for the final process step.
  • Set up conditional workflows based on organizational roles, cost centers, and companies.
To create and submit requisitions, you must also enable the
Checkout (REST)
 initiation step on the business process.
Requisition Sourcing Event
Configure the
Requisition Sourcing Event
 business process to control the sourcing of goods, services, and contingent labor.
Mass Change Requisition Requester
Use to route requisition requester changes for approval.

Reporting

Report
Considerations
Find Requisitions
My Requisitions
Use these reports to:
  • View all active and completed requisitions.
  • Track the progress of specified requisitions or edit in-progress requisitions.
Requisition Worktag Templates
Use this report to view and edit worktag templates.
You can use these indexed report data sources to create custom reports:
  • Requisition Lines and Line Splits for Company
    .
  • Requisition Lines and Line Splits for Worker
    .

Integrations

Workday provides 2 types of integration templates:
  • Generic Template for Custom Suppliers
    .
  • Preconfigured Templates for Suppliers in the Workday Catalog
    .
In addition to the integration setup, configure these tasks for each supplier:
  • Maintain Supplier Links
  • Maintain External Cart Details

Connections and Touchpoints

Requisitioning functionality interacts with these areas in Workday:
Features
Considerations
Inventory
You can complete the request-to-pay cycle and:
  • Send items for inventory put-away.
  • Enable requests for items from stock.
  • Automate stock replenishment.
Supplier Accounts
You can create and schedule purchase orders and log time for contingent workers and generate supplier invoices.
Supplier Contracts
You can enable the awarding requests for quotes (RFQs) to successful suppliers and set up and process scheduled purchase orders.
External Suppliers
You can set up and manage suppliers to procure goods, services, and contingent labor from your requisitioning processes.
Financial Accounting
You can create receipt accruals from approved, uninvoiced receipts, supplier invoices, and bill-only purchase orders for goods and services.
Banking and Settlement
You can verify P-Card transactions.
Business Assets
You can track assets your company acquires through the procurement process. You can:
  • Account for them based on your own accounting practices.
  • Categorize them according to business use.
Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.