Workday Procurement  FAQs

 

1. How do I cancel a PO in its entirety?

Note: PO cancellation is used when no goods or services have been received or rendered, and no receipts or invoices have been created. This is not the same as a PO change Order or PO Liquidation.

Department sends an email to purchase@lsu.edu requesting PO # be cancelled in its entirety. Email must include reason for cancellation and written communication (email sufficient) between the supplier and the department confirming the supplier is in agreement with the cancellation.*

A PO is a legal binding document, therefore we must ensure the supplier is in agreement with the cancellation and be sure the department is aware if the supplier will charge for cancellation or restocking charges.

The submitted request for PO Cancellation will be reviewed and approved by Procurement. Only Procurement staff (those with Buyer or Campus Buyer role) can cancel a PO in its entirety.

*Does not apply to Professional, Specialty and Consulting Services Contracts or Construction. Contact Buyer-of-Record directly.

Notes:

  •  A PO cancellation cannot be issued if there are any receipts or invoices processed against the PO.
  • Cancellation of a PO is final and cannot be undone.

 

2. How do I liquidate the unused balance of a PO in its entirety?

Note: PO liquidation is used only when the remaining quantity of goods or services of all PO lines will not be received or rendered, and receipts or invoices have been created. This is different from a PO Change Order and PO Cancellation.

Department sends an email to purchase@lsu.edu requesting PO # be liquidated (closed). Email must include reason for liquidation and written communication (email sufficient) between the supplier and the department confirming the remaining goods will not be shipped/services will not be rendered.*

A PO is a legal binding document. Liquidation of a PO is still a form of cancellation in which we must first ensure the supplier is in agreement with the cancellation and be sure the department is aware if the supplier will charge for cancellation or restocking charges.

The submitted request for PO liquidation will be reviewed and approved by Procurement. Only Procurement staff (those with Buyer or Campus Buyer role) can cancel a PO in its entirety.

*Does not apply to Professional, Specialty and Consulting Services Contracts or Construction. Contact Buyer-of-Record directly.

Note: Closing a PO is final and cannot be undone.

 

3. What should I do if a supplier who was in PRO can't be found in Workday?

The supplier must complete the online registration form to request setup in Workday. LSU Employees are prohibited from submitting applications on behalf of a supplier or individual and should not obtain information required to do so.  LSU Employee with the supplier contact information should forwarding the link below to the supplier.

 https://www.lsu.edu/administration/ofa/procurement/supplier_registration.php  

The standard turnaround time for supplier setup in Workday is 3-5 business days. Please plan accordingly.

 

 4. How do I change the company or requester in a requisition?

Enter Create Requisition in the search bar to modify requisition settings. Click OK to begin creating a requisition.

 

5. How do I delete a draft requisition?

To cancel a requisition once a requisition number has been assigned, enter the requisition number (RQ-000000XXXX) in the search bar to locate the requisition. Select the requisition number to view the requisition information. From the related actions prompt off the requisition number, hover over the Requisition option and select Cancel. Click OK to confirm cancellation of the requisition.

 

6. Is there a way to copy a purchase order in Workday like we could in PRO?

Enter the requisition number (RQ-000000XXXX) in the search bar to locate the requisition. Select the requisition number to view the requisition information. From the related actions prompt off the requisition number, hover over the Procurement option and select Add to Cart. All items will be copied into a new requisition. Click Checkout to edit requisition details and submit requisition.

 

7. How do I change the program, cost center etc on a purchase order?

Changes cannot be made to punch-out/supplier website orders once the PO has been issued. For non-catalog purchases, a change order can be done to modify line information prior to receipt and invoicing only. Once the line has been received OR invoiced, in partial or in full, worktag information cannot be changed; including spend category. A journal entry must be submitted to correct the information after the invoice has been paid.

 

8. When do I need to create a receipt for a purchase order?

Receipt is required on all non-catalog purchases regardless of spend category or cost. For punch-out/supplier website orders, receipt is only required if the spend category is trackable OR if the PO has a line item with a unit cost of $1,000 or greater.

 

9. How do I know which sourcing buyer to select for my Workday requisition?

Sourcing Buyers are assigned by company and commodity. For a list of requisition sourcing buyers and their assignments, click here.

 

10. Where are the procurement job aids located for Workday?

All department Procurement job aids are located on the Finance Workday Training webpage. Scroll down to the Procurement section to view

 

11. Why am I getting an error on my defaulted Ship To Address on my supplier website orders?

All campus shipping addresses have been modified to properly identify the valid campus ship to addresses. The addresses were confirmed by the building coordinators or authorized campus representative. In most cases, either the company address or the employee's work address listed in their profile has defaulted to the order which is not a valid ship to location for supplier website (punch-out) orders. The initiator must select a valid address from the ship to address field in the requisition. The defaulted address must be removed and initiator should search for the building in the keyword search field. All allowable ship to addresses will appear for selection.


To view the list of shipping/mailing addresses available in Workday you can pull up the Shipping and Mailing Locations report. To view all Shipping Addresses loaded select the ‘Has Shipping Address’ checkbox only. To search for a specific building enter the building name in the ‘Location Name’ field (Search Tip: it is best to only enter one word as the system is looking for the exact subset as entered if multiple words) AND select the ‘Has Shipping Address’ checkbox.

 

If you find that the address needed is not available, a ServiceNow ticket must be entered to request that the address is added in Workday prior to submission of the requisition. The requester will be notified once the address is made available for use in Workday. The typical turnaround time for addresses to be added in Workday is at minimum 5-7 business days.

 

12. How do I find my purchase order number?

Purchase Order numbers can be located several different ways. The most common would be to use the Find Purchase Orders report which can be filtered by supplier name, requester name, requisition number or other pieces of information you may know. If you are the requester of the goods/service, you can use the Purchases worklet to view requisitions you have submitted and through this report the PO number once created will be displayed. Also, if you search for the requisition number in the search bar and view the requisition, the PO number is notated in the Sourced Column of the PO line item(s).