After a new purchase order is submitted, the Buyer must assign additional data to the purchase order that is not included in the Review Purchase Orders business process. This task must be completed before the purchase order is routed for approval.
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This job aid helps users assign additional data purchase orders in Workday.
- Initiator(s): Buyer
- Approver(s): No additional approvals are needed.
Assign additional data to purchase orders
To assign additional data to a purchase order, complete the following steps:
- Locate Purchase Order - Additional Data task in your My Tasks.
- Click the purchase order's Related Actions.
- Hover over Additional Data, then click Edit.
- Select Purchase Order Additional Data as the Custom Object.
- Click OK.
- Select a Supplier Choice.
- Make a Small Business Reserve (SBR) Designated selection.
- Optional: Enter a Minority Business Enterprise (MBE) Goal and/or subgoal(s), if applicable.
- Select a Procurement Category.
- Optional: Enter the Board of Public Works item number, if applicable.
- Optional: Enter the Board of Public Works Approval Date, if applicable.
Note: Diversity/MBE Goals and Board of Public Works information appears on the purchase order when printed. - Select the Basis of Award.
- Optional: Select additional Required Approvals, if necessary.
Note: Selecting additional Required Approvals is only used on reports, and not for approval routing. - Click OK.
- Click Done. Clicking Done returns you to your My Tasks.
- Locate the Purchase Order - Additional Data task and click Submit.
Next steps
Your role to assign additional data to the purchase order is now complete. Procurement Leadership will be able to see the additional data entered on the purchase order while reviewing.
Approval routing
- If the purchase order is over the Buyer's signature approval threshold, then it routes further to managers for approval.
- When the managers receive an item in their My Tasks, then they will see a report. Click on the View Related Information icon to review purchase order details.
- Review Attachments. If anything needs to be corrected or added, the manager can send it back to the Buyer.
Once a PO has been fully approved, requesters and Cost Center Procurement Reviewers will receive a Workday notification with guidance on next steps.
Note: If you would like to manually dispatch a purchase order, see the Manually Dispatch a Purchase Order job aid.
Depending on the Supplier's Issue Option, the schedule may automate the sending of the purchase order. The buyers can request to update Issue Option on the supplier's record. See the Change Supplier Contact Info job aid.