Workday Finance: Purchasing

Why is UMarketplace necessary?

  • UMarketplace offers advanced search and compare functions and a robust supplier network that supports procurement needs across the University. Additionally, UMarketplace will maintain the University’s punchout catalog suppliers and supplier on-boarding.

Are all items available for purchase in UMarketplace from approved vendors?

  • Yes, all items available for purchase through UMarketplace are from vendors that have been approved by the University.

In UMarketplace, will you be able to compare prices between different catalogues, or for only for one vendor at a time?

  • Within UMarketplace you will be able to compare the same product from different suppliers.

Will assigning the cart work both ways (i.e. manager to employee)?

  • Yes, a cart can be assigned from any employee to any other employee.

Can I consolidate multiple carts into one cart (i.e. multiple members in a department pick items and assign them to the department admin)? 

  • Yes, if multiple carts are assigned to one designee, then items can be transferred to another cart and consolidated.

Will a purchase requisition allow multiple vendors or will it generate a PO per vendor after adding the items to the cart?

  • A purchase requisition will allow multiple vendors. Upon approval, one purchase order per vendor per ship-to address will be issued. 

Will prices in the UMarketplace tie to contracting pricing?

  • Yes, prices in UMarketplace will tie to contract pricing.

Will we be able to assign discounts?

  • Punchout catalog items should reflect University contracted pricing—the prices on these items are not editable. In the event you receive an additional discount from the supplier, you will need to first create a non-catalog requisition and use the goods lines to enter the item description at the quoted discount price.

Will we need to request/attach quotes?

  • The quote can be attached to the requisition in Workday.

How will items on Purchase Orders work?

  • After a requisition is submitted and approved, a purchase order is electronically generated and issued to a supplier.

Will we be able to do change orders and PO close outs?

  • Change Orders in Workday will be initiated by the Workday role of Procurement Data Entry Specialist.  Change Orders can also be used to reduce/remove the remaining encumbrances from a Purchase Order.

How will service contracts be processed through Workday (i.e. consulting contracts)?

  • Service Contracts will continue to be processed on a purchase requisition, unless directed by Supply Chain Services.   

Can you look at any purchasing request in Workday?

  • Purchase requisitions can be viewed by those with the appropriate security roles.

Do you have to continue to vendorize new vendors within the UM system?

  • Yes, the process for onboarding new vendors will continue, but in an electronic format. A request will be made to the Purchasing department by using a form that can be accessed through Quicklinks worklet within Workday, or the Purchasing website. Purchasing will send the required link with additional information to the supplier once reviewed and approved.

How are the current Ariba purchases going to be accessed through Workday? Will existing (open) POs be carried over into the new system once it is implemented?

  • Purchase Orders with remaining balances will be converted into Workday.  A translation table that will translate Ariba PO numbers to Workday PO numbers will be available on the Accounts Payable website.

When will the PCard transition from AmEx to US Bank occur?

  • The transition will coincide with the implementation of Workday Finance on September 1. For more information, please contact the Corporate Cards Office at (305) 284-2417 or pcard.ap@miami.edu.

What will be the new PCard reconciliation process?

  • Users will be able to complete PCard reconciliation in Workday and attach appropriate documentation.  PCard reconciliation will no longer be paper-based.

What are the Spend Category options for purchasing equipment?

  • For minor equipment, furniture, and software with a  unit cost below $2,500 use:

    • SC08226 - Expendable Minor Equipment
    • SC08235 - Computer Hardware & Software Non-Capital

  • For capital equipment (a unit cost $2,500 or greater and a useful life greater than one year) use:

    • SC09425 - Capital Computers - UM-Owned
    • SC09426 - Capital Software - UM-Owned
    • SC09427 - Movable Capital Equipment - UM-Owned
    • SC08880 - Movable Capital Equipment - Non-UM-Owned
    • SC09428 - Fabricated Equipment - UM-Owned
    • SC08881 - Fabricated Equipment - Non-UM-Owned
    • SC09435 - Building Fixed Equipment

What spend categories require a receipt to be generated?

  • The UM Receiver will be the responsible role for creating receipts in Workday. The Create Receipt business process will be initiated for any Purchase Order with specific spend categories, including Consulting, Information Technology, Non-Capital Equipment, and Trackable Assets. Note that this is not a comprehensive list and may continue to change. When available, please refer to the Create Receipt tip sheet for the most current list of spend categories.

Who can assist with submitting a Change Order?

  • A Procurement Data Entry Specialist or Expense Data Entry Specialist can submit a Change Order. For additional support, contact Supply Chain Services or refer to tip sheets available on the Workday Finance website.