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Workday Finance: Purchasing

Updated: 02/08/2018

What is the process to add non-UM addresses?

  • Send an email to Supply Chain Services at supplychain@miami.edu. Upon approval, the address will be created and made available in Workday.
  • NOTE: Do not select the “Alternate Address” checkbox in order to use a different address from the default. This will result in an error and the creation of an address that will not be properly identified by the system or the vendor.

I can’t find my UM address in Workday.

  • If you cannot locate your UM address, please contact the UMIT Service Desk: (305) 284-6565 or help@miami.edu.
  • NOTE: Do not select the “Alternate Address” checkbox in order to use a different address from the default. This will result in an error and the creation of an address that will not be properly identified by the system or the vendor.

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

  • Yes, all goods available for purchase through UMarketplace are from vendors that have been approved by the University. Each catalog vendor is using its unique site, so the process for ordering per vendor may differ slightly.
  • NOTE: Non-catalog goods (i.e. a reagent) must be purchased as Ad-hoc/Non-catalog items in the UMarketplace. An attachment will be required after the Non-catalog/Ad-Hoc items have been sent to Workday.

How do I adjust the Company (i.e. Academy 200, 310 UMMG) selected on my purchase requisition so that it aligns with the appropriate Cost Center to allow me to check out?

In UMarketplace, are you able to compare prices between different catalogs, or for only for one vendor at a time?

  • Yes, in UMarketplace you are able to compare the same product from different suppliers.

Does assigning the cart in UMarketplace work both ways (i.e. manager to employee)?

  • Yes, a cart in UMarketplace can be assigned from any employee to any other employee.
  • NOTE: Assigning a cart is an optional step, and not required for completing an order in UMarketplace.

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

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

Can I purchase from multiple vendors in a single purchase requisition?

  • Yes, a purchase requisition allows multiple vendors. Upon approval, one PO per vendor per ship-to address will be issued.
  • NOTE: Best practice is to submit one purchase requisition per vendor.

Can a purchase requisition have multiple ship-to addresses?

  • No, a purchase requisition can only have one ship-to address. To ship goods to multiple addresses, create a requisition for each ship-to address.

Do prices in the UMarketplace tie to contracted pricing?

  • Yes, prices in UMarketplace tie to contract pricing.

Am I able to assign discounts in a purchase requisition?

  • 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 purchase this as an Ad-Hoc/Non-Catalog item in UMarketplace and use the goods lines to enter the item description at the quoted discount price.

Do we need to request/attach quotes to a purchase requisition?

  • Quotes are not required for catalog good purchases done through UMarketplace. However, if you have a quote from a vendor for Ad-Hoc/Non-catalog goods or services, a quote should be included as an attachment to the purchase requisition in Workday.

How is a purchase order (PO) issued?

  • The issuance of a PO is a two-step process involving the creation and submission of a purchase requisition and subsequent system initiation of a PO. Once the purchase requisition receives all required approvals, a purchase order (PO) is created in Workday and issued to the supplier via UMarketplace for order fulfillment.
  • NOTE: Changes may be made to a purchase requisition prior to final approval by using the “edit” purchase requisition functionality. However, once a PO has been created and issued to the supplier, the completion of a change order is required for any subsequent changes.

Are we able to do change and/or close purchase orders (POs)?

  • Yes, changes can be made to a PO using a change order in Workday. Changes to POs that were created from UMarketplace catalogs are limited to costing and spend category changes only. Also, if part of the PO has already been invoiced (charged), then costing can only be changed for the amount remaining.
  • Change Orders in Workday can be initiated by the Workday role of Procurement Data Entry Specialist.
  • NOTE: Do not “Close” a Purchase Order. Instead, submit a Change Order to reduce/remove the remaining encumbrance from a PO.

How are service contracts processed through Workday (e.g. consulting contracts)?

Can you look at any purchase requisition in Workday?

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

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

  • Yes, the process for onboarding new vendors will continue, but in an electronic format. A request will be made to Supply Chain Services by accessing the New Supplier Request Form, which is available through the UM Quick Links worklet within Workday, or on the Supply Chain Services website.  Once the request form has been reviewed and approved, Supply Chain Services will contact the supplier via email..

How are the previous Ariba purchases going to be accessed through Workday? Have open purchase orders (POs) been carried over into Workday?

  • Purchase Orders with remaining balances have been converted into Workday.
  • If a Purchase Order has not been converted from Ariba to Workday, resubmit a purchase requisition and indicate both the Ariba PO number and the language “Do not duplicate” in the Memo fields. For more information, please refer to the Workday Finance: Procurement tip sheets.

What is the new PCard reconciliation process?

  • PCard holders and those with the Workday role of Procurement Data Entry Specialist are able to complete PCard reconciliation in Workday, and attach appropriate documentation. PCard reconciliation is no longer 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