Create Purchase Requisition RMIT Classification: Trusted ...
Transcript of Create Purchase Requisition RMIT Classification: Trusted ...
RMIT Classification: TrustedCreate Purchase Requisition (Non-catalogue Items)
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Steps:
1. Click the Buying at RMIT worklet.
2. Click the Create Requisition hyperlink.
3. The Create Requisition page appears.
Click the Show Me button or the Question
Mark icon to view field level help for this
page.
OverviewFollow this procedure to create a standard purchase requisition to purchase non-catalogue
items. In this example, we will create a requisition for stationery items, such as pens and
notebooks.
Important Purchasing Preparation Information• Refer to Service Connect for Supplier Panels and Catalogues set up in Workday.
• Use Change My Workspace to set up your location before placing your first order
• Note that a Purchase Order is not raised until the Purchase Requisition has been raised
and approved.
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Audience/s:
All employees
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The Company, Requester, Currency, Deliver-To, Ship-To, Cost Center and Location
fields are auto-populated based on your profile configuration, but you can change these if
required. The fields marked with * are mandatory and must be populated, otherwise
Workday will not let you proceed. You can submit a requisition for another Workday user.
4. Select the purchase requisition type from the Purchase Requisition field. The
description of each requisition type and when to use them are explained in the table
below. You will need to create separate requisitions for each purchase Requisition Type.
Requisition Type Description
Standard Requisition Select the Standard requisition type if you are following all policy requirements.Link: RMIT Policy Requirements
Approvers will review the requisition to standard policy requirements, including opening attachments to confirm quote details (where required).
Policy Waiver Select the Policy Waiver requisition type when you are seeking approval to obtain less than the required number of quotes AND/OR to use a supplier not on the panel when purchasing goods or services covered under the panel arrangement.Approval workflow will be DOA +1 and the approver will review the justification in the Memo field.
Out of Panel Scope Select the Out of Panel Scope requisition type when there is an existing panel, but the requisition is outside of the scope of what the panel provides (based on the spend category).Approval workflow will include a review by the Buyer (Central Procurement) and the approver will review the justification in Memo field.
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This is an example of field level
help, which opens when you click
the Question Mark icon of a field.
In this example, the field level help
of the Purchase Requisition field
Is displayed.
RMIT Classification: TrustedCreate Purchase Requisition (Non-catalogue Items) (Contd.)
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Company: The entity you are creating the requisition
for. Examples: RMIT Australia, RMIT University
Vietnam LLC, RMIT Training, RMIT Online.
Requester: The person creating the requisition. If
you are creating a requisition on someone else’s
behalf, enter that person’s name in this field. Once
you select someone else as the Requester, that
person will own the requisition and be required
to perform receipting, change orders and returns to
supplier.
Requisition Type: Select one of the three requisition
types: Standard, Out of Panel Scope or Policy
Waiver. We will select Standard Requisition for this
example as we are following all the policies to
purchase items.
Deliver-To: Final location where the goods/services
will be delivered. This specifies the building, room,
floor etc. The default is from your Work Space.
Ship-To: Physical street address where
goods/services will be delivered. Ship-To is
populated based on the Deliver-to location.
Cost Center: Units within institutions that are used
to hold financial transactions, budgets, and workers
with a defined owner. Workday auto-populates the
Cost Center based on the assignment in your profile.
Project Task: If you are purchasing for a project,
select the project’s worktag. The cost center will be
updated from the project selected. The requisition
will be sent to the project’s manager for approval. If
unsure, check with your PM/CI.
Location: This field is used for reporting on Tax for
Vietnam. Australian staff should leave this field as is.
Gift: Only select the gift worktag if the purchase is a
gift. The requisition will be sent to the Philanthropic
Manager for approval.
5. Once you have added/reviewed the mandatory
(*) fields, Click OK to proceed to the purchase
type selection screen.
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Once you have progressed with your requisition and selected OK, you will be directed to the
following screen below to select a purchasing option. If you require support regarding the
option to select, you can refer to the How to Buy site on the Service Connect Portal.
6. Click the Request Non-Catalog Items hyperlink to purchase stationery items.
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The Request Non-Catalog Items page opens. Here you can either select (A) Request
Goods – steps 7 to 31 or (B) Request Service – steps 32 to 50. Request Goods enables
you to goods receipt by quantity only. Request Service enables you to goods receipt by
amount or value only.
Requisition Currency: Auto-populated based on your country.
(A) Request Goods
If goods are being purchased, this will require individual items to be entered and the quantity
of the goods received to be later receipted.
7. Item Description: Enter a description for the goods or service.
8. Spend Category: Select the correct spend category for your purchase. It will impact the
accounting rules and workflow for technical category manager reviews. Importantly the
delivery addresses for hazardous materials are restricted by the spend category. Refer to
the Spend Category Lookup spreadsheet in Service Connect.
9. Supplier: Select the supplier you want to purchase from. You can search for a supplier by
typing their name and pressing Enter. Note: Refer to Service Connect for Supplier Panels
and Catalogues set up in Workday. If the desired supplier is not already set up, you need
to create a supplier request in Workday. Refer to the Request for Supplier reference
guide in Service Connect to learn how to request for a new supplier.
10. Supplier Contract: Once the supplier has been selected, if there is a contract associated
with the supplier, select the relevant contract. A requisition with a committed contract will
not require a quote or go for any approval as the contract has already been approved. A
requisition with a reference contract will require one quote if greater than $5000 and three
quotes greater than $25,000 and less than $150,000.
Create Purchase Requisition (Non-catalogue Items) (Contd.)
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11.Quantity: Enter quantity for the goods. You will be able to perform receipting based
on the quantity selected here.
12.Unit Cost: Enter the per unit cost of the goods/services, excluding GST. The GST is
dependent on the tax code and will be added once the items are in the cart.
13.Unit of Measure: Enter an appropriate unit of measure. In this example, we have
selected Each since every pen can be counted as an individual entity. Receipting will
be done based on number of pens.
14.Extended Amount: Extended amount will be auto-calculated based on the Quantity
and Unit Cost fields. This is the amount the suppliers will be paid (excluding GST)
upon successful delivery of the goods/services.
15.Memo: Provide a reason/justification about the purchase to the reviewers/approvers,
especially in case of policy waiver and out of panel scope requisitions.
16. Click Add to Cart once all the information is entered.
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17.One line item (to purchase pens) has been created for this purchase requisition and
added to cart.
18.Additional line items can be created for example, another line item for purchase
notebooks.
19.Populate the fields in the same way you did earlier to purchase pens.
20.Once done, click Add to Cart.
21.More line items can be added at this stage before checking out. Items can be
added from different suppliers in the same purchase requisition. When finished, click
the cart icon.
22.Click Checkout.
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23.You can enter a comment or instructions to the supplier in the Memo to Suppliers
field if needed. Memo to suppliers will be visible on the purchase order (PO). This can
include further delivery instructions.
Provide any specific instructions to the reviewers/approvers in the Internal Memo field.
This information is for internal use only.
24. Review the information in the Goods section. The fields can be updated.
▪ Ensure a supplier contract is selected on all the lines or you will need to attach a
quote(s) dependent on the value of the purchase. Refer to Step 30.
25.Review the Deliver to to ensure that the goods will be delivered to the correct
location. If you have not assigned a Work Space, an incorrect Deliver To location will
be assigned and you will receive an Error message. You will need to assign a correct
delivery location. For hazardous goods, an Error message will be displayed if a
restricted delivery location has not been selected.
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26.The cost center, project tag or gift can be changed if necessary and different
requisition lines can have different assignments. A requisition line can also be Split to
multiple cost centers, project tags or gifts.
27.Scroll to the right of the requisition line for the Split.
28.The Split can be done by quantity or value and a line created for each split allocation.
29. Review the Tax section. For each Requisition Line the Tax Codes are derived from the
Spend Category assigned for that requisition line. You do not need to change these tax
codes. If you do change these tax codes, when the supplier invoice is processed, the
invoice will be work flowed to a tax accountant to review and approve.
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30.There are a number of documents that may need to be attached to the requisition
• Quotes: Attachment(s) if there is no committed contract and your purchase value is
between $5K-25K, you need to attach one quote and if the purchase value is between
$25K-150K, you need to attach three quotes.
• Gifts: If a purchase is for a Gift, details of the purchase relating to the Gift need to be
attached.
• Hazardous goods: These documents need to be attached for technical category
manager approval :
o Pre-Purchase Risk Assessment (PPRA) - Refer to:
▪ University Chemical Purchasing Process LINK
▪ University OH&S LINK
o Safety Data Sheet (SDS): The purchase of hazardous goods requires a Technical Category Manager review who will not approve unless the SDS is attached. The SDS is to be requested from the supplier for hosted catalogues and non-catalogue items. For punch out catalogue items, this can be downloaded from the supplier’s website for the product.
• Documents for the Supplier: If there are documents that you require the Supplier to
receive with the Purchase Order, these can be attached and provided by selecting the
External checkbox.
Click Select Files to add attachments. Select the file(s) from your computer and add. In
the example below, two attachments have been added.
When you select the External
check box, the attachment will be
added to the PO and will be
shared with the supplier.
Otherwise, the attachment will
only go to the approver.
You can provide your
comment related to the
attachment in the Comment
field. This will be visible to
the supplier.
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Access any Alerts and review any messages. All Errors will need to be resolved before you
will be able to submit the requisition for approval. For example, Errors could be received
requiring attachment of quotes or flagging an incorrect Deliver to.
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Once the requisition is approved, a purchase order will be auto-generated and issued to each
supplier. Refer to the Purchase Order reference guide to learn more about purchase orders.
31.Once all items have been reviewed, click Submit to finalise the requisition.
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(B) Request Services
32.Request Service - If services are being purchased, the requisition will be for the total
value of the service
33.Description: Enter a description for the service to be purchased
34.Spend Category: Select the correct spend category for your purchase. It will impact the
accounting rules and workflow for technical category manager reviews. Importantly the
delivery addresses for hazardous materials are restricted by the spend category. Refer to
the Spend Category Lookup spreadsheet in Service Connect..
35.Supplier: Select the supplier you want to purchase from. You can search for a supplier by
typing their name and pressing Enter. Note: Refer to Service Connect for Supplier Panels
and Catalogues set up in Workday. If the desired supplier is not already set up, you need
to create a supplier request in Workday. Refer to the Request for Supplier reference
guide in Service Connect to learn how to request for a new supplier.
36.Supplier Contract: Once the supplier has been selected, if there is a contract associated
with the supplier, select the relevant contract. A requisition with a committed contract will
not require a quote or go for any approval as the contract has already been approved. A
requisition with a reference contract will require one quote if greater than $5000 and three
quotes greater than $25,000 and less than $150,000.
37.Start Date / End Date: These dates should be for the period of the service and are for
information purposes
38.Extended Amount: Enter the total value of the service to be performed (excluding GST).
This maybe invoiced by the supplier in full or as the service is performed.
39.Memo: Provide a reason/justification about the purchase to the reviewers/approvers,
especially in case of policy waiver and out of panel scope requisitions. This is only for
internal use.
Create Purchase Requisition (Non-catalogue Items) (Contd.)
40.Continue Shopping / Add to Cart
Continue shopping if there are more items to
be added for goods or services or Add to Cart.
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41.Go to cart and click Checkout.
42.The Checkout page will be displayed. You can enter a comment or instructions to
the supplier in the Memo to Suppliers field if needed. Memo to suppliers will be
visible on the purchase order (PO). This can include further delivery instructions.
Provide any specific instructions to the reviewers/approvers in the Internal Memo
field. This information is for internal use only.
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Review the information in the Services section.
43. Review the “deliver to” to ensure that the goods will be delivered to the correct
location. If you have not assigned a Work Space, an incorrect Deliver To location will be
assigned and you will receive an Error message. You will need to assign a correct delivery
location. The Ship to Address will populated from the Deliver To
44. Assign a supplier contract or you will need to attach a quote(s) dependent on the value
of the purchase. Refer to Step 49.
45. The cost center, project tag or gift can be changed if necessary and different
requisition lines can have different assignments.
46.A requisition line can also be Split to multiple cost centers, project tags or gifts. Scroll to
the right of the requisition line for the Split.
47. The Split can be done by quantity or value and a line created for each split allocation.
48. Review the Tax section. For each Requisition Line the Tax Codes are derived from
the Spend Category assigned for that requisition line. You do not need to change these
tax codes. If you do change these tax codes, when the supplier invoice is processed, the
invoice will be work flowed to a Tax Accountant to review and approve.
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49.There are a number of documents that may need to be attached to the requisition
• Quotes: Attachment(s) if there is no committed contract and your purchase value is between
$5K-25K, you need to attach one quote and if the purchase value is between $25K-150K, you
need to attach three quotes.
• Gifts: If a purchase is for a Gift, details of the purchase relating to the Gift need to be
attached.
• Documents for the Supplier: If there are documents that you require the Supplier to receive
with the Purchase Order, these can be attached and select the External checkbox.
Click Select Files to add attachments. Select the file(s) from your computer and add. In the
example below, two attachments have been added.
When you select the External
check box, the attachment will be
added to the PO and will be
shared with the supplier.
Otherwise, the attachment will
only go to the approver.
You can provide your
comment related to the
attachment in the Comment
field. This will be visible to
the supplier.
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Access any Alerts and review any messages. All Errors will need to be resolved before you
will be able to submit the requisition for approval.
Once the requisition is approved, a purchase order will be auto-generated and issued to each
supplier. Refer to the Purchase Order reference guide to learn more about purchase orders.
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50.Click Submit to finalise the requisition.