Workday

The process to request a purchase order remains the same.  Please send the quote, index and any other required information (https://www.mines.edu/procurement/purchasing/) to Procurement and we will enter the requisition on your behalf.  You will be notified once the PO is created and sent to the vendor.

After a requisition is entered, Workday will route the approval request to the fund manager(s) for the index(es) used.  The approval will appear in the “Awaiting Your Action” menu on your Workday homepage.

Approval Steps:

1. Go to your Workday homepage, and locate the “Awaiting Your Action” section

2. Click on the item you want to approve

3. Please review for accuracy (you may have to scroll to the right for full information):

• The funding, the spend category, the dollar amounts, and attachments.

4. Click on the Attachment carrot to see all attachments.

• The documents will include the initial request, the quote, purchase justification  (if applicable), any other pertinent information.

5. If everything is correct, click “Approve”

6. If there is something incorrect, click “Send Back”

• If you send back the REQ, a comment is required.  Please explain what is incorrect
• The requisition will be returned to Procurement to update information.
• Once corrected, it will be resent to the Fund Manager for review and approval. All approvals processes are restarted.

If you know your purchase order #, you can directly enter it into the search bar and click on the PO link.  This will open the “View Purchase Order” report directly.   You may need to search “More Categories” if you do not have the “Procurement” category added to your saved searches. If you do not know the PO#, follow the steps below.

1. Search for “Find Purchase Order” in the search box
2. Select “Find Purchase Orders”

• You are able to search for your PO by any one or any combination of the following fields:
  • Supplier
  • Buyer (purchasing agent)
  • PO Type
  • PO #
  • Date/Date range
  • Status
  • Requisition
  • Requisition Type
  • Requester (you or someone in your department)
  • Invoice #
  • Worktags

Notes: 

• The starting date range defaults to one month prior to the current date. If you need to find a PO that is older than one month, please adjust the date.
• The “Contract” field does not search for the CRS/Mines Contract that is associated with the PO. This field searches for the Workday Contract that is associated with the PO – Mines is not currently using this feature.  This field should be ignored.

Retrieving Additional Data – To retrieve information, select the magnifying glass button next to the PO #.   This will open the “View Purchase Order” Report.

1. Search for “Find Requisitions” in the search box
2. Select “Find Requisitions”

• You are able to search for your requisition by the Requisition number, your name, the requestor’s name (if not you), date range created, supplier, or worktag, etc. or any combination thereof.

Notes:  The starting date range defaults to one month prior to the current date.  If you need to find a REQ that is older than one month old, please adjust the date.

Retrieving Additional Data – To retrieve information, select the magnifying glass button next to the REQ #.   This will open the “View Requisition” Report. 

• To get to the “View Requisition” report either use the “Find Requisition” report or, if you have your REQ#, enter the REQ# in the search bar, and select the REQ link.

1. Type in a vendor name (partial or full) to the main search bar.
2. Click on the supplier name in blue (the hyperlink) – this is the Supplier information
3.  You can see any Purchase Orders issued to the Supplier as well as invoice history, addresses, contact info, etc.

Unlike Banner, the Workday PO # will not be the same as the contract #.  All contract purchase orders will have the contract # in the PO memo field, and a unique PO#.  In order to find the PO# when you only know the contract number, or vice versa, follow the steps below. This report can be used to find reissued POs as well.

1. Search for the “RPT531 – Contract Purchase Order” report in the search box.
2. Click on “Contract Purchase Orders” report.

• This report will default to the PO type of “contract” and the requestor will be the person running the report.  You are able to search for your CPO by any one or any combination of the following fields:

• • Requestor (you or someone in your department)
  • Contract #
  • PO Status
  • Supplier
  • Buyer (purchasing agent)

Notes: 

• The report can be used to search for other types of PO such as logo, ODC contracts, standing, etc. However, the default is standard contract PO.

1. Search for “RPT001 – Company Budget vs Actual YTD – Operating” in the search box.
2.  Click on “RPT001 – Company Budget vs Actual YTD – Operating”

• This report will default to current fiscal year to date. 

Budget Name = Fiscal Year

Budget Structure = Type of Worktag (i.e. Operating , Award, Foundation, Capital Projects, Foundation Gift, Etc.)

Period = the ending period for the funding information (i.e. when you select May, it will show the funding information for July 01 up to May 31.  It is not showing May 01 – 31).

Worktag = the funding information.