The Training team assists with Purchase Requisitions, Change Orders, Conga PO Contract Request forms, Closing Purchase Orders, and New Supplier Onboarding Request Forms. To schedule training or a quick walkthrough, contact our help desk. Login to ULearn to register for a webinar; Purchasing 101, Purchasing Department Contracts, Supplier Onboarding for Purchase Orders, and Purchasing From Diverse Suppliers.
Academy/MSOM Training & Customer Service
Help Desk
Heidi Tyre
Director of Corporate Cards and P2P Training / 305-284-5115 / htyre@miami.edu
Kimberly Jiminson
IT Trainer / 305-284-4989 / kxj329@miami.edu
Michelle Roy
IT Trainer / 305-284-2209 / mroy@miami.edu
For Procurement policies, visit PolicyStat.
The University has multiple processes for ordering goods and services that are paid with UM funds. View the Payment Matrix to ensure a purchase order (PO) is an allowed process for the commodity being purchased. Examples: Tip: If a supplier is active in Workday for POs, the PO process will take precedence over PCards, Check Requests, Travel Cards, and Reimbursements. Guide: Payment Matrix Assistance:
Before requesting to purchase goods and/or services, check UMarketplace to see if the supplier has been onboarded for purchase orders and if their status appears as Active. If the supplier is not Active or does not appear in UMarketplace, look for an alternate supplier or reach out to the Purchasing Buyers for recommendations. As a last resort, onboard the supplier. Example: Compass Group USA, Inc., Tips: Guides and Assistance:
To purchase goods and services with UM funds, create and submit a purchase requisition (req) in Workday. After all financial and procedural approvals are obtained, the req will close. Then a purchase order (PO) will be issued and sent to the supplier for fulfillment. Example: 1. Gather Information Preapprovals Financial Data - Gather from the manager, PI, or Cost Center Manager. Supporting Documentation 2. Create a Req Assistance: Academy/MSOM Procurement Help Desk
During the requisition (req) approval process, am Academy/MSOM Procurement Buyer will determine if a contract is required. If so, this can be viewed in the Workday Process History, after the first Buyer’s approval. Buyers may request additional information or ask the req creator to login to Conga, and edit a pre-drafted Conga Contract Request form. Examples: Tip: For Purchase Orders (POs) end users should not create a New Conga request unless specifically directed by a Purchasing employee. Instead, find and edit the Conga Draft which is automatically generated after the first Buyer's approval. It will contain some req information and all the attachments. Guide and Assistance:
Once a purchase requisition (req) is completely approved, the status will change to Closed. Then a purchase order (PO) will be issued and sent to the supplier by either Workday or the Buyer. Example: Guides and Assistance:
The supplier will provide the goods and/or services. Assistance: For estimated delivery dates, or issues with deliveries/installation, contact the supplier and reference the PO number.
The purchase order (PO) directs suppliers to send invoices to UM Accounts Payable (AP). For invoices sent directly to the department, begin the payment process by submitting the invoice to AP. Tip - PO Balances may not reflect the amount received by the supplier. Guide and Assistance:
To edit fields on a purchase order (PO), an employee with the security role Cost Center Manager (CCM) or Procurement Data Entry Specialist (PDES) can initiate a change order. Example: Tips: Guides, Forms, and Assistance:
If all items have been received, and all invoices have been processed and paid, and deposited by the supplier, the purchase order (PO) can then be closed. By closing the PO, unused funds will be placed back into the budget. This also prepares the budget for fiscal year end. Employees with the security role Procurement Data Entry Specialist (PDES) and Cost Center Manager (CCM) can close a PO. Examples: Tip - Closing a PO before all invoices are paid, will require the department to submit a new requisition before payment can be made. Guides and Assistance: