Training Team

Workday Help Desk

Kimberly Fernandez, IT Trainer
Michelle Roy, IT Trainer

To register for the Purchase Orders 101 webinar, login to ULearn.

Buyers:

• Workday Academy, MSOM, and UHealth
• Meperia All Scripts

Corporate Cards: Instant Cards, Purchasing Cards, and Travel Card

Expense Reports (reimbursements): Disbursements, (305) 284-3564

Accounts Payable: Invoice Payments and Receive Requests

• 200 Academy / 500 MSOM Accounts Payable, (305) 284-3570
• UHealth Accounts Payable:
  • 305 UHCORP: apocr@miami.edu, 305-243-6054
  • 310 UMMG: apocr@miami.edu, 305-243-6054
  • 320 ABLEH: uhealthap@miami.edu, 305-243-6054
  • 330 UHMC: uhealthap@miami.edu, 305-243-6054
  • 340 UMH: uhealthap@miami.edu, 305-243-6054

Meperia Access Form 

Supplier Invoices (check requests): Disbursements, (305) 284-3564

Workday:

• Procurement Data Entry Specialist (Finance Security Role) - Access Form, help@miami.edu 
• Reporting

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:

• Contracts = PO
• Honorariums (non-consulting) = Check Request
• Professional Memberships = PO, PCard, Check Request, or Reimbursement
• Recurring Cellular Charges = PCard
• Faculty and Staff Airfare = Travel Card or Reimbursement

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:

• Purchase Orders (Academy/MSOM Help Desk)
• Purchase Orders (UHealth: Workday /Meperia)
• PCards (Corporate Card Services)
• Check Requests "Create Supplier Request" and "Create Supplier Invoice" (Disbursements)
• Reimbursements / Expense Reports (Disbursements)
• Travel Cards (Corporate Card Services)
• UM is being paid to provide a contracted service (Contract Matrix)

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.,

• Doing Business As (DBA) "Chartwells"
• Supplier ID# = p15451009
• UMarketplace Status = Active

Tips: 

• A supplier may appear in Workday while Inactive or only available for Check Requests. Therefore, a requisition cannot be submitted. 
• Supplier onboarding can be time consuming for suppliers, and some suppliers may refuse. Using an alternate Active supplier for time sensitive orders can avoid last minute issues. 
• New Supplier Requests for hotels and restaurants, require an attached W-9. This can avoid onboarding a parent company twice.

Guides and Assistance:

• Search for an Active supplier in UMarketplace. (Academic/MSOM Procurement Help Desk)
• Find supplier recommendations. (Academic/MSOM Buyers)
• Onboard a new or inactive supplier by submitting a New Supplier Request. (Academic/MSOM Procurement Help Desk Desk)
• Provide the Supplier’s Registration Steps to the supplier.
• Supplier needs assistance logging into Jaggaer and / or uploading information. (Jaggaer Customer Support) 

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:

• RQ-0000######
• Status = Draft, InProgress, Closed, Denied, Cancelled

Gather Information

2. Create a Req

• Catalog Reqs, E.g., Staples, VWR, Print Farm for UM stationary, Canteen for coffee and related supplies, Dell, Amazon, and more
• Non-Catalog Reqs, E.g., Print Farm custom brochures, catering, dry ice, cellular services, Compass Group for catering, consulting services, standing orders, and more
• Related Tutorials: Purchase Orders 101, Search for a Req, Edit a Req, Edit Default Addresses Worktags, View the Req Status, Cancel a Req, Company 500 Reqs, Approve a Req
• Related Tools: Frequently Used Spend Categories, Frequently Used Suppliers, Computer Hardware & Software Policy, Equipment Leases

 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:

• JENN-STA-#########
• REAL-MAS-#########

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: 

• PO Contract Info Checklist (New Dec 2024)
• Purchase Order Contracts (Academy/MSOM Procurement Help Desk)
• Conga Access Request forms (Help@miami.edu)

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: 

• RQ-0000######, Requisition Status = Closed
• PO-0000######, Purchase Order Status = Successfully Completed, Issued

Guides and Assistance:

• Searching for a PO Number (Academy/MSOM Procurement Help Desk)
• Printing a PO (Academy/MSOM Procurement Help Desk)

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:

• Submit an Invoice (Accounts Payable)
• Payments sent and/or deposited to the supplier (Accounts Payable)

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:

• PO-0000####, Version 1
• Increase line 1 from $400 to $500.
• Extend the end date to 5/31/24.
• Attach a contract addendum.

Tips:

• To change the supplier’s name, add goods to be delivered again, or add a new scope of work, submit a new purchase requisition. Then close the original PO.
• To edit an existing contract, start by initiating a change order and attach an Addendum form to the change order.
• To change the Worktag of an item that has already been invoiced, submit a Journal Entry.

Guides, Forms, and Assistance:

• Change Order
• Finding a PO Number (Academy/MSOM Procurement Help Desk)
• Changing a Line Item from Goods to Services (Academy/MSOM Procurement Help Desk)
• Addendum Form (Academy/MSOM Procurement Help Desk)
• Journal Entries (help@miami.edu)
• Update an employee's Finance Security Role (help@miami.edu) 

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: 

• All items from a PO have been received. The supplier has confirmed all invoices have been paid. There are no open encumbrances on the PO and the status is Successfully Completed or Issued. Therefore, close the PO in preparation for fiscal year end.
• An item was on back order and is no longer needed. The supplier was contacted to cancel this line item. To move the encumbrance from the PO back into the budget, close the PO.
• A standing order was created and has excess funds. The supplier has confirmed all invoices have been paid. To move the encumbrance from the PO back into the budget, close the PO. 

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: 

• Was an invoice sent? (Contact the supplier.)
• Has the supplier received all payments? (Contact the supplier.)
• Was payment sent? (Accounts Payable)
• Closing a PO (Academy/MSOM Procurement Help Desk)