Purchasing Intake Portal is now available

September 29, 2021

Summary

As previously announced, effective September 28, the Purchasing Intake Portal became available on the Procurement website for requesting sourcing and purchasing support from the Procurement team.
Workday requisition types 03 and 04 are no longer available in the Create Requisition task.
Information sessions demonstrating the Purchasing Intake Portal’s functionality and ease of use will be held on:
- Thursday, September 30, from 2:00 - 3:00 p.m.
- Thursday, October 14, from 2:00 - 3:00 p.m.
- Wednesday, October 20 from 10:00 - 11:00 a.m.
- Thursday, October 21, from 1:30 - 2:30 p.m.
The Purchasing Intake Portal User Guide and Information Session presentation are currently available for review on the Procurement Systems and Tools webpage.

Details

The Purchasing Intake Portal may be found using the Get Started link on the Procurement web page. The Portal may also be accessed by using Yale Links on the front page of Its Your Yale and selecting Purchasing Intake Portal.

The Purchasing Intake Portal will formalize the process for University departments and business units to request support for:

Sourcing a supplier, good or service
Making a purchase
Understanding the intent/impact of a policy
Requesting support with Spend Analytics
Submitting a Contract for review/signature
Submitting a request to close a Purchase Order(s)

The Purchasing Intake Portal is not meant to replace direct conversations or relationships you have built with the Procurement team members. Instead, it is a tool that will streamline and simplify the process for requesting Procurement support and increase workflow efficiencies. Therefore, please reach out to the Procurement team to discuss your Procurement support need. The Procurement specialist will advise you of the next steps and then ask you to complete the Portal to formally initiate the support request.

Workday Requisition Types 03 and 04 Pending Approval as of September 28, 2021

Submitting contracts for review/signature or submitting requests to close a purchase order should now be initiated through the Purchasing Intake Portal; requisition types 03 and 04 are no longer available in the Create Requisition task in Workday.

For any pending requisitions submitted before September 28, 2021, using requisition types 03 and 04:

Cost Center P2P $1K Approval and the document(s) requiring Procurement review/signature are attached:
- $1K Approver sends requisition back
- Requisitioner must submit the document that requires review/signature through the Intake Portal and cancel the requisition
- Once the document has been reviewed/signed, resubmit the requisition as type 01/02 and attach all required backup documentation
Cost Center P2P $1K Approval without an attached document requiring review/signature:
- $1K Approver changes requisition type to 01/02 prior to approval
Cost Center $10K or Unlimited Approver:
- No action is required - the 10k/Unlimited Approver can approve the requisition with no issues or errors and the requisition will workflow to Purchasing
Purchasing Approval:
- Any Purchasing staff member reviewing a requisition must select requisition type 01/02 prior to approval and review/sign any documentation as required

Reference Materials and Information Sessions

To learn more about the Purchasing Intake Portal, when to use it and how to use it, please log onto the VPN and click here to register via TMS for one of the information sessions on:

Thursday, September 30, from 2:00 - 3:00 p.m.
Thursday, October 14, from 2:00 - 3:00 p.m.
Wednesday, October 20 from 10:00 - 11:00 a.m.
Thursday, October 21, from 1:30 - 2:30 p.m.

The Procurement Intake User Guide and Information Session presentation are available on the Procurement web page under Systems and Tools for your reference. A Procurement Intake Portal Interactive guide will be announced in the coming days.

Questions?

Please contact the Purchasing Help Desk at purchasing.helpdesk@yale.edu with questions regarding the updates.