New Workday Purchase Order dashboard and reports

    October 18, 2023

    Summary

    Effective October 17, 2023, a new Purchase Order (PO) Reports dashboard is available in Workday to assist departments in tracking and monitoring POs.

    Details

    In support of the OneFinance North Star, the Procurement team has simplified reports and developed a user-friendly and intuitive dashboard to make life easier, enabling business offices to track, monitor, and manage their POs and spending.

    The new dashboard and reports will:

    • Highlight key factors in tracking and monitoring purchase orders, improve accessibility, visually represent the data, and allow drill-down capability to access Workday-specific reports or data.
    • Provide usable reports with relevant data, eliminating the need to find, export, and rework reports.

    The dashboard will have three available views/tabs:

    • Cost center dashboard: Data displayed grouped by cost center
    • Supplier dashboard: Data displayed grouped by supplier
    • Direct links to individual reports

    New Reports

    We are launching the dashboard with four reports that represent key monitoring controls:

    • PO’s Approaching 100% Invoiced
      • Identifies POs with over 90% of the funds/quantity the have been exhausted or received.
      • Use this report to identify service lines and/or purchase orders that may need additional funding or, in the case of purchase orders with nominal amounts remaining, may be closed if no further invoicing is expected.
    • PO’s Significant Over Invoiced:
      • Identifies POs invoiced over 10% beyond the PO funds or quantity.
      • Use this report to identify service line and/or purchase orders that may need additional funding to prevent further match exceptions or could be closed if no further invoicing is expected.
    • PO’s With Multiple Change Orders:
      • Identifies POs with more than 2 change orders to date.
      • Use this report to identify purchase orders with multiple change orders that may have substantial variances from the original amount or may not follow university best practices.
    • PO’s Nearing Award Line End Date:
      • This report should be used to identify purchase orders with remaining obligations charged to awards that are nearing or past their end dates so that change orders can be submitted to prevent invoicing/billing issues.

    Accessing the dashboard and reports

    To access the dashboard, log into Workday:

    1. Click the Menu link in the top left corner, select Dashboards.
    2. Select PO Management from the Dashboard list.
    3. From the PO Management page, you can run the filtered reports from Workday from the “Links to Report,” or you can click on the “By Cost Center” or “By Supplier” options.

    Over the coming weeks we will be announcing information sessions that will include a demonstration of the dashboard. 

    Questions?

    Please contact the Finance Support Center at askfinanc e@yale.edu.