Requisition to Purchase Order

    Definition

    A Purchase Requisition is Yale’s internal document used to initiate the purchase of a good or service. The Purchase Requisition will follow built-in Workday rules for the internal Yale approval process. Once a Purchase Requisition has been approved, a Purchase Order is generated and sent directly to the supplier.

    A purchase order is an offer made by the University to a supplier to purchase goods and/or services according to certain terms and conditions. When the Supplier accepts the Purchase Order, a legally binding contract is formed.

    Key Information
    • The University’s preferred and recommended method to obtain goods and services to conduct University business is the issuance of electronic purchase requisitions.
    • Purchase Purchase Requisitions are expected to be created prior to the commencement of work and the receipt of goods or services.
      • All contracts, agreements and quotes requiring review and signature, that will be attached to the Purchase Requisition, must be sent to the Purchasing Intake Portal prior to initiating the Purchase Requisition.
    • Purchase Requisitions are created in Workday with the “create Requisition” task.
    • Both catalog (SciQuest) items and/or Workday non-catalog items can be added to the Purchase Requisition task. See Purchase Requisition Training Guides for complete guidance
    • Purchase Requisitions can be created for one-time purchases, or for standing orders to the same supplier over a specified period-of-time.
    • All Purchase Requisitions require department approval. Additional approvals may be required based on dollar threshold and/or purchase category (e.g., restricted items, chemicals, etc.).
    • There are three Purchase Requisition types. Use the table below to determine the business need and the appropriate Purchase Requisition type.
    Purchase Requisition Type When to use
    01 – Standard Goods & Services
    • Use for all SciQuest Catalog orders and Non-Catalog orders that do not require invoice review.
    02 – Standard Goods & Invoices, Requires Invoice Review
    • Use for Non-Catalog orders that require invoice review (i.e., invoices will be routed to your business department for review prior to payment).
    05 – Capital Equipment
    • Use for Moveable Equipment Inventory (MEI) purchases.
    • Note: MEI purchases start at $5,000 per item.
    • Following final approval of the Purchase Requisition, a PO is generated and sent to the supplier.
    To Start
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Read and understand Procedure 3201.PR01 Purchase Order Process
    2 Gather and prepare information about the purchase that you need to make.
    3 Complete contract/agreement review and obtain Supplier’s and Procurement’s signatures before a purchase requisition is created.
    • Work with Business Office to ensure awareness/budget approval prior to obtaining contracts/agreements.
    • Use the Purchasing Intake Portal to submit the request.
    Create a Purchase Requisition
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Create a Purchase Requisition
    • Use Create Requisition task in Workday.
    • Follow all steps in the Purchase Requisition Training Guides.
    • Choose the Purchase Requisition Type that best suits your needs.
    • Verify that all required documentation is attached to the purchase requisition, including any contracts/agreements and any forms that were submitted with the contract when it was reviewed and finalized.
    Edit/Resubmit a Purchase Requisition
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Edit/Resubmit a Purchase Requisition
    • Follow all steps in the Purchase Requisition Training Guides
    • Requisitioners may only edit while purchase requisition is pending approval.
    • Once an edit is made, the approval process starts from the beginning.
    Other Purchase Order Actions
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Print a PO
    2 Change a Standing Order PO
    • Use the Change PO training guide.
    • Change Orders are used to:
      • Modify the start and/or end dates to allow completion of the original scope.
      • Minor modifications to the original scope of work need to be made.
      • Add money to a service line in Workday to finish the intended purpose of the scope of work.
      • Modify COA charging instructions on a purchase order, particularly a Standing Order.
    • Change Orders should not be used to:
      • Add line items or change quantities for Goods on a purchase order.
      • Change the original scope of work.
    • NOTE: Change orders are not sent to the supplier. The business office should inform the supplier directly of any changes to the PO.
    • Use 3201 PR.01 Purchase Order Process for more information of Change Order Usage.
    3 Close/Cancel a PO
    • Closing a PO closes the commitment.
    • Note: Only submit requests with balances left in the remaining obligations amount column in Workday.
    • For individual PO, close requests:
      • Confirm that there are no open invoices against the PO by running “Find Supplier Invoices -Yale” report.
    • When requesting mass PO closures:
    • If you are closing the PO due to an issue (item no longer available, wrong item delivered) contact the supplier first to cancel the order. Then close the PO.
    Monitor the Status of a Purchase Requisition or a Purchase Order
    Order of Work Action to Take Essential Process Details/Helpful Tips
    1 Monitor Purchase Order Status/Track Your Order
    2 Run Workday Report:
    • “Find Purchase Order by Cost Center – Yale”
    Roles Required
    Task Role
    Initiate/Create
    • Cost Center Requisitioner
    Change a Purchase Order
    • Cost Center P2P PO Specialist
    Approve
    • Cost Center P2P $1K Approver
    • Cost Center P2P $10K Approver
    • Cost Center P2P Unlimited Approver
    Monitor/Run Report(s)
    • Cost Center P2P Inquiry (Run reports)

    See a full list of Workday Roles.

    Policies and Procedures
    Forms
    Training Guides & Tools