OFL/OFY Purchasing 

• The purchasing process begins with the creation of a Requisition on Workday.

• A Requisition is a formal request for procuring goods or services and is initiated by OFL and OFY Staff.  Each request establishes details like the items purchasing needs to order, their quantity, and a requested need by date of the items ordered.

• Requisitions will follow an approval path according to the approval hierarchy on Workday. Once approved, and if needed, the purchasing department researches and looks for vendors to fulfill the request for goods and services.
  
  

There are currently two types of Requisitions used on Workday: Catalog and Non-Catalog. 

• Catalog:  A Catalog Requisition is generated for items that have been pre-loaded onto Workday for ordering, such as SAWs, Textbooks, Lab Materials, Lab Kits, and Computer Equipment.

• Non-Catalog:  A Non-Catalog Requisition is generated for items that are not pre-loaded onto Workday.  The requester will need to provide the item description and website link of the item to be purchased.  Please see the example below on how the information should be entered.

  • • Boss Office Products Stackable Mesh Guest Chair in Black:  https://www.amazon.com/gp/product/B00166GCL8/ref=ppx_yo_dt_b_asin_title_o04_s00?ie=UTF8&psc=1

    • After submission, a Non-Catalog Requisition is routed to purchasing for review/approval.  Once approved, the requisition is then routed for purchase approval according to the approval hierarchy on Workday.

Purchase Orders

• Approved requisitions are routed to purchasing for generating of a purchase order.  The purchasing department formalizes the commitment to the supplier by creating a Purchase Order.

• The PO is the first official offer issued by a buyer to a supplier, indicating the details listed in the respective purchase requisition–types, quantities, agreed prices and timelines for products or services

• Purchasing submits purchase orders to suppliers via email, online, or phone.  Once the purchase order has been confirmed, the PO status is changed from Approved to Issued, on Workday.