Workday Requisition Q&A 1/14/2026
Q: Do we still have to send the invoice to Accpay if the supplier sends us invoice?
Yes, that process remains the same. If you receive the invoice first, you can enter the receipt first before sending to AP to alleviate any potential receiving match exceptions.
Q: What is a match exception?
A match exception refers to RIT needing more information from you before being able to pay the invoice. Please see this job-aid for more information.
Q: Can we go over what happens when the match exception disappears from my Workday inbox? This happened to me the other day. Does this mean it will not get paid until it's taken care of?
This is an ongoing issue that is being addressed but yes, the receipt is your invoice approval so if it is not completed, the invoice will not be paid.
Q: When match exception complete, do we still need to send email to AP to pay invoice with PO#?
No, if you complete the necessary steps to resolve the match exception, AP will be notified by Workday and will be able to pay the invoice.
Q: How does a contract get into the system?
Contracts over a year in length that we are aware of are entered into Workday by PSO.
Q: Are we still using the independent contractor contract or is that now in WD?
The Independent Contractor Contract is not a systematic part of Workday so will still need to be submitted when applicable. The contract template is posted on the PSO website under forms.
Q: What if the sole source is for student safety? (ie it may be more expensive, but it's in a safer part of a country they are visiting)
The bidding policy has not changed. The main difference is that the Sole Source form (and its approval) is now part of the requisition process and not a separate form. The rationale/justification rules for Sole Source are the same and will be reviewed by the Buyer on a case-by-case basis.
Q: Can the Change Order process be delegated?
Change Orders cannot be delegated in Workday.
Q: Are POs for database renewals, subscriptions and site licenses still considered Service?
Yes. Anything that doesn't have a physical good being delivered should be considered Service. A quote that has both services and goods should be broken out accordingly.
Q: What if you receive the PO to enter into the system but don't know how the bid process went, the software was ordered from the same place each year.
If the purchase is over $10K, the bidding rules apply regardless of whether we've purchased from the same place historically. Users still have an obligation to perform due diligence on every purchase, so the Buyers will be looking for evidence of the due diligence.
Q: Will POs that were still open in Oracle have a new PO number in WD?
No, please refer to this KBA for more information on Converted POs.
Q: If we are doing a PO for someone else, can we still see it or will it only be viewable by the name we entered?
You can see the requisitions and subsequent PO numbers in the "Requisitions Hub".
Q: I have a past PO out that I am still waiting on 1 item to arrive. Will I continue to get a notice of some kind to receive this but I have not received from shipping yet.
We are reviewing adding a report that will alert end users if a receipt is in draft. If the one other item is on a different invoice, then you will get a match exception for the last item.
Q: What do you do if you have to add money to an existing PO?
A Change Order would be required to add funds. Please follow this job-aid for instructions on how to add funds.
Q: How do we know the PO was sent to the supplier?
In the requisition hub, when the requisition states "ordered" the PO has been issued to the supplier
Q: Can the person who I placed the order for create a receipt, assuming they are the person who will receive the item(s)? Or as the preparer am I the person who needs to create the receipt upon receiving the item(s)?
The requester on the PO will need to create a receipt. If a preparer would like to create a receipt, they can ask the requester to delegate receiving to them.
Q: Do you repeat this receipt process for services as well?
Yes, both goods and services will need to be received in.
Q: After we create a receipt, how do we go back to view the invoice again later on?
An invoice will be emailed to you for your review. If you have a role with access, you can also look at the invoice on the PO.
Q: Do I need to train my colleagues on how to submit a receipt if they are the ones receiving the products I ordered on their behalf
The requester on the PO will need to create a receipt OR receiving on a PO can be delegated to someone else.
Q: If a warranty is a line on a quote, can you automatically accept as being received once all the items have arrived?
If there is a cost to the warranty, you have to create a receipt. This is required in order to pay the invoice.
Q: On a requisition, is there a spot to "insert" an approver if we don't have the correct approvers set up? Or if we want to send an FYI to someone?
If there is a concern about the approvers, you can submit an RSC ticket. You cannot add an approver when creating a requisition but a cost center manager can add an approver when they are reviewing a requisition. If you want to tag someone on a requisition as an FYI - you can @ them in the activity section of a requisition. This will send them a notification in Workday where they can review the requisition.
Q: On a requisition, where do you enter the requester instead of the preparer?
In the "requester" field at the beginning of the "Create Requisition" process.
Q: What if I need to do a prepay? I need to pay a deposit or pay in full before I receive items?
Please utilize this job-aid for prepayments.
Q: Our requisition is mostly service. Do we need to fill out the deliver-to or can we bypass that.
It is a required field but you can select the closest address to your location. The deliver-to is not sent to the supplier but an internal field that FMS can use to deliver packages to.
Q: How can I search for a cost center on a requisition?
You can search the cost center FDM field by typing in the cost center name or by the entire number if known.
Q: What happens if we get an unknown error on a requisition?
Some errors are built into Workday on purpose but if you see a strange error that looks out of place, please put in an RSC ticket. We did find the source of the error during the training being duplicate users training under the same end user.
Q: What is the difference between a blanket and standard requisition?
Please refer to this link, Under 4 - Methods of Purchasing for information on blanket vs. standard requisitions.
Q: Does handling / installation go on its own line?
If it is a separate line on your quote, yes.
Q: Is there a way to delete a requisition that was created in error?
Yes, please refer to this job-aid on how to cancel a requisition.
Q: Can I pull back my requisition?
Yes, you can edit your requisition from the Requisitions Hub which will re-start the approvals once submitted. Click on the requisition you'd like to pull back, click the "..." (related actions) and Edit or Cancel depending on what you want to do.
Q: If I am a preparer of a PO will I see the Requisitions I request in my Requisitions dashboard?
Yes, you can see them in the "Requisitions Hub" along with the status.
Q: Can we view requisitions that are submitted by all of our department staff?
If you are a cost center manager, you can view requisitions submitted by department staff by using the report" Find Requisition Lines and Line Splits by Organization". If you are a cost center manager assigned to all cost centers, you may need to filter out the cost centers you are looking for.
Q: As a Cost Center Financial Specialist, which report would give me a list of all the requisitions created under my Cost Center? Is there a report that would also give me the POs opened against each requisition and the status that follows?
These two reports will show you requisitions or Purchase Orders but not the status of each.
For Requisitions: Find Requisition Lines and Line Splits for Organization
For Purchase Orders: Find Purchase Order Lines and Line Splits for Organizations
Q: Can a requisition contain both goods and services?
Yes.
Q: Could you not just leave yourself as the requester and set the Deliver To location to the end user?
You could but your name would be on the PO and potential package.
Q: Can we check Payment Works for active suppliers? Are all the suppliers in PW also in WD?
The source of record is Workday. Please follow this KBA to find your supplier in Workday.
Q: Is it possible to have a cheat sheet of all the information that is input into the system for these categories? Especially the vendors / suppliers
Vendors / suppliers are changing constantly. The best practice would be to run the "Find Suppliers" report without any parameters selected to see all suppliers in Workday
Q: For multiple lines do you always need to enter the supplier name (each time)?
If you add the lines before checkout, it will populate the supplier name automatically. If you add a new line within checkout, then you do need to add the supplier name again. An error will populate if a line is missing the supplier.
Q: If we onboarded a supplier recently in PaymentWorks and it's showing onboarding complete, but when we search in Workday and they are showing as inactive - what would the reason be?
A supplier may show as active in PaymentWorks but inactive in Workday - this could be for a few reasons.
1. The supplier admins have not reached that supplier record to re-active
2. The supplier has not been utilized in over 12 months and was deactivated.
Q: For multiple lines do you always need to enter the supplier name (each time)?
If you add the lines before checkout, it will populate the supplier name automatically. If you add a new line within checkout, then you do need to add the supplier name again. An error will populate if a line is missing the supplier.
Q: How can we create a purchase order that charges two different cost centers or worktags?
Yes, please refer to the "Create Requisition" job-aid page 9.
Q: How can we change our default work tags details if our cost center is set to the wrong department?
Please put in an RSC ticket if your default costing is incorrect.
Q: How do you figure out what the code for the cost center is?
There are multiple ways to find your cost center code.
1. Search for by name (if known)
2. Use the RAFT tool (report and account finder tool) to convert an old Oracle GL.
3. Run the Extract Cost Center report in Workday
Q: Is there an easy way to convert between account codes we used previously and these cost centers and funds?
Use the RAFT tool (report and account finder tool) to convert an old Oracle GL.
Q: Is there a printable version of a Spend Category list?
If you have access, you can run this report in the search bar: Extract Spend Categories but only those marked for procurement usage are available to use on a requisition so make sure to sort appropriately.
Q: If purchasing equipment against a grant, can you search for the grant by name? And - has the account number (is this cost center?) for that grant changed with the conversion to workday?
Yes, you can search Grant by name. Grant is considered a "driver" Worktag so once you select your Grant, Workday will auto-populate the other Worktags.
Q: Is the Worktag cost center going to assign the approver?
Yes, Driver Worktags along with the requisition value assign who the approvers will be.
Q: Is there a cheat sheet also for most used cost centers and the financial codes? Is there a list of reports that we can run and look through?
Use the RAFT tool (report and account finder tool) to convert an old Oracle GL.
Q: When the spend categories auto populate, how do we know when we need to add additional work tags like the equivalent to the object code in Oracle? I know when doing Procurement CC transitions, we have to add that in, but when creating a PR, do we need that information as well?
Spend Categories do not automatically populate. You will have to select the closest to what you are purchase or use Report and Account Finder Tool (RAFT) to help select a Spend Category.
Q: Is it still true that only specific object codes will work with selected cost centers? If so, after you have a specific cost center populated, does the list of available object codes restrict to only the valid object codes? Or are all available and it will error if we choose one that isn't valid?
All spend categories are available and it will error if you choose one that isn't valid to work with.
Q: Do any of these requisition memo fields show up on the find journals report (Account analysis)?
No, the requisition/PO memo field is specific to requisitions.