Workday Financial Management - byui.edu Financial Manag… · 2.Explanation of Workday’s...

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Procurement Hands-On WorkshopWorkday Financial Management


Procurement Hands-On Workshop Agenda

Today’s agenda:

1. Introduction to Procurement2. Explanation of Workday’s Financial Data Model (FDM)3. Logging in to the Workday Sandbox Environment4. Guided walk through of the following key processes in Workday:

a. One-time Goods and Services Requisition (Non-Catalog Item)b. Catalog Item Requisitionc. Punch-out Requisitiond. Creating a Supplier Invoice Requeste. Creating a Supplier Request

5. Viewing Financial Data Reports


Key Questions

The following questions will be answered:

• What are the different methods for purchasing items for BYU-Idaho

• When would I use each of these different purchasing methods?

• What are the limits and rules around purchasing things for BYU-Idaho?

• What is Capital Equipment?

• What is the approval process when a request is submitted to purchase something for the university?


Hands-on Learnings

You will be able to complete the following in Workday:

• Submit a Purchase Requisition of the following types:� One-time Goods and Services Requisition (Non-Catalog Item)� Stores and Receiving Catalog Requisition� Punch-out Requisition

• Submit a Supplier Invoice Request� Submit a Supplier Request

• Manage and view your Cost Center report (for Cost Center Managers and Cost Center Financial Analysts)


Key Terms

• Cost Center – represents the department or other unit having financial responsibility for transactions (a type of worktag).

• Worktags – attributes or labels assigned to each transaction to indicate its University purpose.

• Worklet – the icon on Workday’s home page that provides access to specific sections of Workday.

• University Bank Card – BYU-Idaho’s credit card program.• OneCard – a University bank card that can be used for both travel

purchases, as well as regular purchases.• Purchase Requisition – a request to purchase a good or services

for the University.


Key Terms (cont.)

• Punch-out – a type of Purchase Requisition that connects to a

contracted supplier’s website.

• Stores and Receiving Catalog – a list of items currently in stock at

Stores and Receiving on campus.

• Purchasing Agent – an employee of the Purchasing department that

deals with contracts and suppliers.

• Capital Equipment – any equipment owned by the University with a

purchasing price of over $5,000.

• Supplier – a person or organization that provides a good or service

to the University.

• Supplier Invoice Request – a request for payment to a supplier.


Methods to Purchase Items for BYU-Idaho

• University bank cards (OneCard, Department Cards, etc.)- Purchases < $2,500 (Goods, Membership fees)

• One-time Goods and Services Requisition (Non-Catalog Item)- Wide variety and high-cost savings - All purchases > $2500 or on-site services and software purchases < $2,500

• Stores and Receiving catalog- Internal inventory at Stores and Receiving- At-cost pricing

• Punch-out to supplier website- Discounted Pricing with external vendors- Used for orders < $5000- No pre-approval for orders < $250 - Approval will take place during invoice payment

• Request invoice payment for goods or services- Invoices for goods or services not acquired by the Purchasing department- Not recommended- Invoices > $2500 require approval


Important Changes to Procurement

• iBuy- We are migrating the suppliers in iBuy to the Workday Punch-out system over the next nine months. - iBuy will close August 2019.

• Supplier Request- If a supplier isn’t in the system when creating a requisition, a Supplier Request will need to be created.

• Supplier Invoice Request- If an invoice is greater than $2,500, Workday will route the invoice to a Purchasing Administrators for review.


Current Financial Data Model (FDM) & Account Structure

Current Account Structure

Department Category

1505-10 5100


Workday Account Structure

Workday Financial Data Model (FDM) & Account Structure

Financial Data Model (FDM) Key• Shared with BYU-Hawaii• Idaho – I:• Hawaii – H:


Let’s Practice

Today we will be practicing Procurement tasks in a Sandbox Environment

1. Use the bookmark in your browser to open the BYU-Idaho log-in screen to log into the Sandbox environment.• OR type in this link: https://impl.workday.com/byuhi5/d/home.htmld

2. Use your BYU-Idaho username and password to log in.3. Notice the green bar across the top of the page that says

“Implementation - byuhi5.”4. Wait for further instructions.

https://impl.workday.com/byuhi5/d/home.htmld


Demo:The Procurement Worklet


Requestor

Cost Center Manager

Project Manager

Cost Center Accountant

Budget Officer

Sourcing Buyer

LaVona

CreateRequisition

Project worktag

Approval

Approval

RFI, RFP, RFQ NegotiationsVendor analysis Selection Product

BuyerAssigned

Assigncorrect buyer

RequisitionSource Event

YES

NO

Update Line item details to

match final deal

Approval

Capital EquipApproval YES

YES

One-time Goods and Services Requisition (Non-Catalog Item) Approval Flowchart


Demo:One-time Goods and Services Requisition (Non-Catalog Item)


Requestor

Tim Taylor(Inventory Specialist)

CreateRequisition

Catalog Items

Fill Cart and Checkout

Approval

Catalog Purchase Requisition Approval Flowchart


Demo:Catalog Purchase Requisition


Requestor

Cost Center Manager

Project Manager

Cost Center Accountant

Purchasing

Budget Officer

CreateRequisition < $250

Connect to Supplier Website

Fill cart with items and check out

NO

Approval> $5000

Approval

NO

Approval

Approval

Punch-Out Completed

YESProject

Worktag NO

YES

Notification

Notification

Project Worktag

NO

YESYES

Project WorktagApproval

Approval

Approval

Approval

YES

NO

Punch-out Purchase Requisition Approval Flowchart


Demo:Punch-out Purchase Requisition


Requestor

Supplier Admin

Accounts PayableData Entry Specialist

Create Supplier

Invoice Req

Supplier Exists in system

YES > $2500

NO

YES

Approve

NO

YES

Create Supplier Request

Discussion with

managerNO

Create Supplier Invoice

Create Supplier Invoice Request Approval Flowchart


Demo:Create Supplier Invoice Request


Accounting

Supplier Admin

Sourcing Buyer CreateSupplier

Review

W-9 and Tax Information

CreateSupplier

Supplier is now created

CreateSupplier

Create Supplier Request Approval Flowchart


Demo:Create Supplier Request


Viewing Your Cost Center Report


Stay Connected

Workday Financial Management Information Hub

www.byui.edu/workday

Register for hands-on workshops, specialized trainings, ask questions, or provide feedback

[email protected]

Workday Financial Management - byui.edu Financial Manag… · 2.Explanation of Workday’s...

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