Purchase Item Request Templates
This Next Level Guide provides under under Design Notes:
- Background and details of feature components
- Tips and tricks to help you build the templates in your tenant
- A list of configured Purchase Item Request sample templates you can view in WDSetup
What is a Purchase Item Request Template?
A tool that leverages Workday’s worksheet functionality that enables you to create templates for the creation or maintenance of purchase items. You can add fields to the template depending on what pieces of information you would like to maintain.
What is the Template Type?
There are 7 delivered template types:
- Advanced Pricing - Includes fields on the Advanced Pricing grid on the Supplier Information tab of the purchase item.
- Item Inventory Site Attributes - Includes fields on the Inventory Site Options tab of the purchase item.
- Patient Charge Information - Includes fields available on the Maintain Patient Charge Information task.
- Purchase Item Information - Includes fields available on the Item Overview tab.
- Supplier Item Information - Includes fields on the Supplier Information tab of the purchase item.
- Supplier Sourcing Information - Includes fields to edit or delete supplier sourcing rules for purchase item.
- Supplier UOM and Pricing - Includes fields on the Supplier Information tab. You can use this template type without including the generic purchase item information.
What is the Purchase Item Request Type?
Once you’ve created a Purchase Item Request Template, you’ll use Maintain Purchase Item Request Types to select some configuration for how the template will work. Decide if it will be part of the Request New Purchase Items Task or Mass Maintain Purchase Items.
Tips and Tricks
- Use the Copy Purchase Item Request Template task to quickly create a copy of an existing template, which is a bit easier than starting from the beginning.
- Use the sample templates as a guide, you can always add and remove fields to meet your business needs.
- The order of the fields on your template is important. By completing certain fields first, other fields will automatically populate with the related item information.
- To help gather more information on the items requested, add a questionnaire to the New Item Request.
- If you’re using Alternate Item Identifiers on your template and you would like the Alternate Item Identifiers to display in a specific order, set up your template as follows:
|
Field |
Label Override |
Valid Values |
Display Options |
|
Alt Item Identifier 1 |
Enter the Alternate Item Identifier. |
Do Not Show | |
|
Alt Item Identifier 1 Value |
Enter the name of the Alternate Item Identifier. |
Templates Available in WDSetup
View these templates in WDSetup as a helpful starting point as you start using this feature. You can then customize the templates to meet your business needs. Search for View Purchase Item Request Types and View Purchase Item Request Template to see the sample data. View a demo on how to set up the feature.
|
Purchase Item Request Template Name |
Template Types Used |
Why would you use this template? |
|
Add or Inactivate UOMs |
Purchase Item Information Supplier UOM and Pricing |
To perform maintenance on UOM for the Purchase Item and Supplier Item. |
|
Item Add - Multi-Supplier |
Purchase Item Information Supplier Item Information |
To add new items where there are multiple Suppliers. You can also use this as an enrichment workbook template as part of the new item process. |
|
Item Add - Single Supplier |
Purchase Item Information |
This is a simple template to quickly add items where there’s only 1 Supplier. You can also use this as an enrichment workbook template as part of the new item process. |
| Item Inventory Site Attributes | Item Inventory Site Attributes | Best to use this template to update purchase items that you've already set up for an Inventory Site. |
|
Item Overview |
Purchase Item Information Supplier Item Information Supplier UOM and Pricing Advanced Pricing |
Best to use this as part of the New Item Request as an Enrichment Workbook. |
|
Item Overview with Inventory |
Purchase Item Information Supplier Item Information Supplier UOM and Pricing Advanced Pricing Item Inventory Site Attributes |
Best to use this as part of the New Item Request as an Enrichment Workbook. |
|
New Supplier Item |
Supplier Item Information Supplier UOM and Pricing |
To update only Supplier Item and UOM and Pricing for an existing item. If you select Generate Empty Workbook, you’ll be able to pull into the Worksheet any Purchase Item. If you choose Select from Existing Items, you’ll only be able to search items that already have at least 1 Supplier Item configured. |
| Recommend Reorder Point | Item Inventory Site Attributes | To update the reorder point for items, this worksheet work with the Calculate Reorder Point Task. |
|
Update Advanced Pricing |
Advanced Pricing |
To update or add pricing to the Advanced Pricing grid on the Supplier Item |
|
Update Alternate Item Identifiers |
Purchase Item Information |
To update any of the Alternate Item Identifiers without updating additional fields. |
|
Update Item Description |
Purchase Item Information Supplier Item Information |
To update the Item Description field. This template will have 2 tabs so you can update the description on the Purchase Item and Supplier Item. |
|
Update Item Status |
Purchase Item Information |
To update the Item Status to either Active, Inactive, or Restricted From Purchasing. |
|
Update Item Tags |
Purchase Item Information |
To update or remove Item Tags. |
| Update Preferred Item | Purchase Item Information | To update the preferred item status on existing purchase items. |
|
Update Preferred Supplier |
Purchase Item Information |
To update the preferred supplier, supplier contract and supplier part number. You can also use this if you need to add a new preferred supplier and the original supplier is to remain active. The new supplier will become priority 1 and the original supplier will be priority 2. |
| Update Purchase Item and Supplier Pricing | Purchase Item Information |
Template for simple price updates where you would like to select the option to update pricing for All Supplier Ordering Prices or Preferred Supplier Ordering Prices only. |
|
Update Purchase Item Group |
Purchase Item Information |
To update or remove Purchase Item Groups. |
|
Update Supplier Pricing |
Supplier Item Information |
To update the Supplier default UOM pricing. This template will only update the Supplier Information Tab. |