Create Purchase Requisition RMIT Classification: Trusted

RMIT Classification: TrustedCreate Purchase Requisition (Non-catalogue Items)

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Steps:

1. Click the Buying at RMIT worklet.

2. Click the Create Requisition hyperlink.

3. The Create Requisition page appears.

Click the Show Me button or the Question

Mark icon to view field level help for this

page.

OverviewFollow this procedure to create a standard purchase requisition to purchase non-catalogue

items. In this example, we will create a requisition for stationery items, such as pens and

notebooks.

Important Purchasing Preparation Information• Refer to Service Connect for Supplier Panels and Catalogues set up in Workday.

• Use Change My Workspace to set up your location before placing your first order

• Note that a Purchase Order is not raised until the Purchase Requisition has been raised

and approved.

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Audience/s:

All employees

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RMIT Classification: TrustedCreate Purchase Requisition (Non-catalogue Items) (Contd.)

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The Company, Requester, Currency, Deliver-To, Ship-To, Cost Center and Location

fields are auto-populated based on your profile configuration, but you can change these if

required. The fields marked with * are mandatory and must be populated, otherwise

Workday will not let you proceed. You can submit a requisition for another Workday user.

4. Select the purchase requisition type from the Purchase Requisition field. The

description of each requisition type and when to use them are explained in the table

below. You will need to create separate requisitions for each purchase Requisition Type.

Requisition Type Description

Standard Requisition Select the Standard requisition type if you are following all policy requirements.Link: RMIT Policy Requirements

Approvers will review the requisition to standard policy requirements, including opening attachments to confirm quote details (where required).

Policy Waiver Select the Policy Waiver requisition type when you are seeking approval to obtain less than the required number of quotes AND/OR to use a supplier not on the panel when purchasing goods or services covered under the panel arrangement.Approval workflow will be DOA +1 and the approver will review the justification in the Memo field.

Out of Panel Scope Select the Out of Panel Scope requisition type when there is an existing panel, but the requisition is outside of the scope of what the panel provides (based on the spend category).Approval workflow will include a review by the Buyer (Central Procurement) and the approver will review the justification in Memo field.

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This is an example of field level

help, which opens when you click

the Question Mark icon of a field.

In this example, the field level help

of the Purchase Requisition field

Is displayed.

https://policies.rmit.edu.au/


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Company: The entity you are creating the requisition

for. Examples: RMIT Australia, RMIT University

Vietnam LLC, RMIT Training, RMIT Online.

Requester: The person creating the requisition. If

you are creating a requisition on someone else’s

behalf, enter that person’s name in this field. Once

you select someone else as the Requester, that

person will own the requisition and be required

to perform receipting, change orders and returns to

supplier.

Requisition Type: Select one of the three requisition

types: Standard, Out of Panel Scope or Policy

Waiver. We will select Standard Requisition for this

example as we are following all the policies to

purchase items.

Deliver-To: Final location where the goods/services

will be delivered. This specifies the building, room,

floor etc. The default is from your Work Space.

Ship-To: Physical street address where

goods/services will be delivered. Ship-To is

populated based on the Deliver-to location.

Cost Center: Units within institutions that are used

to hold financial transactions, budgets, and workers

with a defined owner. Workday auto-populates the

Cost Center based on the assignment in your profile.

Project Task: If you are purchasing for a project,

select the project’s worktag. The cost center will be

updated from the project selected. The requisition

will be sent to the project’s manager for approval. If

unsure, check with your PM/CI.

Location: This field is used for reporting on Tax for

Vietnam. Australian staff should leave this field as is.

Gift: Only select the gift worktag if the purchase is a

gift. The requisition will be sent to the Philanthropic

Manager for approval.

5. Once you have added/reviewed the mandatory

(*) fields, Click OK to proceed to the purchase

type selection screen.

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Once you have progressed with your requisition and selected OK, you will be directed to the

following screen below to select a purchasing option. If you require support regarding the

option to select, you can refer to the How to Buy site on the Service Connect Portal.

6. Click the Request Non-Catalog Items hyperlink to purchase stationery items.

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RMIT Classification: Trusted

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The Request Non-Catalog Items page opens. Here you can either select (A) Request

Goods – steps 7 to 31 or (B) Request Service – steps 32 to 50. Request Goods enables

you to goods receipt by quantity only. Request Service enables you to goods receipt by

amount or value only.

Requisition Currency: Auto-populated based on your country.

(A) Request Goods

If goods are being purchased, this will require individual items to be entered and the quantity

of the goods received to be later receipted.

7. Item Description: Enter a description for the goods or service.

8. Spend Category: Select the correct spend category for your purchase. It will impact the

accounting rules and workflow for technical category manager reviews. Importantly the

delivery addresses for hazardous materials are restricted by the spend category. Refer to

the Spend Category Lookup spreadsheet in Service Connect.

9. Supplier: Select the supplier you want to purchase from. You can search for a supplier by

typing their name and pressing Enter. Note: Refer to Service Connect for Supplier Panels

and Catalogues set up in Workday. If the desired supplier is not already set up, you need

to create a supplier request in Workday. Refer to the Request for Supplier reference

guide in Service Connect to learn how to request for a new supplier.

10. Supplier Contract: Once the supplier has been selected, if there is a contract associated

with the supplier, select the relevant contract. A requisition with a committed contract will

not require a quote or go for any approval as the contract has already been approved. A

requisition with a reference contract will require one quote if greater than $5000 and three

quotes greater than $25,000 and less than $150,000.

Create Purchase Requisition (Non-catalogue Items) (Contd.)

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11.Quantity: Enter quantity for the goods. You will be able to perform receipting based

on the quantity selected here.

12.Unit Cost: Enter the per unit cost of the goods/services, excluding GST. The GST is

dependent on the tax code and will be added once the items are in the cart.

13.Unit of Measure: Enter an appropriate unit of measure. In this example, we have

selected Each since every pen can be counted as an individual entity. Receipting will

be done based on number of pens.

14.Extended Amount: Extended amount will be auto-calculated based on the Quantity

and Unit Cost fields. This is the amount the suppliers will be paid (excluding GST)

upon successful delivery of the goods/services.

15.Memo: Provide a reason/justification about the purchase to the reviewers/approvers,

especially in case of policy waiver and out of panel scope requisitions.

16. Click Add to Cart once all the information is entered.

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17.One line item (to purchase pens) has been created for this purchase requisition and

added to cart.

18.Additional line items can be created for example, another line item for purchase

notebooks.

19.Populate the fields in the same way you did earlier to purchase pens.

20.Once done, click Add to Cart.

21.More line items can be added at this stage before checking out. Items can be

added from different suppliers in the same purchase requisition. When finished, click

the cart icon.

22.Click Checkout.

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23.You can enter a comment or instructions to the supplier in the Memo to Suppliers

field if needed. Memo to suppliers will be visible on the purchase order (PO). This can

include further delivery instructions.

Provide any specific instructions to the reviewers/approvers in the Internal Memo field.

This information is for internal use only.

24. Review the information in the Goods section. The fields can be updated.

▪ Ensure a supplier contract is selected on all the lines or you will need to attach a

quote(s) dependent on the value of the purchase. Refer to Step 30.

25.Review the Deliver to to ensure that the goods will be delivered to the correct

location. If you have not assigned a Work Space, an incorrect Deliver To location will

be assigned and you will receive an Error message. You will need to assign a correct

delivery location. For hazardous goods, an Error message will be displayed if a

restricted delivery location has not been selected.

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26.The cost center, project tag or gift can be changed if necessary and different

requisition lines can have different assignments. A requisition line can also be Split to

multiple cost centers, project tags or gifts.

27.Scroll to the right of the requisition line for the Split.

28.The Split can be done by quantity or value and a line created for each split allocation.

29. Review the Tax section. For each Requisition Line the Tax Codes are derived from the

Spend Category assigned for that requisition line. You do not need to change these tax

codes. If you do change these tax codes, when the supplier invoice is processed, the

invoice will be work flowed to a tax accountant to review and approve.

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30.There are a number of documents that may need to be attached to the requisition

• Quotes: Attachment(s) if there is no committed contract and your purchase value is

between $5K-25K, you need to attach one quote and if the purchase value is between

$25K-150K, you need to attach three quotes.

• Gifts: If a purchase is for a Gift, details of the purchase relating to the Gift need to be

attached.

• Hazardous goods: These documents need to be attached for technical category

manager approval :

o Pre-Purchase Risk Assessment (PPRA) - Refer to:

▪ University Chemical Purchasing Process LINK

▪ University OH&S LINK

o Safety Data Sheet (SDS): The purchase of hazardous goods requires a Technical Category Manager review who will not approve unless the SDS is attached. The SDS is to be requested from the supplier for hosted catalogues and non-catalogue items. For punch out catalogue items, this can be downloaded from the supplier’s website for the product.

• Documents for the Supplier: If there are documents that you require the Supplier to

receive with the Purchase Order, these can be attached and provided by selecting the

External checkbox.

Click Select Files to add attachments. Select the file(s) from your computer and add. In

the example below, two attachments have been added.

When you select the External

check box, the attachment will be

added to the PO and will be

shared with the supplier.

Otherwise, the attachment will

only go to the approver.

You can provide your

comment related to the

attachment in the Comment

field. This will be visible to

the supplier.

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https://au.promapp.com/rmituniversity/Process/Minimode/Permalink/ETA2XYroLnxBgvh0nzCzIL

https://www.rmit.edu.au/staff/hr-central/health-safety-wellbeing/process-guidance


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Access any Alerts and review any messages. All Errors will need to be resolved before you

will be able to submit the requisition for approval. For example, Errors could be received

requiring attachment of quotes or flagging an incorrect Deliver to.

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Once the requisition is approved, a purchase order will be auto-generated and issued to each

supplier. Refer to the Purchase Order reference guide to learn more about purchase orders.

31.Once all items have been reviewed, click Submit to finalise the requisition.


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(B) Request Services

32.Request Service - If services are being purchased, the requisition will be for the total

value of the service

33.Description: Enter a description for the service to be purchased

34.Spend Category: Select the correct spend category for your purchase. It will impact the

accounting rules and workflow for technical category manager reviews. Importantly the

delivery addresses for hazardous materials are restricted by the spend category. Refer to

the Spend Category Lookup spreadsheet in Service Connect..

35.Supplier: Select the supplier you want to purchase from. You can search for a supplier by

typing their name and pressing Enter. Note: Refer to Service Connect for Supplier Panels

and Catalogues set up in Workday. If the desired supplier is not already set up, you need

to create a supplier request in Workday. Refer to the Request for Supplier reference

guide in Service Connect to learn how to request for a new supplier.

36.Supplier Contract: Once the supplier has been selected, if there is a contract associated

with the supplier, select the relevant contract. A requisition with a committed contract will

not require a quote or go for any approval as the contract has already been approved. A

requisition with a reference contract will require one quote if greater than $5000 and three

quotes greater than $25,000 and less than $150,000.

37.Start Date / End Date: These dates should be for the period of the service and are for

information purposes

38.Extended Amount: Enter the total value of the service to be performed (excluding GST).

This maybe invoiced by the supplier in full or as the service is performed.

39.Memo: Provide a reason/justification about the purchase to the reviewers/approvers,

especially in case of policy waiver and out of panel scope requisitions. This is only for

internal use.


40.Continue Shopping / Add to Cart

Continue shopping if there are more items to

be added for goods or services or Add to Cart.

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41.Go to cart and click Checkout.

42.The Checkout page will be displayed. You can enter a comment or instructions to

the supplier in the Memo to Suppliers field if needed. Memo to suppliers will be

visible on the purchase order (PO). This can include further delivery instructions.

Provide any specific instructions to the reviewers/approvers in the Internal Memo

field. This information is for internal use only.

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Review the information in the Services section.

43. Review the “deliver to” to ensure that the goods will be delivered to the correct

location. If you have not assigned a Work Space, an incorrect Deliver To location will be

assigned and you will receive an Error message. You will need to assign a correct delivery

location. The Ship to Address will populated from the Deliver To

44. Assign a supplier contract or you will need to attach a quote(s) dependent on the value

of the purchase. Refer to Step 49.

45. The cost center, project tag or gift can be changed if necessary and different

requisition lines can have different assignments.

46.A requisition line can also be Split to multiple cost centers, project tags or gifts. Scroll to

the right of the requisition line for the Split.

47. The Split can be done by quantity or value and a line created for each split allocation.

48. Review the Tax section. For each Requisition Line the Tax Codes are derived from

the Spend Category assigned for that requisition line. You do not need to change these

tax codes. If you do change these tax codes, when the supplier invoice is processed, the

invoice will be work flowed to a Tax Accountant to review and approve.


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49.There are a number of documents that may need to be attached to the requisition

• Quotes: Attachment(s) if there is no committed contract and your purchase value is between

$5K-25K, you need to attach one quote and if the purchase value is between $25K-150K, you

need to attach three quotes.

• Gifts: If a purchase is for a Gift, details of the purchase relating to the Gift need to be

attached.

• Documents for the Supplier: If there are documents that you require the Supplier to receive

with the Purchase Order, these can be attached and select the External checkbox.

Click Select Files to add attachments. Select the file(s) from your computer and add. In the

example below, two attachments have been added.

When you select the External

check box, the attachment will be

added to the PO and will be

shared with the supplier.

Otherwise, the attachment will

only go to the approver.

You can provide your

comment related to the

attachment in the Comment

field. This will be visible to

the supplier.

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Access any Alerts and review any messages. All Errors will need to be resolved before you

will be able to submit the requisition for approval.

Once the requisition is approved, a purchase order will be auto-generated and issued to each

supplier. Refer to the Purchase Order reference guide to learn more about purchase orders.

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50.Click Submit to finalise the requisition.