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For a comprehensive guide on how to perform all procurement functions in WorkDay, please visit this link.

This reference guide provides information on the Procurement processes, including how to create purchase requisitions, purchase orders, and change orders, as well as process receipts and match exceptions for supplier invoices.

Contact Lisa Owens at owenslisa@wustl.edu with any additional questions related to procurement functions.

All Xerox blanket purchase orders must have the serial number in the body of the order. The serial number can be found on the card attached to the Xerox machine. Xerox is requiring that purchase orders be worded as follows:

BLANKET ORDER TO COVER PERIOD
DATE TO DATE IN ACCORDANCE
WITH AGREEMENT BETWEEN WU &
XEROX PER CONTRACT.

MACHINE MODEL #
MACHINE #
MACHINE SERIAL #
CONTACT NAME AND NUMBER

If you should have any questions please contact Rob Downey in Resource Management at 314-935-4298.

In certain situations, suppliers will not accept purchase orders or will require a deposit or pre-payment prior to shipment of goods or performance of services.

There are two policies to review to determine the proper method to use:

• SIR Policy
• CWO Check-With Purchase Orders Policy Statement

A “Check with PO” should only be used when a payment or a down payment must be made in advance in order for products or services to be provided.

Do not use “Check with PO” to pay an outstanding invoice. If products/services have already been received, and the PO is after the fact, place an order online as a “telephone order” (TO). Once the PO number is assigned, record the PO number on the invoice and submit it to Accounts Payable for normal processing. Please note that Telephone Orders do not print, so a hard copy will not be sent to the vendor.

Creating Purchase Orders that require a deposit or have multiple payment periods (i.e. 20% deposit; 30% upon installation; balance upon acceptance) should be entered in a specific format to facilitate proper handling and disbursement by Accounts Payable. Contact your AP representative with questions.

The use of a blanket order is most appropriate under the following conditions:

1. The monthly payment of services rendered such as:
   • copying services from a Xerox Copy center
   • monthly Cost-Per-Copy program
   • monthly coffee service
   • monthly bottled water service. The key element is that there is a known price associated with the service but an unknown monthly quantity. The Blanket Order should spell out the details of pricing.
2. The coverage for minor purchases in categories such as:
   • fleet services (repairs, gasoline)
   • facilities (minor hardware supplies, tools, electrical/plumbing supplies)
   • printing services (business cards, letterhead, excluding Custom Forms)
3. Maintenance/Service Agreements

Blanket orders re-issued for the new fiscal year must reference the previous blanket purchase order number.

Blanket orders are not to be used for suppliers competitive with Washington University Preferred Suppliers.

Resource Management and Accounts Payable continue to screen the Supplier Vendor File for duplications and address discrepancies. Before entering new vendor information, please check both the active and inactive vendor files.

If you are trying just to pay an invoice, it is NOT necessary to set up a new vendor number or to change the order address just to accommodate a new payment address. You can use an existing order address and Accounting Services can add the additional “remit to” address to the vendor record.

To set up a new vendor in WorkDay, please create a new supplier request. You will need to obtain the vendor’s W-9 prior to submitting this request, as it will need to be attached with the submission. New vendor files will not be created without this information.

Other things to remember:

1. Check the spelling of the vendor
2. Do not include “The” in the title of the company
3. Do not use any punctuation (i.e. hyphen, dash, period) in the supplier name. Should you need to direct a PO to a specific individual at the supplier, please enter their name in the description field of the PO.

If vendor information needs to be changed, such as address, purchase order distribution email, diversity classifications or payment terms, Purchasing Services should be contacted. New vendor numbers will not be created for these types of changes.

If vendor banking information needs to be updated or added, please contact A/P for the appropriate form to send to the vendor.