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Workday-Billiken Buy

Workday is Saint Louis University's ERP system for financial and human resource functions. Billiken Buy is Saint Louis University's eProcurement solution and is now housed within Workday.

While shopping can still be done in Billiken Buy catalogs, requisitions are completed and route for approval in Workday. Also, receiving and blanket orders are now created in Workday.  There are two integrations in place: one allows users to “punchout” to Billiken Buy to shop in the marketplace in supplier punchout catalogs and then return their items to Workday; the other pushes purchase orders from Workday to Billiken Buy. The suppliers receive purchase orders from Billiken Buy.

Workday-Billiken Buy FAQ

How does a new employee gain access to Billiken Buy?

All employees have access to Billiken Buy in Workday. Reference the job aid library for Procurement job aids related to the most common tasks. If additional training or guidance is needed, contact billikenbuyadmin@slu.edu. 

What is Unimarket? What is Billiken Buy? 

Unimarket is the eProcurement company that Saint Louis University partnered with for an eProcurement solution. Billiken Buy is the internal marketplace name that Saint Louis University selected for this system.

What should I do when I cannot locate a supplier in Workday that used to be in Billiken Buy?
Reach out to billikenbuyadmin@slu.edu and supplieraccounts@slu.edu if a supplier that your department has used in the past cannot be found in Workday. Most suppliers in Billiken Buy were migrated to Workday prior to go-live. In some cases, the supplier name in Workday might differ from the name that you are familiar with in Billiken Buy or Banner. When that happens, the Supplier Accounts team can assist by adding an alternate supplier name in Workday to simplify the searching process. Note: most foreign suppliers were not automatically migrated to Workday and supplieraccounts@slu.edu can assist with setting them up as the need arises. 
How are supplier profiles updated in Billiken Buy?
Changes to supplier profiles in Unimarket must be made by the supplier. If suppliers need assistance updating any portion of their profile, please have them contact Unimarket by email at support@unimarket.com or call (888) 868-5929, and press option ‘1’ for Support.  Their customer support team is ready, willing and very much able to help suppliers update information in their Unimarket profile.
Common examples of requested changes by suppliers include: a new email address for receiving purchase orders or a change to our main contact’s name or contact information.
How should departments handle credits by suppliers?
When suppliers do not intend to ship items that were billed on a previous PO, we ask that suppliers credit the original PO and then the department place a new purchase requisition for the items. If an invoice is over $250, receiving will be required for the invoice to be paid and the credit applied to the original PO. Contact accountspayable@slu.edu if you have questions regarding a supplier credit.
I received an error when trying to create a non-catalog order stating: “Non-catalog orders are not allowed for this punchout supplier. Please use the punchout catalog in Billiken Buy to add the items to your shopping cart.” What did I do wrong?
This supplier is unable to receive non-catalog/manual purchase orders. You should order from this supplier by adding the items that you need from the punchout catalog in Billiken Buy or by retrieving the supplier’s quote in their catalog. To clear the order from your shopping cart, use the “View Cart” task and then click on the trash can icon for each line item to clear the non-catalog items from your shopping cart. Reach out to billikenbuyadmin@slu.edu if you continue to experience issues.
My supplier included a discount on my quote. How should I factor this into my purchase requisition?
Do not add this discount as a negative dollar line item. Instead, you can deduct the discount from the lump sum total of your purchase requisition (for a single line item requisition) or deduct it from one line item (on a multi-line item requisition).
What does the “high priority” indicator do for Workday purchase requisitions?
This is a Workday delivered flag and it does not elevate the approval priority of the requisition unfortunately. We recommend that you do not use this “high priority” indicator. Instead, reference the “process history” section of the purchase requisition and follow up with the approver directly to request expedited approval of the purchase requisition.
Can I create a purchase requisition with products from two suppliers?
Workday has a custom validation in it so that purchase requisitions cannot be generated to multiple suppliers. You can add the items to your shopping cart but you will be unable to create the purchase requisitions.
How can I create a blanket order for a punchout vendor?
A blanket order for a punchout vendor should be created as a supplier contract in Workday. These supplier contracts do not encumber the blanket amount, instead they encumber funds as purchase orders are issued against the supplier contract. These purchase orders will not route for approval and will be issued to the punchout supplier immediately. The supplier contract balance will be drawn down in Workday as purchase orders are issued against them.
How do I create a blanket order for a non-catalog vendor?
Blanket orders for non-catalog vendors should be issued as standard purchase orders for services in Workday. Designating these blanket orders as services allow for multiple invoices with multiple receipts to be issued against the blanket amount. These blanket orders encumber the full blanket amount when they are created.
Who can receive purchase orders in and what orders need to be received?
Purchase orders can be received in by the Buyer on the purchase order or by users in the Cost Center Approver $5K approval queue for that order’s cost center. Only the PO Buyer will receive match exception notifications when a PO requires receipt for an invoice to be approved. As a best practice, we ask that all purchase orders be received in, regardless of price; however, receipt is required on purchase orders that have a pending invoice of $250 on them.
How do I cancel a purchase order?
The Cancel PO feature is limited to Procurement Admins only in Workday. If you need to cancel a purchase order, contact the vendor directly to do so. Then reach out to billikenbuyadmin@slu.edu with the PO number that you need canceled. 
Can I copy my purchase orders in Workday?
Users can copy their purchase requisitions in Workday. Go to the “Actions” button by the requisition you wish to copy, and under the “Procurement” prompt, select “Add to Cart.” This will add the items from your purchase requisition into your shopping cart. We do not recommend copying purchase requisitions from punchout vendors and pricing and product availability is subject to change and may result in billing discrepancies.
Will I still receive an email from Unimarket with my purchase order details when it’s approved?
Buyers will continue to receive a copy of the PO by email when it’s sent to the supplier. An exception to this rule is retrofit purchase orders because they are not sent to Unimarket or to the supplier. 
What is the Workday Supplier ID?
It is the same as the legacy Banner ID for the supplier. You can type it into the supplier field or the supplier’s name.
If I issue a change order, will my supplier receive a copy of it?
No, change orders are not automatically issued to suppliers, nor are they sent to Unimarket. If your supplier requires a copy of your change order, you will need to find the purchase order in Workday and select “Printable Version” from the Procurement option in the Actions menu from the PO.
Are there budget checks in Workday?
Yes, there are two budget checks – at requisition submission and final requisition approval. Users will only see this budget check warning if their budget is insufficient for that spend category. If you receive this warning, the Cost Center Manager/Business Manager will want to do a Budget Amendment to realign the budget. Otherwise, they will receive a warning every time.
Are users able to add text to the deliver address?
No, you cannot free text the deliver to address. Addresses in Workday are updated from FM systems. If your delivery address in Workday is causing delivery issues with a supplier, please contact billikenbuyadmin@slu.edu. 
Can I look up POs that were previously issued in Billiken Buy?
Yes, you can view previous POs, but you must access Billiken Buy through Work Day.
How do you pull a quote from a supplier within Workday?
The process is very similar to the previous process in Billiken Buy. Search for Create a Req and then click standard PO. Once into the next screen you would “Connect to Supplier website” which will transition you into Billiken Buy. Once there the process will be exactly the same as it was before. Navigate too the supplier home page and search for the quote. Once the quote is updated into your cart you will then transition the cart over to Workday and finish the process as if it is any other standard PO in Workday.
Are past PO’s loaded into Work Day?
No, previous information will still be stored into Billiken Buy which you can get to by searching for a standard PO and then clocking on “Connect to Supplier Website” which will take you into Billiken Buy. From there you can search through
What is a spend category and how do I know what spend category to select for my purchase requisition or supplier contract?

The spend category is a worktag required for all spend transactions (e.g.: office supplies). It was previously known in Banner and Billiken Buy as the account code. Users can enter the legacy Banner account code into the spend category field for it to display (ex: 751000). 

A full list of spend categories and the legacy account codes (defined as “commodity code”) can be found by running a report titled “Data Audit – Spend Categories and Spend Category Hierarchies.” There is also a Procurement Spend Category crosswalk in the Procurement job aids that identifies the Workday Procurement spend category for the most commonly used Banner account codes.

How do I know if I need to use a Sourcing Buyer in my department?

If your department/division relies on a centralized purchasing role to complete purchase requisitions, the requester would add a Sourcing Buyer. This replaces the Browser to Buyer reassignment function in Billiken Buy. If you add a Sourcing Buyer to your requisition, they will receive a task in their inbox to review the requisition and have the ability to edit it prior to it routing for approval. 

Please note, the Sourcing Buyer field is not limited to the Cost Center and anyone can be selected. If you are unsure who to select as your department’s Sourcing Buyer, we recommend reaching out to your Cost Center Manager/Business Manager for confirmation.

What catalogs are available in Billiken Buy?

Many key suppliers have catalogs in our marketplace. They include, but are not limited to: Staples, Grainger, Dell, Amazon Business, CDW, McKesson-Medical Surgical, Fisher Scientific, VWR, Sigma-Aldrich, and Ronnoco Coffee. Catalogs will continue to be added as we identify suppliers that have valid contracts and can integrate with the system.

What is the difference between the deliver-to and ship-to field in Workday when creating a purchase requisition?

The deliver-to field indicates your employee workspace on campus. The default deliver-to field is driven by your Workday user profile and should be updated in FM Systems if it is incorrect. 

The ship-to field indicates the street address of the building that your employee workspace is located. End users who place purchase orders on behalf of users in other rooms or buildings on campus can clear out the default deliver-to field to search for a new location. We recommend adding the room number of the destination they are searching for to narrow down search results. Once a new deliver-to field is selected, the ship-to field will automatically update.

These are critically important fields to be mindful of as they complete the delivery details on the purchase order sent to your supplier. The room number in your deliver-to field will populate the ATTN to field on your purchase order. The ship-to field will complete the building address details. 

If you would like to change the name of the recipient of the order you are placing, you can select a new employee in the ship-to contact field of the first line item of your purchase requisition. Details on updating all fields are available in all applicable job aids.

How do I know which blanket order option is applicable to my supplier/expense?
 A blanket order for a non-catalog supplier will be issued a standard services purchase order. A blanket order for a punchout supplier will be created as a supplier contract. You can reference the Blanket Order Decision Tree job aid for further guidance or reach out to your department’s Business Service contact for further clarification if needed.
 Where can I check the approval status of my purchase requisition?
 

Every Workday user has a “My Requisitions” icon on their Workday home page. You can access your five most recent purchase requisitions with this icon. Click on the requisition hyperlink and then expand the “Process History” section. The “Process History” section shows the business process that your requisition has followed and if you scroll to the bottom, you will see the current status and approver whose action it requires. You can tag the approver in the Comments section and ask them to expedite, if necessary. They will receive a notification in Workday for the comment.

If you want to view additional requisitions pending approval, you can enter “My Requisitions” in the search field, add the necessary filters (“In Progress” for status, supplier, etc.) and then proceed with the instructions above to view the process history.

 Can I attach a supplier’s quote to my purchase requisition?
 

No, Documents should be attached to purchase requisitions for internal purposes only. If you are ordering from a quote, you can reference the supplier quote number in the “Item Description” field or “Memo to Supplier” section of the purchase requisition. If you attach a quote to your purchase requisition, it will not be sent to your supplier with your purchase order.

 When should I use the retrofit requisition type?
 Users should select the retrofit requisition type if goods/services have already been rendered and they have an invoice in hand. The requester will be required to attach an invoice to the requisition as it routes to Accounts Payable for keying after the PO is approved. The retrofit PO will not be sent to the supplier. Retrofit Purchase Orders will only be visible in Workday (not Unimarket). If a supplier requires a copy of the purchase order, you can select “Printable Version” from the Purchase Order actions menu and it will provide you with a PDF version of the PO that can be emailed to your supplier contact.
Are justification notes required to be completed?
Yes, a Workday questionnaire will be required for purchases exceeding $10,000, when competitive bids cannot be obtained. These notes are only visible internally to Saint Louis University users and approvers on the requisition.
Will receiving be required in Workday? 
All orders exceeding $250 will require receipt.
How should users handle urgent purchase orders? 
If users often have an urgent need to receive goods from punchout suppliers, it is recommended that users set up supplier contracts in Workday with these suppliers. A supplier contract will route for approval at the designated blanket amount upfront. The department can then create purchase orders against that supplier contract to bypass the requisition approval process and the POs will be issued immediately.