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
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.
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 firstname.lastname@example.org.
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.
Reach out to email@example.com and firstname.lastname@example.org 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 email@example.com
can assist with setting them up as the need arises.
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 firstname.lastname@example.org 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.
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 email@example.com
if you have questions regarding a supplier credit.
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 firstname.lastname@example.org if you continue to experience issues.
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).
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
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.
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.
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.
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.
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
email@example.com with the PO number that you need canceled.
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.
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.
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.
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.
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 firstname.lastname@example.org.
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
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
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.
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.
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.
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.
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
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.
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.
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.
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.
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.