Saint Louis University Year-End Requisitioning Procedure

This guide will assist Saint Louis University staff in performing year-end requisitioning procedures.

Process Saint Louis University purchase requisitions to the appropriate fiscal year. Expenses must be recorded in the fiscal year in which the goods or services are received, regardless of the date of the actual payment or issuance of purchase order.

The Workday invoice date determines the fiscal year to which the transaction is recorded.

Purchase Requisitions

If you anticipate receiving goods/services by June 30, 2023, you may create a standard purchase requisition and leave the requisition’s default request date at the day the purchase requisition is created. The Workday invoice date determines the fiscal year to which the expense is recorded.

Standard purchase requisitions for goods/services to be delivered July 1 or later can be initiated on June 12. FY24 standard purchase requisitions must have a requisition request date of July 1, 2023, or later. Users must change the requisition request date to July 1, 2023, for the transaction to be recorded in FY24. FY24 requisitions will be held for final approval until July 3, 2023.

For FY24 standard purchase requisitions where the supplier requires a PO in June to ensure delivery in early July, note that in the memo field and do not change the purchase requisition request date to July 1, 2023.

FY24 standard purchase requisitions will be approved and purchase orders issued to suppliers on July 3.

Please also see the fiscal year-end processing checklist, the fiscal year-end calendars for June and July, and requisitioning procedures for fiscal year-end.

Observe due dates on calendars when submitting documents for processing.

Blanket Orders

Effective June 12, 2023, users can initiate FY24 blanket orders in Workday (non-catalogs and supplier contracts). To ensure that your blanket orders are reviewed in a timely manner and will be available for use on July 1, it is important to follow the specific date requirements referenced in the blanket order job aids:

Workday has two options for blanket orders: non-catalog blanket orders and supplier contracts.

Non-Catalog Blanket Orders

Select “non-catalog blanket order - PO does not issue to supplier” as the requisition type for non-catalog blanket orders. Complete these important fields as follows:

Item Description: Enter a description for the blanket order in the item description field, including Cost Center/Supplier Name/Fiscal Year. Sample Text: FY24 Z220 VWR Blanket Order
Description: Add any applicable account numbers with the supplier in the description field of your blanket order.
Memo: Reference the previous FY blanket order number. If a previous fiscal year PO is unavailable, indicate so by including N/A or No prior year blanket PO in this field.
Start Date/End Date: Fiscal year dates (e.g. 07/01/2023 – 06/30/2024) - unless a grant applies, in which case, you would use the end date of the grant.
Request Date: Change the request date to 07/01/2023, the beginning date of the fiscal year that it applies to.

To copy a non-catalog blanket order, reference the instructions on page two of this job aid:

This will copy information from the purchase requisition into your shopping cart. The following information can be updated if necessary:

The description and dollar amount can be updated before selecting checkout.
On the checkout page, change the request date to 7/1/23, and change the requisition type if necessary (non-catalog blanket orders should use the new “non-catalog blanket order - PO not issued to supplier” requisition type).
Change start and end dates in the service line.
Update any applicable worktags or other fields.
The purchasing questionnaire/justification does not copy to the new requisition, so completion will be required for requisitions over $10,000.

FY24 non-catalog blanket orders will have final approval on July 3. FY24 non-catalog blanket orders will not issue to suppliers once approved.

Supplier Contracts

For supplier contracts, complete these important fields as follows:

Contract Name: Enter the cost center (Dxxx), supplier name and the fiscal year. Sample Text: D060 Staples FY24. Add a unique identifier if multiple blanket orders will be issued to this vendor in your cost center.
Contract Reference: Previous fiscal year’s supplier contract number.
Start Date/End Date: Fiscal year dates (e.g. 07/01/2023 – 06/30/2024) - unless a grant applies, in which case, you would use the end date of the grant.

*** Do not enter start/end dates into the goods line. Workday will not allow these fields to have dates in them.

To copy a supplier contract, reference the instructions on Page 8 of this job aid:

This will copy information to a new supplier contract. The following fields can then be updated:

New contract name required
Contract reference – previous supplier contract number
Supplier contract start/end dates
Original contract amount
Goods line extended amount - update if the contract amount above was updated
The purchasing questionnaire/justification does not copy to the new supplier contract, so completion will be required for supplier contracts over $10,000.

FY24 supplier contracts (blanket orders for punchout suppliers) may be approved before July 1. Supplier contracts do not issue to suppliers.

Increase FY23 Blanket Orders

Buyers must increase their blanket orders by June 20, 2023, if they anticipate additional expenses over the FY24 blanket order remaining balance. If the blanket PO has an insufficient balance and invoices are received after June 20th, the required transaction varies based on the entry date.

Processing Instructions for This Fiscal Year-End Close

For FY23 invoices received by June 27, 2023, a retrofit order should be entered for PO suppliers in Workday by 5 p.m., Tuesday, June 27, to allow for approval by June 30.
FY23 invoices received by June 27, 2023, a supplier invoice request should be entered for non-PO suppliers in Workday by 5 p.m., Tuesday, June 27, to allow for approval by June 30.
For FY23 invoices (i.e. goods/services received June 30 or before) submitted for payment between June 28-July 11, 2023, that would have required a retrofit, a supplier invoice request should be entered in Workday by 5 p.m., Tuesday, July 11.
Any FY23 invoices to be processed for payment beginning June 28 through July 11, should be processed using supplier invoice request, regardless of whether the supplier is a PO supplier.
FY23 retrofit requisitions will no longer be processed beginning June 28, 2023. This blanket-order training session recording can be referenced for additional guidance on creating FY23 blanket orders or increasing FY24 blanket orders.
FY24 Retrofit requisitions can be processed beginning July 1, 2023, and ongoing.

Receiving

Orders of $250 or greater require receipt in Workday. Buyers must stay current with FY23 and FY24 receiving for orders $250 or greater. The receiving deadline for FY23 purchase orders is June 30, 2023. Accounts Payable reviews reports for orders received and not invoiced and orders invoiced and not received, and will follow up as necessary.