Saint Louis University Year-End Requisitioning Procedure

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, 2022, 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 13. FY23 standard purchase requisitions must have a requisition request date of July 1, 2022 or later. Users must change the requisition request date to July 1, 2022 for the transaction to be recorded in FY23. FY23 requisitions will be held for final approval until July 1, 2022.

For FY23 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, 2022.

FY23 standard purchase requisitions will be approved and purchase orders issued to suppliers on July 1.

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 13, 2022, users can initiate FY23 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:

There are two options in Workday for blanket orders: non-catalog blanket orders and supplier contracts.

Non-Catalog Blanket Orders

For non-catalog blanket orders, select “non-catalog blanket order - PO does not issue to supplier” as the requisition type. 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: FY23 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 not available, indicate so by including N/A or No prior year blanket PO in this field.
Start Date/End Date: Fiscal year dates (e.g. 07/01/2022 – 06/30/2023) - unless a grant applies, in which case, you would use the end date of the grant.
Request Date: Change the request date to be 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 7/1/22, change 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 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.

FY23 non-catalog blanket orders will have final approval on July 1. FY23 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 FY23. 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. 07/01/2022 – 06/30/2023) - 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 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.

FY23 supplier contracts (blanket orders for punchout suppliers) may be approved in advance of July 1. Supplier contracts do not issue to suppliers.

Increase FY22 Blanket Orders

Buyers must increase their blanket orders by June 21, 2022, if they anticipate additional expenses over the FY22 blanket order remaining balance. If the blanket PO has an insufficient balance and invoices are received after June 21st, the required transaction varies based on the date of entry.

New Processing Instructions for This Fiscal Year End Close

For FY22 invoices received between June 21-June 28, 2022, a retrofit order should be entered for PO suppliers in Workday, no later than 5 p.m. on Tuesday, June 28 to allow for approval by June 30.
For FY22 invoices (i.e. goods/services received June 30 or before) submitted for payment between June 29-July 6, 2022 that would have required a retrofit, a Supplier Invoice Request should be entered in Workday, no later than 5 p.m. on Wednesday, July 6.
FY22 retrofit requisitions will no longer be processed beginning June 29. This blanket order training session recording can be referenced for additional guidance on creating FY23 blanket orders or increasing FY22 blanket orders.

Receiving

Orders of $250 or greater require receipt in Workday. Buyers need to stay current with FY22 and FY23 receiving for orders $250 or greater. The receiving deadline for FY22 purchase orders is June 30, 2022. Accounts Payable reviews reports for orders received and not invoiced and orders invoiced and not received, and will follow up as necessary.