Billiken Buy Moving to Workday
Beginning Monday, July 6, purchase requisitions, including Billiken Buy purchases, will be completed and approved in Workday as part of the second phase of the project, Workday Financials.
But Billiken Buy is not going away. Instead, Billiken Buy will launch through Workday to create a seamless shopping experience.
Making this change provides SLU the opportunity to have a single system to initiate, track and manage all procurement activity, along with any related financial processing and reporting.
It’s important to note that all University employees will get access to Billiken Buy through Workday, eliminating the need to request new users for the system.
What Will Users Have Access To?
Users will continue to have access to the large assortment of “punchout” catalogs currently in the Billiken Buy marketplace. E-invoicing will also continue for applicable punchout vendors.
This includes blanket orders for punchout vendors (using supplier contracts) and blanket orders for non-catalog goods and services. Receiving and procurement reports will also be completed within Workday.
When a user makes a purchase, Workday will use their default workspace – down to the room number – as the delivery location. Users who purchase on behalf of someone else can select an alternate location for delivery.
How Will Approvals Work?
Approvals will be completed in Workday. Approvals will automatically flow into an approver’s Workday inbox. Approval status, including who can approve a purchase requisition, will be visible in the new system.
Purchasing questionnaires for any purchases that are $10,000 or above that require a competitive bid or sole-source documentation will be completed within Workday as well.
What About Banner Account Codes?
Banner account codes have been mapped to what Workday calls “spend categories.” A reference document has been created to map the key account codes to the associated Workday spend category.
Additionally, SLU’s procurement office has created a procurement spend category cheat sheet as a job aid – available in Workday – for the most commonly used spend categories.
How Can Users Learn More?
For more information about the move of Billiken Buy to Workday, review a recording of a recent procurement training presentation.