Saint Louis University Year-End Requisitioning Procedure

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

Process SLU 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 a 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, 2024, 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 July 1. FY25 standard purchase requisitions must have a requisition request date of July 1, 2024, or later. Users must change the requisition request date to July 1, 2024, to record the transaction in FY25. FY25 requisitions will be held for final approval until July 1, 2024.

For FY25 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, 2024.

FY25 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 the requisitioning procedures for fiscal year-end.

Observe due dates on calendars when submitting documents for processing.

Blanket Orders

Effective June 10, 2024, users can initiate FY25 blanket orders in Workday (noncatalogs 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: noncatalog blanket orders and supplier contracts.

Noncatalog Blanket Orders

Select “noncatalog blanket order - PO does not issue to supplier” as the requisition type for noncatalog 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: FY25 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., July 1, 2024 – June 30, 2025) - unless a grant applies, in which case, you would use the end date of the grant.
Request Date: Change the request date to July 1, 2024, the beginning date of the fiscal year that it applies to.

To copy a noncatalog 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 July 1, 2024, and change the requisition type if necessary (noncatalog blanket orders should use the new “noncatalog 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 that completion will be required for requisitions over $10,000.

FY25 noncatalog blanket orders will have final approval on July 1. FY25 noncatalog 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 FY25. 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. July 1, 2024 – June 30, 2025) - 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 eight 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.

FY25 supplier contracts (blanket orders for punchout suppliers) may be approved before July 1. Supplier contracts do not issue to suppliers.

Increase FY24 Blanket Orders

Buyers must increase their blanket orders by June 18, 2024, 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 18, the required transaction varies based on the entry date.

Processing Instructions for This Fiscal Year-End Close

For FY24 invoices received by June 25, 2024, a retrofit order should be entered for PO suppliers in Workday by 5 p.m., Tuesday, June 25, to allow for approval by June 28.
FY24 invoices received on or after June 26, 2024, a supplier invoice request should be entered for non-PO suppliers in Workday by 5 p.m., Thursday, July 9, to allow for approval by July 11.
For FY24 invoices (i.e. goods/services received June 30 or before) submitted for payment between June 26-July 9, 2024, that would have required a retrofit, a supplier invoice request should be entered in Workday by 5 p.m., Thursday, July 9.
Any FY24 invoices to be processed for payment beginning June 26 through July 9, should be processed using supplier invoice request, regardless of whether the supplier is a PO supplier.
FY24 retrofit requisitions will no longer be processed beginning June 26, 2024.
FY25 Retrofit requisitions can be processed beginning July 1, 2024, and ongoing.

This blanket-order training session recording can be referenced for additional guidance on creating FY24 blanket orders or increasing FY25 blanket orders.

Receiving

Orders of $250 or greater require receipts in Workday. Buyers must stay current with FY24 and FY25 receiving for orders $250 or greater. The receiving deadline for FY24 purchase orders is June 30, 2024. Accounts Payable reviews reports for orders received and not invoiced and orders invoiced and not received, and will follow up as necessary.