4. Select. and should not be modified. The Connect to Supplier Website will display.

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Hortense Wilkins
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This job aid steps you through the business process to create a Punchout requisition. Punchout is a means for connecting to a supplier s website through the city s financial system of record.

1 This job aid steps you through the business process to create a Punchout requisition. Punchout is a means for connecting to a supplier s website through the city s financial system of record. The Punchout websites are designed and custom-built for the city per the terms, conditions, item pricing, etc. of an existing contract. Punchout requisitions are sourced to a Purchase Order automatically, and the Purchase Order is sent to the supplier automatically in an electronic (XML) format. c. Currency This field will populate with USD and should not be modified. d. Requisition Type Type or select REG. 1. Type Create Requisition in the Workday Search field (partial words will work). 2. Select Create Requisition Task. 4. Select. 5. Select Connect to Supplier Website in the Select an Option section. 3. Populate the following fields. (Fields with red stars ( ) are required.) a. Company This field will populate with City and County of Denver and should not be modified. b. Requestor This field will populate with the requestor s name and should not be modified. The Connect to Supplier Website will display. 4/16/2018 1

6. Locate the supplier and click. Not all suppliers Punchout sites function the same.

and you may see different terms prompting you to checkout.

When you are done shopping use the supplier s functionality to check out, transfer selected

Review the items in your cart and checkout. 9. Verify the items in your cart.

2 6. Locate the supplier and click. Not all suppliers Punchout sites function the same. While shopping in the supplier s Punchout site you are using the supplier s functionality and you may see different terms prompting you to checkout. Common terms include Review & Checkout, Return to Order, Submit Order, etc. When you are done shopping use the supplier s functionality to check out, transfer selected items to a Workday requisition, and return to Workday. The View Cart page will display. The supplier s webpage will display. 7. Select the items you want to purchase and add them to your shopping cart. 8. Review the items in your cart and checkout. 9. Verify the items in your cart. Note: If you decide to not make a purchase, do not use the back arrow to return to Workday. Instead, sign-off and/or close the browser. Keep in mind that this will also close Workday and you will have to log onto Workday again. 4/16/2018 2

3 10. Select. Activities on the following pages are considered the header of the requisition. Most of the information entered in these categories will pertain to the whole order versus individual line items like it has so far in the process. 13. Review the Information fields: a. Sourcing Buyer This field is not utilized for Punchout requisitions and should remain blank. b. High Priority Do not check this box. If you have a high priority request, contact your buyer. c. Memo to Suppliers Information entered in this field applies to all lines on the requisition and will be displayed on the Purchase Order to the Supplier. d. Internal Memo (Required) This field must always contain the following information: i. primary agency contact name, phone, ; 11. Select the appropriate Shipping Address. To apply the default Ship-To Address to all lines on the requisition, select the corresponding checkbox. Note: Staples and Faison Punchouts only: There are Shipping Address designated for Staples or Faison Punchouts only. Depending on the site you shopped, you must search for either Staples or Faison, then scroll through the addresses in the results to find the correct address 12. Select or click Information from the menu. ii. supplier contact name, phone, ; and iii. department or agency bill-to address. Additional information about the purchase can also be entered here (if applicable). It will not be displayed on the Purchase Order to the Supplier. e. Select or click Attachments from the menu. 14. Add Attachments to the Punchout requisition. a. Select Attachments. b. Choose Select Files and locate the file(s) that you want to attach. Keep in mind that any files you attach will not be sent to the supplier. 4/16/2018 3

4 15. Select or click Line Defaults from the menu. 16. Enter the applicable Line Defaults fields. a. Requested Delivery Date This field is required and must be equal to or greater than the request date. The requested delivery date and is not guaranteed or binding. b. Supplier This field will automatically populate with the Punchout supplier information. c. Select. 17. The Review and Submit tab will open. a. Verify the following information: Item Description Spend Category Supplier Quantity (goods lines) Unit of Measure (goods lines) Unit Cost (goods lines) Extended Cost Service Dates (service lines) Ship-To Contact Delivery-To Cost Center Fund b. Enter the following line information in the following fields as applicable: Program Project Grant Capital Program Additional Worktags 18. Select or click Review and Submit from the menu. 19. Select Submit to create a requisition, assign a requisition number, and to submit the Punchout requisition for approval. The Punchout requisition will be rerouted back to the Enterer s Inbox for approval before it is sent to required approvers. If the Punchout requisition is not complete select Save for Later to create a requisition and assign a requisition number. This will allow you to continue to work on it later. If you no longer want to continue with the requisition select Cancel. 4/16/2018 4

5 Workflow Punchout requisitions are subject to the same workflow approvals and budget checking as other requisitions. After the final approval, the requisition is sourced to a Purchase Order automatically, and the Purchase Order is issued/placed with the supplier electronically and automatically through the supplier Punchout site. Invoices Invoices will not be sent to the department or agency, instead they will be sent by the supplier through the Punchout and be converted to a Workday Supplier Invoice automatically. Staples and Faison Punchout Contact Staples and Faison Customer Service for all customer service issues, except for ship to address issues, via or phone: Red@staples.com Follow these steps to request a new address or change to an existing Shipping Address for the Staples or Faison Punchouts 1. Send all requests by for new addresses or changes to existing addresses to central.purchasing@denvergov.org. 2. Shipping Addresses must include the following details.: Paste this table in an , complete the Information column. to central.purchasing@denvergov.org. Fields in red are required. Label Department/Agency Physical Address (includes street address, street name, and street direction if South or East) Additional Delivery Information City Zip Code Information Purchasing (example) 201 W Colfax Ave (example) 11 th FL (optional) Denver (example) (example) phone To ensure efficient and correct processing of Staples or Faison orders, both Workday and the Staples and Faison systems must have the same list of Shipping Addresses designated for Punchouts. 4/16/2018 5

Create Contract Amendment Requisition

Create Contract Amendment Requisition The job aid below describes the steps to submit a requisition for contract amendment requests. 1. Type Create Requisition in the Workday Search field (partial words will work). 2. Select Create Requisition