Order Status and Editing Orders

 

How can I find my requisition (REQ) in Workday?

You can find your requisitions (REQ) two ways in Workday:

By using the My Requisitions report. The My Requisitions report can be found by typing My Requisitions in the search bar at the top of Workday OR under the Procurement application on the Workday homepage, you will find it in the column on the right, under Campus Reports. A Workday Knowledge Base Article for the report is also available.

By typing the REQ number in the search bar at the top of Workday and selecting the category All of Workday on the bottom, left side of the screen.

 

 

How can I find my Purchase Order (PO) in Workday?

You can find your Purchase Order (PO) two ways in Workday:

By using the My Requisitions report.  The My Requisitions report can be found by typing My Requisitions in the search bar at the top of Workday OR under the Procurement application on the Workday homepage, you will find it in the column on the right, under Campus Reports. A Workday Knowledge Base Article for the report is also available.

By typing the PO number in the search bar at the top of Workday and select the category All of Workday on the bottom, left side of the screen.

 

 

What is the difference between a cyBUY Requisition (REQ) number, a cyBUY Purchase Order (PO) number, and a cyBUY Purchasing Card Transaction Verification (PCV) number?

A cyBUY REQ or Requisition number (ex:  REQ-xxxxxx) is the number assigned to an order once it has been submitted in Workday for approval or saved as a draft in Workday (see images below).

 

A cyBUY PO or Purchase Order (ex:  PO-xxxxxx) is created after the requisition has been approved. This is the number that is submitted to the supplier.  Suppliers do not receive the requisition number (see images below).

 

A cyBUY PCV or Procurement Card Transaction Verification (ex:  PCV-xxxxxx) is created after the order is shipped from the supplier and the payment transaction from the supplier posts to Workday.  The PCV is the equivalent of an invoice that gets charged to the PO (see images below).

 

 

You can find your Requisition number and the PO number for your requisitions by using the My Requisitions report in Workday.

The My Requisitions report can be found by typing My Requisitions in the search bar at the top of Workday OR Under the Procurement application on the Workday homepage, you will find it in the column on the right, under Campus Reports. A Workday Knowledge Base Article for the report is also available.

 

You can find your PCV number using either the ISU cyBUY PO and PCV Transaction Report or, if you have already found the PO, the PCV’s may be included in the  Business Document Lines section of each of the goods lines on the PO.

When looking for all PCVs relating to a specific PO, you should only enter the PO# in the ISU cyBUY PO and PCV Transaction Report (see image below).

 

 

 

How can I check the status of my order?

See if a Purchase Order (PO) has been created using the My Requisitions report.  

To confirm your order has been sent to the supplier, click on the PO number from the My Requisitions report results and scroll down to the Goods Lines.

Click on the Process History tab just above the Goods Lines. 

  • If the Process History shows a Purchase Order XML Issue Event (see image below), the order has been sent to the supplier and you will need to contact them directly to check the status of your order.
  • To view the suppliers that have order history in their catalog, go to the Supplier Information Page. 
  • You can also contact the supplier by phone or email.

Contact information for each of the cyBUY suppliers can be found in the General Information box in the top right corner of the cyBUY Marketplace main page.

 

 

I see my order under the Recent Transactions within the cyBUY Marketplace, does that mean the order was submitted?

No, while the Recent Transactions in the cyBUY Marketplace does show the items you have recently added to your cart, it does not mean that an order has been placed. 

To check the status of your cyBUY order use the My Requisitions report to see if a Requisition or a PO has been created. 

 

 

How can I edit my cyBUY order or change my worktag?

Where you are in the ordering process will determine the actions you will need to take to edit or change your cyBUY order.  Please see the How do I access and use cyBUY through Workday? section of the How to Use cyBUY page if you are unsure where you are in the ordering process.

If you have not yet submitted the Workday Checkout screen, you can still make any edits or changes to your cyBUY requisition, before clicking submit.

If you have already clicked submit on the Workday Checkout screen, contact your ISD Procurement and Expense Specialist (PES) ( finance_delivery@iastate.edu) or email a member of our cyBUY team (cyBUY@iastate.edu) for assistance. 

 

  • If the PO has not yet been created, your cyBUY requisition has not yet been sent to the supplier, and changes may be still be made by your  ISD Procurement and Expense Specialist (PES) or a member of the cyBUY team. To find out if your cyBUY requisition has been sent to the supplier and a PO has been issued, please see the How can I find my requisition (REQ) in Workday? section of this FAQ.
  • If a PO has been created and you need to change or edit the Worktag, send the PO number, the correct Worktag, and a note explaining that you need the Worktag corrected, to your  ISD Procurement and Expense Specialist (PES) (finance_delivery@iastate.edu).
  • If a PO has been created and you need to make edits or changes to the order quantity, add or delete items, and/or change the delivery address you will need to take two actions.   
    • You will first need to contact the supplier directly by phone or email to make any edits or changes to the order. Contact information for each of the cyBUY suppliers can be found in the General Information box in the top right corner of the cyBUY Marketplace main page.
    • After you have contacted the supplier directly and made any edits or changes to the order, you will need to request assistance changing your PO in Workday. Send an e-mail containing the exact changes you just made with the supplier, the PO number, and a request for assistance changing your PO in Workday to your  ISD Procurement and Expense Specialist (PES) ( finance_delivery@iastate.edu) or a member of the cyBUY team ( cybuy@iastate.edu).

 

 

How can I cancel my cyBUY order?

If you have not yet submitted the Workday Checkout screen, you can cancel the cyBUY requisition by clicking on the Actions button next to the REQ number at the top of the workday screen, clicking on Requisition, and selecting Cancel (see image below).

You will need to Confirm that you would like to cancel the requisition by clicking OK at the bottom of the screen.

 

If you have already clicked submit on the Workday Checkout screen, contact your ISD Procurement and Expense Specialist (PES) ( finance_delivery@iastate.edu) or email a member of our cyBUY team (cybuy@iastate.edu) for assistance.   

If the PO has not yet been created, your cyBUY requisition has not yet been sent to the supplier, and the Requisition can be canceled by your ISD Procurement and Expense Specialist (PES) or a member of the cyBUY team.

To find out if your cyBUY requisition has been sent to the supplier and a PO has been issued, please see the How can I find my requisition (REQ) in Workday? section of this FAQ.

Once a PO has been created, you will need to take two actions.

  1.  You will first need to contact the supplier directly by phone or email to cancel the order. Contact information for each of the cyBUY suppliers can be found in the General Information box in the top right corner of the cyBUY Marketplace main page or on the cyBUY Supplier Information page..
  2. After you have contacted the supplier directly and canceled the order, you will need to request assistance canceling your PO in Workday. Send an email containing the PO number, a statement about having already canceled the order directly with the supplier, and a request for assistance canceling your PO in Workday to your  ISD Procurement and Expense Specialist (PES) (finance_delivery@iastate.edu) or a member of the cyBUY team (cybuy@iastate.edu).

 

What if I need to set up a return or report a damaged item? 

You can either, contact the supplier directly by phone or email to request to set up the return merchandise authorization (RMA) for the order or email a member of our cyBUY team (cybuy@iastate.edu) for assistance. If you wish to reach out directly to the supplier, contact information for each of the cyBUY suppliers can be found in the General Information box in the top right corner of the cyBUY Marketplace main page or on the cyBUY Supplier Information page.

 

 

What is a spend category and what if I need to change it?

A spend category is used to describe what is being purchased, not what the item will be used for. For example, ink cartridges for a printer that will be used to print marketing materials, would have a spend category of SC10486 Office Supplies, not SC10316 Advertising – Other. A list of spend categories, including a description of each spend category, arranged by commodity area can be found on the Spend Categories by Commodity Area Webpage.

  • When ordering from most cyBUY suppliers, the spend category will automatically populate when the items are added to your cart. 
  • Please review the spend categories to make sure they correctly describe what is being purchased before submitting the Workday Checkout screen.
  • If you have already clicked submit on the Workday Checkout screen, contact your ISD Procurement and Expense Specialist (PES) ( finance_delivery@iastate.edu) or email a member of our cyBUY team (cybuy@iastate.edu) for assistance changing the spend category.
    • In your email requesting assistance changing the spend category, please include the REQ number, the item number(s), and the correct spend category for each item number.