Procurement: How to Create a Supplier Request in Workday

This user guide provides step-by-step instructions on how to create a Supplier Request in Workday. Use this process to request the addition of a new supplier to the system, ensuring all required details are provided for review and approval.

An incomplete Supplier Request can be saved and finished later by clicking “Save for Later” at the bottom of the screen. Note that all errors must be cleared up for the saving to occur.

To view the status of your request(s), type "My Supplier Requests" in the Search Bar and click on the "My Supplier Requests" report.

How to Create a Supplier Request

Step 1: From the Workday Search Bar, enter Create Supplier Request and select the task. The Create Supplier Request screen displays.

Screenshot of Search bar at the Workday home screen.

Step 2: On the Create Supplier Request home screen, it is required to complete the following forms (whichever is applicable) depending on if you are a PO Supplier (supplier used for purchases that require a purchase order (PO) in Workday, e.g. Office Depot (for office supplies ordered via purchase order)) or Non-PO Supplier (supplier used for payments that do not require a purchase order, such as reimbursements or certain services e.g. Independent contractor (for direct payment without a purchase order), W9 Form, W8 ECI Form, W8 BEN Form, and W8 BEN-E Form.

PO Suppliers: A recent W9 or W8 form (whichever is applicable) and the completed Supplier Intake form are required in order create a supplier request for a PO vendor.
Non-PO Supplier: A recent W9 or W8 form (whichever is applicable) is required

Screenshot of the Create Supplier Request home screen.

Step 3: After you have completed the applicable forms, you need to complete the following required fields:

Worker – auto populates with your name
Supplier Name
Tax ID
Justification (why this new vendor is needed)

Screenshot of the Create Supplier Request home screen with the Supplier name (required field) highlighted.

Step 4: Scroll down to the Contact Information tab and complete the following information then click OK:

Country Phone Code (select or type in the relevant country)
Phone Number
Phone Device
Use For (select the use(s) for the phone number above)
Scroll down to “Address”, click on “Add” to open the address section, and complete the required fields
1. Check the ‘Primary” check box, if this is the primary address, and
2. Select the relevant “Uses” for the address

Note that at least one address must be marked “Primary”.

Note that if the Supplier Accounts Receivable is different than the supplier’s main address you need to create a second address by clicking “Add” at end of Address section and repeat the steps above.

Scroll down to “Email” click on “Add” to open the section and complete the required fields

Screenshot of the Create Supplier Request home screen with the Contact Information tab highlighted.

Step 5: If the vendor has a classification (small business, woman owned, etc.) document this information in the “Classification” Tab. If there is no classification, this step is skipped.

Scroll back up to the second tab Classification, and complete the following information for Supplier Classifications:

Navigate to the Supplier Classifications section (this is part of the Create Supplier Request form)
Click the drop-down menu under Supplier Classifications by Country.
Select the appropriate country
1. For U.S.-based suppliers, select “United States of America.”

Screenshot of the “Supplier Classification” section under the “Classification” tab on the “Create Supplier Request” form.

Choose applicable classifications based on the supplier’s status.

Screenshot of the “Supplier Classification” options for US based suppliers.

Step 6: Now click the Attachments tab to the right of the Classification Tab, click Select Files (e.g. W-9, banking form, quote, contract, or justification memo) and upload.

The completed Supplier Intake Form (make sure it includes the completed ACH and Conflict of Interest forms)
PO Suppliers: A recent W9 or W8 form (whichever is applicable) and the completed Supplier Intake form are required in order create a supplier request for a PO vendor.
Non-PO Supplier: A recent W9 or W8 form (whichever is applicable) is required
The Supplier’s W9 (no older than 3 years old)

Screenshot of the Attachments tab with the Attachments tab, and Select Files highlighted.

Step 7: If you wish to include individual contact information for the supplier follow the steps below. If not, this step can be skipped.

Click the Supplier Contact tab (to the right of the Attachments Tab) and click “Add” to add additional contact information (individuals at the company which you interact) and at a minimum, complete the required fields:

Note that “Country” will Auto populate to the United States of America.

First Name
Last Name
Email Address
Type – Select one of the options, Home or Work.
In the “comments” section you can add a phone number and any other pertinent information (optional)

Screenshot of the Create Supplier Request home screen with the Supplier Contact tab, Country, First and Last Name, and OK button all highlighted.

Step 8: Select OK when completed.

Experiencing an issue or need additional support? Contact our OneIT Team by

Opening a support ticket or
Call us at 201-216-5500

If you need assistance with creating a requisition, contact Finance Support at finance-support@stevens.edu.