Procurement: Create Departmental Supplier Contracts in Workday
This guide provides step-by-step instructions for creating Departmental Supplier Contracts in Workday. Departmental Supplier Contracts are used for agreements managed within individual departments. These contracts may include service agreements or other departmental-level engagements with suppliers.
Begin the process by accessing the Create Supplier Contract task in Workday and proceed by following the step-by-step instructions in the attachment.
Who should use this guide?
Department users are responsible for initiating and managing contracts with external suppliers for goods or services that fall under the Departmental Supplier Contract type.
Create a Departmental Supplier Contract
Step 1: From the Workday homepage, use the search bar to locate and select the Create Supplier Contract task.
Step 2: Enter information for the following required fields:
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Company – Stevens Institute of technology (self-populates)
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Supplier – is the vendor with whom you are entering a contract for goods or services.
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Contract Type – Choose the appropriate type:
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Department Supplier Contracts – Used when a department directly engages a supplier for goods or services outside central Procurement, typically for routine or long-term needs.
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ROU Operating Lease – Used when leasing an asset (e.g., equipment, space) that requires Right-of-Use accounting per ASC 842/IFRS 16. Recognized on the balance sheet.
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Sub-Contracts (Awards) – Used by Sponsored Accounting when issuing subawards as part of a sponsored project or grant, transferring part of the work to another entity.
Step 3: Create a new contract or copy details from an existing contract. Choose one of two options:
- Create blank supplier contract or
- Copy details of existing supplier contracts.
Note: The second option requires the name of the existing supplier contract you want to copy.
Step 4: Complete the required fields in the Contract Information section:
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Company – Select the company responsible for the contract. (Auto-populates from step 2)
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Supplier – Choose the vendor or supplier the contract is with. (Auto-populates from step 2)
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Contract Specialist – Enter the person managing the contract details.
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Buyer – Identify the individual responsible for purchasing.
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Contract Type – Select the appropriate category or type of contract. (Auto-populates from step 2)
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Contract Name – Provide a clear, descriptive title for the contract.
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Contract Reference – as needed. For example, the department name could be used as the reference in this field.
Step 5: In the Terms and Amounts section, complete the required fields: Start Date and Currency.
Then, enter additional details as needed, including Contract Signed Date, End Date, Total Contract Amount, Update Tax, and Default Tax Code.
Step 6: Under the Renewal Terms section, click checkboxes for Send Expiration Notification. Do not select Automatically Renew. Then, enter the information for Notice Period and Notice Period Frequency.
Step 7: Complete the following required fields under the Supplier Invoice Defaults section:
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Pay to Supplier – Specify the supplier entity to which payments will be made.
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Payment Terms – Select the agreed-upon conditions for payment timing (e.g., Net 30, Due Upon Receipt).
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Supplier Invoice Reference Number – enter fiscal year.
Complete additional fields as needed, including override payment type.
Step 8: In the Contract Overview section, enter a brief description of the contract to provide context or summarize key details. This field is optional but recommended to help quickly understand the purpose or scope of the contract.
Step 9: Scroll down the Create Supplier Contract screen to the Goods Lines and Service Lines tabs and enter information as needed.
For each Goods Lines and Service Lines, complete the following required fields:
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Line Number – Enter number 1.
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Item and Category – Enter Description (you can enter the same information as the contract overview). Select the Spend Category.
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Cost – Enter the Unit of Measure (month, year, etc.) and the Unit Cost. The information will then calculate the Extended Amount. (For the Service tab you will just need to enter the Extended Amount).
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Renewal – Check the Do Not Auto-Renew box.
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Dates – Enter the Start Date and End Date.
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Cost Center – Enter your department’s Cost Center. This will auto-populate the Fund and the Functional Expense.
Note: The Start and End Date must be included in the header and the line level.
Step 10: Review and complete the remaining tabs as needed:
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Tax Tab – Specify any applicable tax information, including tax applicability, tax codes, and rates to ensure accurate financial processing.
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Attachments Tab - Upload any supporting documents such as the signed contract, quotes, statements of work, or correspondence relevant to the agreement.
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Notes Tab - Add any internal notes or comments that may be helpful for future reference or for other users reviewing the contract.
Step 11: After reviewing all information, click Submit when finished.
Experiencing an issue or need additional support? Contact our OneIT Team by:
If you need assistance with creating a requisition, contact Finance Support.