Procurement in Plain Language
As Clemson transitions to Workday, one area that will see big improvements is procurement—how we buy goods and services for the University. Workday streamlines the procurement process, making it easier to request, approve and track purchases. To help you get familiar with the terminology you’ll see in Workday, here are some key words to know.
Supplier
Suppliers are the companies or individuals we buy goods or services from. In Workday, suppliers are managed within the system, making it easier to track orders, invoices and payments.
Requisition
A requisition is a request you submit in Workday when you want to purchase something, like lab supplies, office equipment or software. It’s the first step in the procurement process, and once approved, it becomes the basis for creating a purchase order.
Requisition Type
Requisition types identify the purpose or category of a requisition. They might separate things like goods vs. services, catalog vs. non-catalog, or standard vs. capital purchases. Choosing the right requisition type ensures the request routes correctly for approval and reporting.
Purchase Order (PO)
A purchase order is the official document sent to a supplier after a requisition is approved. Think of it as the “green light” to the vendor that Clemson intends to buy the goods or services.
Purchase Order Type
Purchase order types in Workday categorize different kinds of purchase orders. For example, they might distinguish between a standard purchase order (a one-time order), a blanket purchase order (used for ongoing goods or services within a set amount), or other specialized orders. The PO type helps track the nature of the purchase and how it will be managed.
Catalog Item
A catalog item is a product or service available through Workday’s online catalogs—like shopping on Amazon but within Clemson’s system. You can browse, add items to a cart, and create a requisition directly from the catalog.
Punchout
A punchout is a way to shop directly on a supplier’s website from inside Workday. When you select a punchout supplier (like Staples or Grainger), Workday temporarily “punches out” to their catalog. You can browse items, add them to your cart, and then return to Workday where your selections automatically create a requisition.
Non-Catalog Items
Non-catalog items are goods or services that are not listed in Workday’s supplier catalogs. If what you need isn’t in a punchout or catalog, you can enter the details (description, supplier, price, quantity, etc.) manually, so a requisition can be created.
Spend Category
Spend categories classify what you’re buying (e.g., office supplies, lab equipment, professional services). They help Clemson track spending, manage budgets and report on purchasing trends.
Receipt
When goods or services arrive, you’ll confirm receipt of them in Workday =. This step helps ensure Clemson only pays for what was actually delivered.
Invoice
An invoice is a bill from a supplier for the goods or services provided. In Workday, invoices are matched with purchase orders and receipts to ensure everything lines up before payment is issued.
Why it Matters
Learning this terminology now will help you feel more comfortable to manage the procurement process in Workday. These words aren’t just “system language”—they reflect the new, streamlined way we’ll manage purchasing across campus.
Find out more during our What’s Up With Workday Sessions series. In November, we’ll be taking a look at Procurement in Workday. Our next Workday Words of the Week will focus on other Finance terms related to budgeting and accounting.
