Purchase Orders are required for the purchase of goods or services in excess of $3,000 or:

• when the orders require review from another department (see restricted purchases section)
• when the purchase will require multiple payments
• when there is a Professional Services Agreements that is for more than $3,000
• when the brown General Services Agreement template is used for payments of $3,000 or less that involve multiple payments (no BCM review required) 
• for the purchase of goods where the use of the P-Card is not permitted

Refer to our Procurement page for more information about when a purchase order is required and not required.

You can use the My Requisition Worklet and look for your requisitions. If you do not know how to do this, please follow the job aid to view all requisitions you have created.

Here is a list of all of Brown University’s licensed suppliers to use for your requisition. You can type in Brown University in the search field and the list of suppliers will come up. Please refer to OUC’s Brown Visual Identity Policy for guidelines to designs if you have any questions.

Yes we do; we would ask that you please refer to Brown's restricted purchases section.

You will need the Financial Coordinator or Cost Center Manager role in Workday to access the Supplier/Miscellaneous Payee Request Form. Supplier Management will be able to assist you, with further questions, you can contact them at suppliermanagement@brown.edu.

The Procurement team is likely examining supplier terms and spend categories. Any questions or concerns will be directed to the financial coordinator, but we won't delay the process for an extended period. Please note that requisition cycle times for requisition approvals is 72 hours.

Please contact the Sustainability Department regarding recycling and let them know your valid concerns. There are departments that utilize Bigbelly for their recycling needs.

If your quote has terms and conditions attached and it is not one of Brown's Strategic Suppliers, then your Quote will require review in BCM.

A Rate Sheet is required for Blanket Orders. If you have any further questions, please feel free to visit - Competitive Bid/Quote Requirements and Sole Source Purchases Policy,

SPC doesn’t keep a list of direct bill restaurants. We defer to Dining Services. Please reach out to Dining_Services@brown.edu for any specific questions. Dining Services should have this information.

You will have to go into your goods or service line to ensure that there are no receipts stuck in draft status.  Once the drafts receipts are canceled you will then see the option to close the purchase order.

Procurement can send an additional recipient a copy of a purchase order; to keep this process automated and to not manually send purchase orders outside Workday, the supplier will need to provide their primary email address to SPC via email and can request to have an additional email address added as a secondary email address to the supplier record to also receive purchase orders automated. SPC will then contact Supplier Management to add the email to the supplier record.

If the wrong supplier was used and paid in error you will need to contact the supplier who was paid and have the supplier send you back the funds (Always include Accounts Payable so they are aware of this situation) and a new PO will need to be created to the correct supplier and then a receipt needs to be done to pay the correct supplier.

Any separate costs for warranties and maintenance charges should not be included and grouped in with the cost of equipment. These types of costs should not be capitalized as part of the cost of equipment, and broken out separately.

When the requisition is approved but a PO number hasn’t been assigned yet it is because the order is being reviewed, then it will be approved and issued. View the process history to see the status and who has it for review.

You can find this information by looking at the purchase order - goods or service lines and in the document column you will see all the receipts and invoices that were approved. Review the My Requisition Worklet report for additional information.

Departments can cancel their receipts. You can click on your receipt and hover over the three related action tabs and hit cancel. Please refer to the Create Receipt Job Aid.

If there are no invoices, then Yes, a change order can be created. The other options are to create a journal entry if there is one payment only or close the PO and create another for multiple payments.

Prior to contacting the Supplier please have your purchase order number ready to provide to the supplier. You can run the My Requisition Worklet/Report to find your Workday PO number. Then contact the Supplier by calling Customer Service. 

The change order that has a critical error or was saved for later needs to be canceled by Procurement and started again.  

Contact the supplier, you can create a change order and add in the shipping address you need. Please add this information to update the shipping address in the memo field above the internal memo box so the Supplier can see the change. 

The order status must say ISSUED before any receipts or invoices can be completed.

Yes, a Speaker Agreement, is an agreement no different than a Professional Service Agreement and does require a Purchase Order. The fully executed Speaker Agreement is to be submitted for a justification/receipt purpose. A purchase order is required for any dollar value over $3000 or under $3000 dollars and there are multiple payments to be made. If the Speaker agreement value is under $3000 dollars and it's just going to be a one-time payment, that can be submitted for payment as a supplier invoice. The Speaker needs to be registered as a Workday supplier to be processed through Workday.

When you are ordering supplies in multiple units. Unit cost 1.00 is to accommodate multiple shipments and facilitate receipts.

The critical error you are receiving happens when the line is not set up correctly. To use an equipment spend category the line must be set up as 1 each. Unit cost 1.00 can’t be used in this case.

You can find a list of approved SWAG vendors on the CLC License Search page.