Issue Regarding Change Orders on POs During Year End Close

As we prepare for the FY23 year-end close, the Workday Support Team uncovered two possible issues regarding change orders requested on rolled-forward purchase orders (POs) during testing.

Issue One: Standard POs

If a change order is processed on a rolled-forward PO that is partially billed, the change order will increase the obligation to the total amount of the PO. This will happen regardless of the amount rolled forward.

To avoid this, departments should not apply change orders on lines that are rolled forward, but instead, should add new lines to the PO. Similarly, if a PO that was not rolled forward needs to be opened in the new fiscal year, it should be reopened and then a nominal change order should be done for at least $1 to apply the commitments and obligations to the current fiscal year. The departments must notify suppliers of PO changes if the products/services have not been invoiced.

Issue Two: Grant-related POs

If grant-related POs are reopened in the new fiscal year, the grants will likely be outside the period or performance, whether or not the PO was rolled forward.

To avoid this, grant-related POs should not be reopened if they were not rolled forward or are outside of the 90-day extension window.

Help is Available

This Quick Reference Guide aids with initiating change orders on a multi-year PO that has been rolled forward. Should you need guidance on determining which action noted above to take, please submit an AskFinance ticket with the subject line “Rolled Forward POs” and your case will be escalated to the Strategic Sourcing team for further assistance.

We truly appreciate your patience and collaboration with us as we work through the first fiscal year-end close in Workday Financials. We will review the PO maintenance plan as we move forward to gain efficiency in the process for the upcoming fiscal year, and we look forward to sharing the improvements with you.