PO Number and Delivery Address: Differences at Workday Financials Launch

Two very common aspects of purchasing will be affected by our transition from Oracle to Workday Financials: one is an improvement and one will be a temporary inconvenience. To learn more, read on!

1. Purchase order numbers will look different.  PO numbers will have just 10 digits; the seven leading zeroes you are accustomed to seeing will be removed. The number convention will remain the same. This change allows the easier exchange of electronic data between UVA and our suppliers.

Example: 

• Oracle PO Numbers – 7 numeric digits – 2458874
• Workday Numbers from Training – 13 alpha-numeric digits – PO-0000000015
• Workday Numbers after July 4 – 10 alpha numeric digits – PO-0000015

2. Full Delivery addresses will temporarily be unavailable. We recently discovered that Workday’s coding doesn’t properly convey the full “deliver to” address that includes building names and room numbers. This means some shipments will arrive with only basic delivery information such as street address and the name of the requester. The FST team has prioritized doing the custom coding work that will correct this issue as quickly as possible, minimizing disruption.

To mitigate the delivery address issue in the interim:

• We recommend using the MEMO TO SUPPLIERS field to populate specific delivery instructions such as room numbers, if applicable. Use this field no matter what the type of supplier is.
• For non-catalog suppliers who get a PO attached to an email, the MEMO TO SUPPLIERS field will be visible automatically. The FST Team is confirming with our catalog suppliers (prioritizing suppliers that deal in perishable goods) to ascertain whether the field translates properly to their systems.
• We have provided central receiving and loading dock personnel with two different ways to confirm the specific location in case it is not on the shipping label.
• We are preparing specific communication and resources for our PIs and laboratory staff to assist them.

Visit this webpage to see instructions for loading docks and central receiving, as well as a reference guide on how to change your "deliver to" location.

Thank you for your patience and partnership as we work out the details that inevitably arise during such a large implementation. If you have questions or concerns, we will be happy to assist you. Reach out to us at askfinance@virginia.edu or give us a call at 434-924-3400.

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Did you know?  We're tracking "known issues and changes" on the Workday Finance launch on the UVAFinance website!  Visit the homepage to see!