WashU Marketplace

• A web-based requisitioning tool using online supplier catalogs and a shopping cart format.
• Staff can submit fax or email requisitions to create and submit electronic requisitions.
• Ability to eliminate redundant requisition data entry and reduce associated errors with a manual process.
• Ability to punch out to searchable supplier catalogs providing product details and contract pricing.
• Ability to shop and compare items within the hosted supplier catalogs.
• Ability to create a favorites list for frequently ordered items.
• Order acknowledgment and status via emails.
• Order history information.

Yes. The program is customized to interface with the university’s financial system. Current business rules and budget controls will remain in place.

Terminology associated with Marketplace:

• Shopper – A person that may initiate an order by creating a shopping cart requisition. (e.g., a lab researcher).
• Reviewer – A person that approves a requisition. (e.g., Lab supervisor/PI). *NOTE: This is an optional function, as not all departments have this requirement.
• Requisitioner – A person that historically entered the order in Workday. This person can also serve as a departmental shopper.

1. A user logs into the Marketplace and creates a shopping cart.
2. After creating the shopping cart, the purchase requisition (PR) routes either for an initial review or to the individual that finishes the PR with appropriate account codes, etc. Once the PR moves to Workday, no changes can be made to the document.
3. The PR routes to Workday for additional approvals (department, general accounting, SPA, etc.).​
4. The PR routes to Purchasing for final approval. A supplier that receives auto-approval from Purchasing skips this step.
5. The PO is created and is immediately transmitted to the supplier.
6. The final PO information is then exported back to Workday.

1. Yes. Set up email notifications with these steps: 
   • From Marketplace, click on the profile link next to your name in the upper left corner of the page.
   • Click on the email preferences tab.
   • Select PO pending workflow approval by clicking the appropriate box.
   • Click the save button.

1. Hosted catalogs are contained within Marketplace and can be used for a generic search when either the specific supplier is unknown or the shopper wants to search and compare items from multiple sources.
2. Punch-out catalogs link directly to WashU/supplier-specific sites and are used when the shopper knows which supplier to use to make a purchase and wishes to use the extra functionality of the supplier’s punch-out site. The Punch-out catalogs will offer every item that the supplier distributes while the hosted catalog is generally a sub-set of items most commonly ordered by the university.
3. Level II Punch-out catalogs mean that many of the supplier’s products will display when you conduct a general “everything” search within the Marketplace.

We recommend renaming your cart in order to more easily locate that cart from your cart list. You can use any naming scheme you want that helps you find it at a later time. Most users utilize the supplier name along with some other identifier such as the lab name.

Option 1: Make the pending Purchase Requisition your “active” cart.

1. Click on the cart tab.
2. Click the draft carts tab.
3. Select the cart you wish to use.
4. Shop for the items needed and place them in your active cart.

Option 2: Place items in your existing active cart and then move them to a new cart.

1. Click the Add button.
2. From the drop-down box, select add to draft cart or pending purchase requisition.
3. Click Go.
4. Select which cart you wish to use.

1. Open the requisition.
2. From the drop-down box, select Withdraw entire requisition and then Go. (If the purchase requisition has moved from Marketplace to Workday, this step will not be available to use.)
3. If the purchase requisition is back in the Marketplace with only purchasing approval remaining, contact purchasing to delete the purchase requisition.
4. If the vendor has the completed purchase order (PO), cancel the order directly with the supplier.

1. Delete the document in Workday (AIS). This should cause the Marketplace purchase requisition to reject it.
2. In the Marketplace, you can disregard it or copy it to a new cart.