Pricing Documentation is a required attachment for Purchase Requisitions.
Refer to the information in this expanded Help Page to ensure that your Purchase Requisitions contain all the required components to be acceptable for processing.
Table of Contents
- Definitions
- Pricing Documentation per Requisition Type
- Pricing Documentation Components
- Requisitioner Training
Pricing Documentation
Any document issued by a vendor that contains information about the cost of a good and/or service is pricing documentation.
Forms of pricing documentation include, but are not limited to:
- Quote
- Estimate
- Price file (vendor catalog with pricing)
- Price assurance (email from vendor representative or customer service)
- MSA with pricing
Other Helpful Definitions
| Term | Definition |
|---|---|
| Requisition or Purchase Requisition | refers to a Workday task (“create requisition”) that is the initiating step in the purchase of goods/services. |
| Requisitioner or Requester | refers to an individual with a Requisitioner role assignment in Workday. Requisitioners can submit Requisitions in Workday. |
| Item Master Catalog | refers to a curated list of approved purchase items built and maintained by UAMS Supply Chain. It can be found under the “Search Catalog” option in a Workday requisition. |
| Punchout Catalog (“punchout”) | refers to supplier websites that are accessed via Workday. |
Pricing Documentation per Requisition Threshold
While all Requisitions require pricing documentation, some requisitions have built-in pricing documentation.
Item Master Catalog and Punchout Catalog
Requisitions utilizing the Item Master Catalog or any of the Punchout Catalogs will not require a pricing documentation attachment because catalogs have built-in guaranteed pricing. The pricing at submission (of the Requisition) cannot be altered.
Non-Catalog Requisitions, <$20,000
These requisitions require pricing documentation AND any fully executed service agreement(s).
Non-Catalog Requisitions, $20k-$75k
These requisitions require a fully executed Competitive Bid Quote sheet with pricing documentation, AND any fully executed service agreement(s) OR APO-approved exemption form.
Non-Catalog Requisitions, >$75k
These requisitions require pricing documentation, Contract and Grant Disclosure and Certification form, notice of award, AND any fully executed service agreement OR APO-approved exemption form.
Additional Help and Information
For field-by-field guidance for submitting a non-catalog requisition, see Quick Reference Guide_Create a Purchase Requisition for a Non-Catalog Item.
Pricing Documentation Components
Pricing Documentation typically contains the components listed below:
- Business identification (e.g., name, address, logo)
- Customer identification (i.e., UAMS department name)
- A unique pricing documentation identifier (e.g., quote number, estimate number, reference number)
- Pricing documentation issue date/validity period
- Description of product/services and prices
- Total sale amount
Note: A Requisition with pricing documentation that does not meet the criteria above may be sent back to the Requisitioner with instructions to submit acceptable pricing documentation.
Requisitioner Training
Requisitioners with Requisitioner roles assigned before 10/03/2024 are required to complete a new Workday Learning module on the topic of Pricing Documentation. The deadline to complete the module is 12/31/2024.
If a Requisitioner fails to complete the learning module in Workday by the 12/31 deadline, the Requisitioner will temporarily lose their ability to submit Requisitions in Workday until such time that the Requisitioner completes the learning module.
Requisitioners with Requisitioner roles assigned after 10/02/2024 will have the Pricing Documentation learning module assigned to them when they attend Requisitioner training.