To make purchases and process invoices in Folio, the supplier must be set up in Workday.
Types of Suppliers in Folio:
Catalog Suppliers: Provide goods and are accessible through the "Catalog" menu.
These suppliers are set up with integrations or catalog connections that enable orders to be sent to the suppliers for fulfillment.
Accounts Payable Only (AP Only) Suppliers:
Provide intangible services (e.g., plumbers, travel agents) and are found only in the "Confirming Order" process OR on the Bills screen for invoices.
These supplier confirming orders do not transmit to the suppliers.
Confirming orders simply capture the supplier, expense codes and approvals for services and goods ordered outside the system (off platform.)
Process for Adding Suppliers:
If the supplier is in Workday but not Folio: Contact Folio support to have the supplier added. More information on this process can be found on the Folio Support Page.
If the supplier is new to Workday:
Follow the new supplier set up process via Kissflow to get them in Workday.
Once you have the Workday Supplier ID, notify Folio so they can add the supplier to their system.
For additional overarching help and guidance regarding Workday suppliers, refer to this help document: Workday suppliers help document.