Graphite Connect Frequently Asked Questions (FAQs)

How do I request a supplier?

Please submit a request in Graphite Connect, but prior to doing so please review this guide.

What do I need to do if I submitted a supplier request prior to the freeze and it has not been completed yet?

If the supplier has not started the registration prior to Graphite Go-Live, the supplier will be requested to register in Graphite. Any in progress requests will be completed in Workday.

Can anyone with an UR email login in and create supplier?

Staff with Workday P2P Initiator role will have access to submit a supplier request in Graphite. Additionally, Purchasing and Accounts Payable staff will be able to access Graphite Connect.

If the supplier is a SIR supplier (non-Purchase Order) in Workday and I want to get them qualified what do I do?

You would submit a New Supplier Request in Graphite. Please follow this guide.

Will we need to input a supplier’s payment info? ACH or EFT?

The supplier will enter that information.

Will the supplier reactivation process stay the same if you find the supplier inactive in Workday?

No. If suppliers are inactive, you must fill out a New Supplier Request in Graphite. This would apply to both qualified and SIR (non-Purchase Order) suppliers. Please follow this guide.

Is there an email template we can send to supplier to notify them to look for Graphite email?

We will shortly provide a link to an example of the email a supplier will receive from Graphite.

If a supplier is currently active in Workday, can we still pay them via a SIR or will we need to submit a New Supplier Justification Request through Graphite?

No if they are active in Workday, you can proceed with submitting a Supplier Invoice Request (SIR) as long as they are not in one of the exluded Supplier Groups. ex: 4-1 Unallowable on SIR or 3 Marketing

If I have requested a supplier and someone else has also, will we receive a notification stating that?

Graphite will identify when you are submitting a request if the supplier is already in their network.

After a supplier has been approved, is there any way to have a tax exempt certificate automatically sent to them for their files?

Suppliers can request a Tax Exempt Form by contacting us in Graphite.

How will we know if a supplier request in Graphite is a PO or Non-PO Supplier

There will be a PO Supplier (Yes/No) designation in the New Supplier Justification (NSJ) screen.

Does Graphite include the CLEAR process or does that happen at the point of Requisition?

The CLEAR review step does not occur in Graphite. This may be considered in the future.

If we find a supplier; however, the address or something needs to be updated, what should we do?

You will notify either Accounts Payable or the P2P Service Center. Please refer to this guide to determine which team should be notified.

If I normally send an invoice to accounts payable to be paid against an existing Purchase order, does that process change at all?

No the SIR or Requisition process and processing of invoice payments against a purchase order will remain unchanged.

If the supplier is already in the Graphite network, will they automatically be connected to UR?

No, we have to request the connection.

If a supplier is already in Workday we don't have to request that supplier through Graphite, correct? We would continue as usual in Workday?

Yes, that is correct.

How do I check on the status of my request?

This guide will show you how to check the status of your supplier request in Graphite Connect.

Should I use Graphite to request a new independent contractor?

Yes, Graphite will be for all suppliers

For the NSJ question regarding what I am buying or paying from the payee, what if the supplier is a hybrid of goods and services?

Since the goods/services question is a single select answer-type, please select the answer that best matches what type of good or service being purchased. There is an option to type additional goods or services you will be ordering from the supplier.

When would you use Graphite and when would you use Candex?

You only use Candex for those eligible payments listed on the UR Procurement Candex Website. You do not request suppliers for Candex. Graphite is for requesting suppliers.

Will I be using Graphite when requesting an SIR for guests that I am reimbursing for travel expenses?

Travel reimbursements for individuals should be requested in Candex unless it is over the Candex threshold.

Will Graphite will be used for creating requisitions?

No. Only for requesting suppliers. Requisitions will still be submitted in Workday.

If the payment we need to make exceeds the Candex threshold, we would use Graphite, correct?

Yes, correct. If it does not meet the Candex requirements, you should submit a supplier request in Graphite.

If we are paying the supplier more than $25,000 per year there used to be additional forms which needed to be filled out to justify that amount. Will that process still exist within Graphite submission?

The Supplier Price Justification questionnaire is still required on the requisition for requisitions greater than or equal to $25,000. This is not a required form in Graphite.

Does this Graphite supplier request process apply to Allscripts (ASC) vendors?

It applies to all suppliers including Allscripts (ASC) PO suppliers.

Will I need to collect a W9 from the supplier?

No, Graphite will request and collect a W9 from the supplier during their registration process.

If we have a qualified supplier and need to extend the requisition/PO, do we continue in old system or re-start in Graphite?

Nothing relating to purchase orders and requisitions will change. Graphite is only for requesting new or reactivating suppliers.