How to add a supplier or change info via Graphite Connect

Topics on this page:

Qualified Supplier lookup tool

Tool

Commodities, category managers, and FAQ

Tool

Benefits of Graphite

Key Benefits:

Provides one solution to request and onboard P.O. and non-P.O. suppliers.
Offers real-time visibility into the status of a request, including where it is in the approval process and whether the supplier has submitted their registration
Simplifies the process for suppliers by allowing those already in the Graphite network to submit only the UR-specific information required

FOR NON-SUPPLIER PAYMENTS

For payments that are not made to suppliers (from whom we would order goods and/or services) please contact Accounts Payable . They will provide details on how to request non-supplier payments.

Graphite Connect logon

Add or update a supplier in minutes.

Prior to submitting a request:

Check Workday to see if the supplier exists and whether it is active. Both new and inactive suppliers need to be added using Graphite Connect. Please see the Find a supplier reference guide for help.
Check to see if there is a preferred supplier using the Commodity and preferred supplier listing.
Check the Qualified supplier lookup tool to find the top 10 qualified suppliers based on spend category, commodity, or diversity designation.
If still needed, proceed to Graphite to submit a new supplier justification (NSJ) request.
Staff with a Workday P2P Initiator role can log into Graphite with single sign on (SSO).

Submitting a new supplier justification (NSJ):

Log into Graphite Connect.
Navigate to the home screen and select “Request a new supplier” from the left hand navigation to launch the NSJ. For help submitting the NSJ request, please see the New supplier request guide.
Follow the prompts on the next screen to input basic information including name of supplier, contact, and contact email.
Graphite will see if the supplier is already part of their networks. If they are, you can request to connect to them and send an invitation for them to connect with UR. This will pre-populate most of the information needed for the onboarding form.
If they are not already in the Graphite network, complete the NSJ with all of the information you know about the supplier. Also complete the information about your organization, since this will also be used by others at the University and its affiliates. Your answers here will drive and customize the form (P.O. vs Non-P.O. supplier requirements) that the supplier will answer.
After submitting and when all approvals are complete the supplier will receive an email invitation to join Graphite and complete their profile. Graphite will send reminders to the supplier after three, five, and ten days if they have not completed the registration.

After you submit:

It is your responsibility to ensure that your supplier completes their form. As long as the supplier is active, Graphite will be there to assist, but Graphite does NOT chase down your suppliers if they do not respond.
As the requestor for a new supplier, ensure that your supplier understands why they are receiving an invitation from Graphite and the importance of quickly completing their survey.
You will get an email notification from Graphite once your supplier is fully connected and ready to use.

Check the status of a supplier request

After submitting a request, from the Graphite homepage you will be able to see the following status:
- Waiting on you
- Invite not yet accepted
- Waiting on supplier
- Waiting on co-worker
- Connected
You will also be able to see the progress of the supplier. Every supplier has their own workflow that can be tracked as they progress:
- Ongoing tasks
- Approvals
- Data validations
You will be notified when the supplier is set up, or if there are any tasks you need to complete.
When the supplier completes their profile, you will have access to all non-sensitive data in one place.
Select the supplier profile, then choose “Connection Profile” in the left hand navigation to see all supplier data broken down by topic.

View supplier in Workday or Allscripts

Once the supplier registration is complete, the status will change to “Connected.”
A connected supplier will be visible in Workday and Allscripts.
Once connected integration to Workday takes approximately 60 minutes, and once integrated to Workday the supplier record will be in Allscripts within 24 hours.
To find the supplier in Workday, please see the Searching for suppliers guide.

Frequently asked questions

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

Staff with Workday 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 the steps above.

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

No. 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 the steps above.

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

Graphite Connect will send an email to suppliers, with reminders on day three, five, and ten. You can monitor how many reminders they have received and the current status via the homepage of Graphite Connect. However, it is the requester’s responsibility to ensure that the supplier completes the process.

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?

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 excluded 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 P.O. or non-P.O. supplier?

There will be a P.O. 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 the Update supplier information reference 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.

Should I use Graphite to request a new independent contractor?

Yes, Graphite is 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?

Candex is for payments to eligible individuals, not businesses. Please see the Candex guide for eligible categories.

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

Non-employee travel or business expense reimbursements should be requested in Candex.

Is Graphite used for creating requisitions?

No, Graphite is only for requesting suppliers who are not yet in Workday. Requisitions are still be submitted in Workday.

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?

This is not a form in Graphite. The supplier price justification questionnaire is still required on the requisition for requisitions greater or equal to $25,000.

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

It applies to all suppliers including Allscripts (ASC) P.O. 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?

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

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