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Getting an Invoice Paid
1. Workday – How to Create a Requisition
The first step in the procurement process is to create a requisition. A requisition is a preapproval for expenses. This can be used as a one-time payment or ongoing payments throughout the year. Please note, this should be completed at the time of commitment. An invoice is not required up front if you can supply other documentation such as SOW’s, quotes, and contracts.
If your supplier is not Approved, they will not be found in the drop down menu for step #11. You will need to email the completed W-9 and ACH Direct Deposit form to [email protected] along with the contact person’s name, address, phone, and email. (This process is also outlined in the next section.)
Step |
Action |
1 |
In the search bar, enter: Create Requisition |
2 |
Click on Create Requisition |
3 |
First screen will default your information. Do not delete.
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4 |
Requisition Type:
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5 |
Project Billable Type:
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6 |
Additional Worktags: Must pick one. (Industry, Service Line, or Geo)
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7 |
Click OK to proceed to next page. |
8 |
Select an Option:
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9 |
Item Description text box:
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10 |
Spend Category:
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11 |
Supplier:
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12 |
Quantity:
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13 |
Unit Cost:
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14 |
Unit of Measure:
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15 |
Click on Add to Cart |
16 |
Click on Cart Icon |
17 |
Click on Checkout |
18 |
Scroll down to Goods:
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19 |
Scroll down and click on Attachments:
For record keeping: If there is an open Workfront project, save invoices in Workfront Documents. |
20 |
Orange Alert: Top right - Click on the Alert to view details.
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21 |
Red Alert: Top Right – Click on Alert to view details.
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22 |
If Red Alert will not clear after you have updated the information, (this can get glitchy) you need to “save for later” then go back in and edit.
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23 |
Click on Submit:
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2. Create Supplier Request
Before a requisition or payment can be made for a new supplier, accounts payable needs to set them up in Workday. Vendors we have used in the past will not require this step, they are already in the Workday system.
What accounts payable will need from you: A completed W-9 (required) and ACH form (preferred) will be needed to ensure they are included in Workday as an active vendor. Be sure to also have the contact person’s name, address, phone, and email.
The following PDFs are available on SharePoint for download for the new supplier to fill out.
Send this information along with the completed W-9 and ACH Direct Deposit form to [email protected]
3. How to Create Receipt for Purchase Order
Authorizing payment on your invoice.
Once your Requisition has been approved and your invoice has been cross referenced to the purchase order, you will receive an email and can start the Receipt process.
You can also create a Receipt through the Workday search bar.
Step |
Action |
1 |
In the search bar, enter: Create Receipt |
2 |
Click on Create Receipt
|
3 |
Second Page:
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4 |
Click on Submit – invoice will be paid. |
Additional References:
SharePoint site for other reference guides
How to Create a Requisition in Workday Quick Reference Guide
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