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Best Practices

Will we receive notification at some point before the BPO expires (ends)? Such as Ariba used to send us notification at set days before?

We are currently researching this question and look forward to having a definitive answer, soon.

Can you tell us what (if any) important issues your team is experiencing from your perspective?

Use of UW Connect Finance has presented a significant learning curve, and all teams communicating within UWCF are bringing patience to their daily activities, utilizing office hours, and trying different methods of doing things within Connect to attempt to streamline and become as efficient as possible as soon as possible. We are definitely, learning together! 

How do we add funds into existing BPO?

A change order will need to be issued in order to do this. In Workday, only Procfurement Contract Managers can create change orders or close POs. An intake form is in process for this so that campus may submit requests to Procurement.

Are there advisors from PCS on the training teams?

One of our training team members was formerly on the PCS team, and both work closely with PCS (they are under the same manager) to create content. 

Do you have a document step-by-step to show how to create a new BPO?

Blanket requests are now a type of requisition. The entry for the BPO will be the same as the other requisition types. Refer to job aid, PRO-J-05 Requisitions for Requisition Requesters UWA and web page for requisition here: https://finance.uw.edu/ps/how-to-buy/workday/non-catalog-purchase-orders

The job aids/user guides are very helpful. Will report information be added to them as well? Example: an ER disappears after moving away from the draft. We learned that we have to run a report to find them. The job aid/user guide currently does not have t

The job aids are being updated frequently by the FT team 

How do we enter Ariba BPOs into Workday?

There is a training guide on the Procurement homepage at: https://finance.uw.edu/ps/

How can we look up contracted vendors to know who is on the catalog?

The catalog web page lists all the suppliers that have a catalog available in Workday at 

https://finance.uw.edu/ps/how-to-buy/ariba/catalog-purchases 

How do I purchase gift cards for employee recognition?

Departments can purchase gift cards for employee recognition using their ProCard. The gift must be reported to Payroll because the gift is taxable. See the Employee Recognition webpage and the Employee Recognition FAQs.

The department should have a defined, documented and monitored procedure for how recognition works and the gift cards are given.

The gift cards must be treated like cash and managed using Cash Management controls.

The gift cards must be reported to Payroll as income by emailing the amounts of the recognition to pr-tax@uw.edu.

Note: Gift cards should not be purchased with one’s own credit card and then be reimbursed.

We are trying to create a BPO in Workday and it is giving us an error on the end date, which I thought you said wasn't needed.

An end date is required. Workday does not have a Final Invoice Date as Ariba did, however.

If a vendor doesn't have a catalog that it used to, how do we order if we don't know prices?

You would obtain a quote from the vendor. If there is specific pricing, you may also contact the Procurement contract manager for that contract for assistance.

Are there warning notices sent by the system when orders are getting low on funding or approaching an end date?

We are currently researching this question and look forward to having a definitive answer, soon.

For questions regarding Workday such requisitions, existing BPO and etc., can we still send an inquiry to pcshelp@uw.edu?

Yes 

Is your vendor requesting a money order or cashier's check?

As a state institution, we do not issue money orders or cashier's checks.

In the new Workday BlanketPO request, do we have the ability to make modifications - change dates, add funds, add contacts/editing users - after it has been approved?

Changes in Workday may only be done by the Procurement Contract Managers. You can submit those requests to our team, directly. Subaward changes and requests will come from OSP to Procurement.

Is there an office supply catalog that has been loaded into Workday, yet?

Yes, Guy Brown is currently a catalog vendor in Workday. 

Is there a list of items that are exempt and require a justification? We have been using Lab Supplies (SC1092) and some were asked for a justification and some were not.

There is not a specific list; it depends on several factors: the vendor, the budget, the item being purchased, etc.  

Can you show what receiving for invoices will look like in Workday?

Yes - you may look up the training guide "Pro-J-05" in the Bridge training website.

Alot of subaward POs have been converted. Are those Workday POs now, open to subrecipients for invoicing? Their status says "issued" and it is unclear what it means.

A PO status of "Issued" means that it has been sent to the vendor and is available for invoicing.

How soon should we expect to hear back when we email PCS Help?

We are currently researching this question and look forward to having a definitive answer soon. 

I have a subaward BPO in Workday. The supplier emailed an invoice but, I am unclear how to "receive" it and approve it for payment. Are these manually added to the BPO from GCA? If so, what is the timeline for these to show up in Workday?

Invoices are submitted by suppliers to uwashington@ghxinvoicing.com and will be uploaded by the system from there. Due to the unusually high volume of invoices due to FT, we cannot provide an average estimated timeline at this time.

Does Workday have an option to send email reminders about low available balance or the BPO ending soon?

We are currently researching this question and look forward to having a definitive answer, soon.

How do we know something has had central review?  We have submitted two reqs: One under $10k that immediately generated a PO.  Another over $10k that appears done, but we do not see a PO.

You may check the “Process History” tab for the routing status. A PO number will also appear in the “Sourcing” column on the line items when a PO has been issued.  

How long does it take to pay invoices once they have been sent to GHX? How can we find payment details on invoices that were submitted through GHX?

To track supplier invoices, you may run the R1149 report and if the invoices show a paid status, run the R1146 report to get the actual payment date and payment number and method.

The directions are not clear on what to enter in Workday to "link" a BPO from Ariba to Workday if the dollar amounts stay the same. However, what additional notes are required if the old BPO needs more funds added?

Additional funds should be added via change order, rather than to the initial replacement BPO. This is to make the audit trail and added scope trail clear for accounting purposes.