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Best Practices

Please provide the email again, where the registered vendors who currently have a BPO can email their invoices. Also, do they email the invoices to us first and then, we forward them to that email?

Per the guidance on the "For Suppliers" webpage, suppliers use the uwashington@ghxinvoicing.com email unless the supplier is integrated with GHX (suppliers should know whether they are integrated with GHX and this email does not apply).

Suppliers do not need to email invoices to departments first, for converted BPOs and doing so may cause delays in processing. Suppliers should be encouraged to follow the guidance on the "For Suppliers" webpage.

How long does it take for a BPO invoice to be paid after the supplier emails it to Procurement? Also, is this how we will proceed temporarily or permanently?

The supplier should email the invoice to uwashington@ghxinvoicing.com rather than to Procurement. This is our permanent Workday process going forward.

Are there inbox notices when an invoice is applied to an order, or are we expected to manually check orders so that we know when to receive? Also, is the timing of receipt important like it was in Ariba?

See guidance, above.

Do we account for tax or not, when receiving against a blanket request?

See guidance, above.

I have an outstanding invoice uploaded to Ariba. I received the invoice however, there was not enough funds to reconcile. In order to pay the invoice, I would need to increase the BPO. How should I handle this?

It depends on what type of BPO it is. If it is a Non-Sub Award BPO, and the BPO is continuing, and additional invoices are expected, you should create a new BPO in Workday.

If on a Sub Award, check to see if the BPO transitioned to Workday and then, you will either need to submit a change request through SAGE or request a new BPO through SAGE. Work with GCA or OSP.

I have a couple of invoices for a BPO which the vendor submitted to me right before 6/30. They are anxious for the invoices to be paid. Should I submit these invoices via SIR?

If they are not for a sub award, you can submit them via SIR or create a replacement BPO in Workday.

Check with GCA or OSP if they want the invoices paid outside of the subaward BPO.

When we used P2Is, a submitter could enter the contract in the P2I in Ariba. In Workday, if we need a contract signed do we attached the unsigned contract in Workday? What key notes should we enter so that Goods and Services can sign the contract to pay t

We will have a contract review intake form available to campus soon (currently in progress). Until then, the contract review process for P2I is to manually send them via Connect or email to Procurement. 

I have a couple of invoices that have a BPO number on them. I searched in Workday for the BPO number but, nothing came up. Does that mean that particular BPO has not transitioned over?

Yes. If a non-subaward, the department should create a new BPO using the instructions linked on the Procurement Services Home page.

For SubAwards, they need to work with OSP and GCA to request a new BPO in SAGE.

If a BPO is issued to a "network" company but, then we receive invoices from multiple locations within their network, is this allowable? Or will we need to issue separate BPOs to each location (I assume it depends on whether they share a TIN?)

Much like Ariba, suppliers can determine how a company or different areas of a company transact with the UW. Some are large companies with a single procurement intake point and single invoicing or Accounts Receivable team, while others are divided by mailing locations or divisions, and whether they choose to use the legal entity Taxpayer ID Number (TIN) or a subsidiary TIN. When asking for quotes, etc., it could be beneficial to review the locations available in Workday (if access allows) and point the supplier to the "For Suppliers" webpage if they have additional questions and need to contact supplier administrators at UW for clarity.

Please provide the email to send invoices for already/previously established BPOs (in Ariba).

This answer is dependent on whether the BPO was a subaward and was converted into Workday. If the BPO is in Workday, suppliers follow the guidance on the "For Suppliers" webpage, which is to use the uwashington@ghxinvoicing.com.

For SubAwards, they need to work with OSP and GCA to request a new BPO in SAGE.

For Non-Sub Awards, the department creates the replacement BPO in Workday and includes a comment referencing the old BPO# and the GHX email address, uwashington@ghxinvoicing.com

Could we get a better understanding of the approval flow for when it's set-up but also, for when we're paying invoices?

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

Once we email the invoices on BPOs, do we need to go into Workday to reconcile after, like Ariba?

Once the invoice is uploaded to Workday, the department will have to Receive and then, it will go through an approval process that can include Central AP, a Grant Manager, and a PI before the invoice is paid.

Could you please go over what the action steps are for SIRs after they are submitted in Workday? Particularly after the approval is completed?

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

One of my vendors received their Blanket PO yesterday, and today, emailed an invoice to me. Sholdn't the vendor submit the invoice to Workday or is there a new process with go live?

Per the guidance on the "For Suppliers" webpage, suppliers use the uwashington@ghxinvoicing.com email unless the supplier is integrated with GHX (suppliers should know whether they are integrated with GHX and this email does not apply).  UW is using a feature from GHX called eInvoicing and the email is to support that GHX einvoicing feature (thus, there is no process for suppliers to email invoices to Workday or log into Workday).

As Linde Gas does not have a catalog anymore, the only way we can issue them POs now, is to get a quote each time. We aren't supposed to pay by ProCard, but it's far easier then getting custom quotes for each order with the volume we do.

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

Do we need to convert to foreign dollars for travel reimbursement to Canada?

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

I am starting to work on ProCard reconciling but did not finish. Can we save and come back later?

Unfinished verifications should show as a "draft." To find drafts, see the guide on the ProCard web page here, under "ProCard News" https://finance.uw.edu/ps/how-to-buy/procurement-card

Could you provide the weblink for the secure portal we used to use in Ariba for foreign national information, etc.? It used to be a direct link in Ariba, so we do not have it.

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

BPOs with services have a start and end date. Will Workday provide us with expiration notifications?

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

We often purchase supplies from a foreign supplier for shipment to a foreign supplier. The variety of delivery location were not in Ariba. Has this been addressed in the new process? Additionally, foreign supplier to foreign site made for erroneous charge

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

Is it possible to transfer the receiver on Workday BPOs?

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

Will there be more information on how to cancel PO's?

Yes, a UW Connect intake form is in process and will be deployed, soon. 

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.

Is there a list of the Spend Codes and descriptions available for procurement (similar to the old object code list)? The list available in Workday is all spend codes including transfers, central office only codes, etc., which is 1423 records long.

Please see Spend Category report in the UW Finance Portal. 

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.