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Best Practices

For new supplier/vendors for whom we have submitted a request to be added to Workday, what is the email address that they will receive instructions from? We want to let them know ahead of time so they can be sure to get set-up properly in the system.

The invite is issued from UW supplier administrators but the sending email could be more than one or could change in the future, and should not be relied upon a permanent. Suppliers can be informed that the invitation is 1) issued with a subject line of "Invitation to Join the University of Washington Supplier Community," 2) is UW-branded to avoid an appearance of spam, and 3) includes the name of the supplier in the email content as it was identified by the unit in the Supplier Request Form.

Suppliers who submit an unsolicited registration (i.e., the link to register was obtained without a Supplier Request Form and therefore, without an official invitation from supplier administrators) are not processed.

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.

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! 

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. 

Can I still see payments in Ariba?

Ariba is in read only status. 

Payment information you will not see in Payment Loop:

  •   Any transaction paid by wire
  •   When invoice number is more than 15 characters long

How to view the payment status in ARIBA for BPO, PO and Non-PO Invoice:
1.Search for your invoice
2.Check the ‘Status’ field.

       a.  If the status is ‘Reconciled’, some payment information may be available.
       b. If the status is ‘Reconciling’, the invoice reconciliation is still in process; payment information is not yet available

 3.  Click on the ‘Invoice ID’
 4.  Click on the ‘Reconciliation’ Tab
 5.  Click on the ‘ID’
 6.  Click on the ‘Payments’ Tab
 7.  Click on the ‘Payment Requests ID’
 8.  When available, the payment information should display under ‘Transaction Details’

Meaning of Checks Number prefix letters:
A - Paper Checks
R - ePayables Card
T - ACH Payments

How to view the payment status in Ariba for Payment to Individuals (XP), eReimbursements (XR) and eTravel Expense Reports (ER):

1. The Payment Details section is located towards the bottom of the Summary page.

Meaning of Checks Number prefix letters:
A - Paper Checks

E - Direct Deposit

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 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 

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.

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

Yes 

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.  

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. 

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.

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.  

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.

If you close an order in Workday, does that liquidate any remaining encumbrance on the budget?

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

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.

After we complete the order and a PO has been issued, how does the PO number transmit to the vendor?

All Purchase Orders are transmitted via email by Workday except catalog vendors, which are sent electronically via GHX. 

Once an invoice is emailed to uwashington@ghxinvoicing.com, how long does it take to appear in Workday? What is the training # that would direct us how to find and process that invoice in Workday?

Yes, Bridge training "Pro-J-05" has instructions on receiving.

If we have an urgent PO stuck in “draft” status, should we cancel and order on ProCard instead?

Contact the contract manager to correct the PO in order to avoid duplicate orders.  

Is there a cheat sheet on how to release invoices in the new Workday? I release invoices for a scribe company and our cleaning company.

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

How can we order Digi-Key now? They used to be catalog. We imported the item list to purchase so that we don’t have to enter each items (sometimes we have 50 + items). I am assuming it is non-catalog order. Can we import the items in Workday?

You may order directly from Digi-Key on a purchase order using a quote.  

What happens to the invoice after the vendor emails an invoice to GHX?

Yes - Bridge training "Pro-J-05" has instructions on receiving.

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. 

Which email address do vendors send their invoices to? Is this email, uwashington@ghxinvoicing.com for both sub-contract and non-subcontract? Do departments get notified when the invoice was sent?

uwashington@ghxinvoicing.com

Per the guidance on the "For Suppliers" webpage, non-subcontract, standard goods and services 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); per the MRAM "July 13 Meeting Q&A Follow Up," the same guidance was provided for subawards to use the uwashingto@ghxinvoicing.com email as well.