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Best Practices

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.

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.

For Subawards at UW Bothell, is the process the same as OSP at UW Seattle? Did the Ariba open subaward BPO for UW Bothell get converted to Workday by PCS?

There is not a separate different process for UW Bothell or UW Tacoma subawards. They were included in the conversion effort, but you should still check them in Workday to ensure they converted correctly.

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.

What is the process of new subawards? Please show live or screenshots. Do we create a new account in Workday first, like we did in Ariba? Would that be in the "Create Requisition?" Or is there a "Create Supplier?"

A subrecipient must be both a Supplier and a Subrecipient in Workday. Follow instructions on adding a new Supplier. The subrecipient must also be designated as a subrecipient in Workday. If your subrecipient is not designated as a subrecipient in Workday, send an Award Portal request to Grant & Accounting (GCA) to request designatioin of anew subrecipient. Note: Entity must already be a Supplier in Workday. If the subrecipient is not in SAGE, have your subrecipient complete the New Subrecipient Entity Certification Form then, send that form to OSPsubs@uw.edu

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.

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.

I thought there was a team re-entering the Subawards that had been in place at the end of Ariba. Are we responsible for re-entering all of our own Subaward BPOs?

As part of the data conversion at go-live, Workday Supplier Contract & PO were created for open, active subaward BPOs in Ariba. The Workday PO number is the same as the Ariba BPO number. Please note, there are some Supplier Contracts and/or POs that could not be automatically created. Procurement and OSP are working on a process to address these situations and will communicate details as soon as possible. Please do not create a PO in Workday. Subaward POs have their own business process.

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

See guidance, above.

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

When I find a subaward BPO in Workday, how do I look up invoices (assuming issued) associated with the subaward? Is it in any of the action tabs?

You can type the supplier's invoice number in the Workday Search field and the SI Invoice number will come up if the invoice has been submitted. The purchase order will also show as partially invoiced, and you can see the invoice number on the line-item detail.

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.

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.

What do we do if a subawardee submitted an invoice in Ariba, but it's not been paid, yet?

Please contact PCS Help (pcshelp@uw.edu) and they can check payment status for you and determine if the invoice needs to be resubmitted.

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.

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.

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.

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.

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.

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

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.

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

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.

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

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).