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Best Practices

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.  

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.

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.

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.  

Is there a size limit for attachments for invoices for BPOs?

Not to our knowledge.

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

I have a BPO from Ariba. One of the payments show the check cleared by the bank, which the vendor claimed they have not received payment and would like to request a front and back check copy. How and who should I contact for that information?

You may contact PCS Help for assistance at, pcshelp@uw.edu.

How do we enter Ariba BPOs into Workday?

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

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.

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.

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 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.

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.

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.

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

See guidance, above.

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.

ProCard

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.