Invoicing

Definition

An invoice is a commercial document issued by a supplier to the buyer indicating the products, quantities and agreed prices for products or services the supplier has provided.

How a supplier submits an invoice to the University of Washington

• Suppliers follow the instructions that came with the PO

• The invoice is submitted to GHX email: uwashington@ghxinvoicing.com

• See UW Connect Finance Portal for a ppt on the Supplier Invoice Life Cycle

Invoice Requirements

Full invoicing requirements for our UW supplier community are detailed on the supplier-dedicated For Suppliers webpage: https://finance.uw.edu/ps/suppliers. Guidance includes, but is not limited to, information below:

Suppliers must provide complete and accurate information; the company invoice should include the following information:

• UW-issued Purchase Order Number (example: PO-0100001234)
• Shipping address
• Remit-to address
• Invoice number
• Invoice date
• UW customer contact (the person who placed the order)
• Separate line item charges and brief description for each item as listed on the Purchase Order
• Sales tax when applicable
• Clearly marked invoice total

Workday Invoice Status

Draft:

• Needs Accounts Payable intervention:
  • Letter of Credit custom validation
  • Taxability
  • Balancing unit worktag
  • Remit-to connection needed
  • Service line
  • Conversion PO (from Ariba) having miscellaneous spend category
  • Lack of required information (i.e.: no company listed)
• If still unchanged after 5 business days, the unit can contact pcshelp@uw.edu to see if assistance is required 

In Progress:

• The invoice has a match exception. See the Payments, Terms, Timelines and Delays page for exceptions.
• Invoice may need receiving or AP intervention

Approved:

• The invoice is approved for payment, but not necessarily paid.
• Invoices are paid net 30 

Cancelled:

• Will typically have a reason for the cancellation
• AP is responsible for cancelling an invoice, if there is a disupte or no longer needs to be paid

Denied:

• Some invoices come through the GHX integration as denied with no reason listed
• AP can move an invoice to Denied if it should not be processed
• If the invoice gets Denied, the unit will need to manually create the invoice to move it to payment

Reports in Workday for Managing Invoices:

R1149: All Invoices

• View the invoice or adjustment number, company, status, supplier, invoice date, memo, discount date, due date, invoice amount, amount due and adjustment for entered supplier invoices.

R1166: Match Exceptions

• View all invoices with an "In Progress" status and have a match exception that needs resolution to be paid

R1131: Supplier Invoice Tracking

• View the invoice or adjustment number, company, status, supplier, invoice date, memo, discount date, due date, invoice amount, amount due, adjustment, initiator, and exceptions for entered supplier invoices.