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

See UW Connect Finance Portal for:

 

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:

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:

  • Central Office will need to re-enter any invoices that come through as Denied.

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.