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
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Suppliers follow the instructions that came with the PO
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The invoice is submitted to GHX email: uwashington@ghxinvoicing.com
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See UW Connect Finance Portal for a ppt on the Supplier Invoice Life Cycle
- Invoice Requirements
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.