Payment Status and Check Cancelation

Workday:

Payment Status:

Approved-Unpaid:

  • Completed invoice processing
  • Ready to be paid
  • Scheduled to be paid based on terms

Approved-Paid:

  • Paid via daily Settlement Run

Paid-Unreconciled:

  • Paid but not yet confirmed received by the supplier

Paid-Reconciled:

  • Confirmed payment made and received by supplier
  • Note: Electronic payments (Paymode ACH, Wire) are set up to auto reconcile when paid

Where to Check:

  • Supplier Payments R1146 report in Workday:
    • Search "Supplier Payments R1146"
    • Use the filters available to narrow down the data you are looking for, such as supplier name and date. 
    • Data will display the payment date and payment type.
  • Activity Tab on the Invoice:
    • If the invoice is paid, an Activity tab will show on the invoice in Workday. It will show the payment date and payment reference number. 

Note: GHX does not use special characters such as dashes or "/" when scanning the invoices to the Payment Status section so when checking for an invoice in Workday to remove all special characters from the invoice number and then search.

Payment Delays:

If you see an invoice received, check the invoice status. Status can be found on the Invoicing page. If the invoice is "In Progress," the invoice has a match exception that needs resolution. Use the Invoice Match Exception Report R1166 to find invoices with a match exception.

Match Exceptions:

  • Supplier Invoice Processed Without Receipt- Most popular, needs unit to create a receipt
  • Quantity Invoice>Quantity Received - Resolved by AP or Purchasing
  • Extended Amount>$100 and 5% threshold - Resolved by AP or Purchasing
  • Extended Amount>$50 and 5% threshold - Resolved by AP or Purchasing
  • Freight Amount>$1,000 - Resolved by AP or Purchasing
  • Other Charges>$100 - Resolved by AP or Purchasing

Check Cancelation

If a check payment needs to be canceled, please visit the Check Cancelation page for guidance.

Check Stale Dating

Information click Here.

Payment Terms

Standard payment terms for the UW are 30 days from date of receipt of a properly completed invoice or goods, whichever is later. More information is available on the UW General Terms and Conditions page. Some contracts have specific payment terms so departments should reference the specific contract first.