News! Starting 1/11/2024 Two Way Match Receiving for Service Line purchase orders is live!
For background information on the 2 Way Match System change, please see the Office Hours recordings from 2023.
About Receiving
The receiving functionality in Workday provides campus users with a mechanism to ensure that items and services on orders are received. Invoices that require receiving will not pay to suppliers until the receiving is completed.
Best Practice: Have a written receiving procedure in place for your department.
What Needs to be Received by Units, and What Does Not
- Orders with goods line items will require receiving by the campus unit.
- Non-catalog orders with goods line items
- Certain catalog supplier orders. These catalog suppliers are: Dell Marketing LP, Linde Gas and Equipment Inc, Neta Scientific Inc, Workspace Development LLC, Qiagen North American Holdings Inc, Roche Diagnostics, Sigma Aldrich Inc, and New England Biolabs Inc. This list can also be found in the job aid.
- Orders with Service Line Items will not require receiving.
- Invoices will pay automatically unless they encounter a match exception.
- Subcontract Invoices under grant funds will still route to Grant Managers or Principle Investigators for approval before paying.
- Invoices totaling over $100,000 will require Cost Center Manager approval.
Who Receives?
Requisition Requesters within campus units. Security Role required: Requisition Requester
How Receiving Works
When you receive for an order, it is important to understand that you are not paying a specific invoice. Rather, you are acknowledging you have received the goods or services by approving an amount of money that can apply to invoices for that order.
Based on your security role, you may receive a notification in Workday prompting you to receive.
Best Practice: Run relevant reports regularly to find any invoices that are waiting for receiving to be completed.
- Run the R1166 report in Workday or one of the Unit AP Work Queues Reports.
- Review each invoice as charged by the supplier. Invoices needing receipt will have the exception "Supplier Invoice Processed Without Receipt Created"
- If the invoice is incorrect or should not have been charged by the supplier, request to have the invoice cancelled by AP. Fill out the Cancel Invoice Connect Form in the Finance Portal. Do not receive for an invoice that should not be paid. Once the invoice shows "canceled" in Workday, you can proceed with any other receiving needed for other open invoices.
- If the invoice is ok to pay, you can either: 1) use the Create Receipt task or 2) click on the purchase order number in the report. On the next screen, the Related Actions (three dots) next to the PO number should provide an option for "Receipt" and then "Create." This will only be visible to users with the Requisition Requester role.
- Create the receipt and Submit. Receiving should be done in order of "invoice created" date. Receive only the amount/quantity for the line items invoiced – do not include header charges such as tax, handling, etc. Be careful to receive for the invoice amount/quantity listed on the invoice on the correct line item. Invoices will not release for payment if the receipt does not have the matching dollar amount/quantity on the line item being billed.
- If the items being received are trackable assets, the Business Asset Tracking team may need to review and approve the receipt before it allows an invoice to pay.
Important: You cannot short pay invoices with the receiving process.
Training Materials
In UW Connect Finance Portal find:
- Job aid How to Receive in Workday
In Workday
Receipt Status:
- Draft: Receipt has been started but not submitted. This status will prevent an invoice from paying. It will also keep a purchase order from closing and prevent a line item from being updated by the Purchasing department.
- In Progress: Needs an approval.
- Approved: Approved receipt that will be applied to the selected line items for the received dollar amount or quantity.
Receiving Actions:
- Create Receipt: for creating a receipt
- Find Receipts: finding a receipt, including drafts
- Create Receipt Adjustment: to add an attachment to receipt after it has been created.
Reports: Consider adding these reports to your Shortcuts tab in Workday.
- R1525 Service Line Invoice in Match Exception: This report will aid in identifying invoices within the backlog that will be paid under the 2 Way Match design change that took place on 1/11/24.
- R1149 Find Supplier Invoice: This report will aid in reviewing invoices prior to payment. As a best practice, we recommend running this report weekly to review new invoices.
- Supplier Invoice Tracking R1131: View, monitor and analyze supplier invoices, supplier invoice adjustments (credit) and supplier invoices in match exception.
- Invoice Match Exceptions R1166: Use to find invoices that need to be received.
- This report displays invoices "In Progress" that have exceptions which includes "Supplier Invoice Processed Without Receipt Created"
- The report can be filtered by supplier, PO, or Cost Center. The data can also be exported into Excel to allow users to filter by Requester.
- When reviewing the invoices on the report, focus on important fields such as amount being charged and what line items are being charged.
Troubleshooting:
Once a receipt is submitted you will find additional options under "Related Actions" on the receipt:
- Cancel: If the receipt was created by mistake. This will not prevent an invoice from paying if the invoice is already in "approving" status.
- Create Receipt Adjustment: To add a packing slip after the receipt has been created or lower a received amount that was too high.
Your Responsibility
- Inspect, verify and sign for satisfactory delivery of goods or services
- Packing slips: If your unit retains packing slips, they can be scanned and attached to the receipt in at the time you receive in Workday. For more information on scanning and attaching, review the UW Scanning Requirements.