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 and the published UW requirements for supplier invoicing. See the Invoicing Requirements on the For Suppliers page. 
  • The invoice is submitted to GHX email: uwashington@ghxinvoicing.com
  • Invoices are expected to show in Workday within 3-5 days of submission

See UW Connect Finance Portal for:

 

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)
  • Show the full name "University of Washington" 
  • 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.
    • Lack of required information (i.e.: no company listed).
  • If still unchanged after 6 business days, the unit can contact pcshelp@uw.edu to see if assistance is required. 

In Progress:

  • The invoice has a match exception.
  • Depending on the match exception, the invoice may need receiving by the campus unit, AP intervention, or Purchasing intervention (such as adding funds to an order or modifying a line item with additional quantity or amounts if the invoice exceeds the invoice amount/quantity billed).

Approved:

  • The invoice is approved for payment, but not necessarily paid.
  • Invoices are paid based on terms.

Cancelled:

  • Will typically have a reason for the cancellation.
  • AP is responsible for cancelling an invoice, if there is a dispute or no longer needs to be paid. Please use the Cancel Supplier Invoice Connect Form to have an invoice cancelled.

Denied:

  • Workday assigned status. Central Office will need to re-enter any invoices that come through as Denied.
Invoice 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
Invoice Match Exceptions

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
  • Freight Amount>$1,000 - Resolved by AP or Purchasing
  • Other Charges>$100 - Resolved by AP or Purchasing

What if the supplier sent an invoice through GHX and it is not visible in Workday? 

Non-scan invoice flow chart

 

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, including receiving. 

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.

 

Reports outside Workday for Managing Invoices:

AP Work Queues

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