Procurement Services

Once we email the invoices on BPOs, do we need to go into Workday to reconcile after, like Ariba?

Once the invoice is uploaded to Workday, the department will have to Receive and then, it will go through an approval process that can include Central AP, a Grant Manager, and a PI before the invoice is paid.

Please provide the email to send invoices for already/previously established BPOs (in Ariba).

This answer is dependent on whether the BPO was a subaward and was converted into Workday. If the BPO is in Workday, suppliers follow the guidance on the "For Suppliers" webpage, which is to use the uwashington@ghxinvoicing.com.

For SubAwards, they need to work with OSP and GCA to request a new BPO in SAGE.

For Non-Sub Awards, the department creates the replacement BPO in Workday and includes a comment referencing the old BPO# and the GHX email address, uwashington@ghxinvoicing.com

I have a couple of invoices that have a BPO number on them. I searched in Workday for the BPO number but, nothing came up. Does that mean that particular BPO has not transitioned over?

Yes. If a non-subaward, the department should create a new BPO using the instructions linked on the Procurement Services Home page.

For SubAwards, they need to work with OSP and GCA to request a new BPO in SAGE.

I have a couple of invoices for a BPO which the vendor submitted to me right before 6/30. They are anxious for the invoices to be paid. Should I submit these invoices via SIR?

If they are not for a sub award, you can submit them via SIR or create a replacement BPO in Workday.

Check with GCA or OSP if they want the invoices paid outside of the subaward BPO.

I have an outstanding invoice uploaded to Ariba. I received the invoice however, there was not enough funds to reconcile. In order to pay the invoice, I would need to increase the BPO. How should I handle this?

It depends on what type of BPO it is. If it is a Non-Sub Award BPO, and the BPO is continuing, and additional invoices are expected, you should create a new BPO in Workday.

If on a Sub Award, check to see if the BPO transitioned to Workday and then, you will either need to submit a change request through SAGE or request a new BPO through SAGE. Work with GCA or OSP.

Do we account for tax or not, when receiving against a blanket request?

See guidance, above.

Are there inbox notices when an invoice is applied to an order, or are we expected to manually check orders so that we know when to receive? Also, is the timing of receipt important like it was in Ariba?

See guidance, above.

How long does it take for a BPO invoice to be paid after the supplier emails it to Procurement? Also, is this how we will proceed temporarily or permanently?

The supplier should email the invoice to uwashington@ghxinvoicing.com rather than to Procurement. This is our permanent Workday process going forward.

Please provide the email again, where the registered vendors who currently have a BPO can email their invoices. Also, do they email the invoices to us first and then, we forward them to that email?

Per the guidance on the "For Suppliers" webpage, suppliers use the uwashington@ghxinvoicing.com email unless the supplier is integrated with GHX (suppliers should know whether they are integrated with GHX and this email does not apply).

Suppliers do not need to email invoices to departments first, for converted BPOs and doing so may cause delays in processing. Suppliers should be encouraged to follow the guidance on the "For Suppliers" webpage.

I have a BPO from Ariba. One of the payments show the check cleared by the bank, which the vendor claimed they have not received payment and would like to request a front and back check copy. How and who should I contact for that information?

You may contact PCS Help for assistance at, pcshelp@uw.edu.

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