CREATING INVOICES FOR WORKDAY PROCESSING

Transcription

1 CREATING INVOICES FOR WORKDAY PROCESSING Supplier invoices are paid by entering them into Workday. This guide shows users how to create invoices to ensure timely payment. SF NOTE: Many fields are not in use by Simmons University. The fields detailed in this guide are required.

2 Table of Contents Creating an Invoice from a Purchase Order....2 Receipting a Goods Purchase Order...2 Entering Invoice Information.. 5 Reviewing Purchase Order Lines.. 7 Creating an Invoice without a Purchase Order 8 Charging Gifts or Grants.. 11 Sharing Expenses/Splits with Cost Centers Where s my invoice? Choosing a Remit-to Address...18 Editing an existing invoice..19 Other items (honorarium payments, single payee set up, no invoice number)

3 Supplier invoices are paid through a business process in Workday. Only department members with certain assigned roles [department purchaser] can create invoices in Workday. CREATING AN INVOICE FROM A PURCHASE ORDER 1. From the Purchase Order, determine if the PO is a goods or service PO. If a goods PO, the person who requested the PO must first receive the goods. Receipt of goods must be completed in order to properly navigate the process. Though WD will allow the invoice to be created without receipting, an exception will delay processing and payment and result in the invoice being sent back to you to receipt the goods. Service PO? jump to step 7, page 3 OR 2. From the PO, hover next to the PO number, click the brick, then RECEIPT and choose the task CREATE. 2

4 3. Next, WD allows you to choose to fully receive the goods. If all items are received, check the Fully Receive box and then OK OR just click OK. 4. Fully Receiving the invoice auto-populates the quantities for you. If you don t check the box, you are required to enter the amounts. Enter quantity received. On the rare occasion that a partial shipment is received enter just the amount received. Enter a memo detailing why a shortfall order has been received. This task is only a receipt of goods and does not affect invoicing. Later, the remainder will also be receipted. If the order is completed as a shortfall, create the invoice against the PO, then close the PO. 5. Click SUBMIT to complete the receipt of goods. 3

5 6. Next, create the invoice. Invoices must be added individually you cannot create a single invoice in WD for multiple supplier invoices received. 7. From the PO, hover next to the number, then Supplier Invoice, then click task CREATE. Service Purchase Orders do not require receipting. 8. WD next brings you to the invoice creation screen. There are multiple parts to this screen. Part 1 is where data is entered relating to the invoice received from the supplier. Part 2 is the PO information. Part 3 is a cloud memo. Part 1 Part 2 Part 3 PARTIAL VIEW OF SCREEN TO CREATE AN INVOICE 4

6 PART 1 Part 1 A: enter the INVOICE INFORMATION. Refer to page 18, Choosing a Remit-to Address for information on this field. Enter the Invoice Date: the invoice date is vital as payment terms are calculated from this date. Enter the Control Total Amount: the amount of the invoice. NOTE: A 10% allowance up to $ is permitted to accommodate changes in orders such as postage or delivery charges. If the amount needed to process the invoice is larger, a CHANGE ORDER must be processed. 5

7 Part 1 B: TERMS AND TAXES Terms and Taxes are defaulted to supplier or PO set up. Never change or override fields without first checking with AP. Changes made will likely result in the invoice being returned to you for explanation. Part 1 C: INVOICE REFERENCE INFORMATION Handling Code refers strictly to the issuance of a check payment being held for pick up. All checks are mailed except the rare occasion when something such as registration paperwork needs to be mailed with the check. Supplier s Invoice Number refers to the suppliers INVOICE number. The number as it appears on the invoice should be entered. When no number is provided, use the invoice date entered as monthdayyear; Memo refers to what is being paid. Customer numbers, short description, dates of service should be entered here. This in an external memo not to be used for internal instruction. Approver field allows you to enter the name of a person (employee) who you feel should also approve the invoice technology approves all technology-related purchases; perhaps you want your Dean or Ops person to review the invoice, etc. It is NOT a required field. NOTE: Accounts Payable does not send attachments with checks. If paperwork needs to be included with the check, use the Handling Code, HOLD FOR PICKUP. Accounts payable will make every effort to contact you when the check is ready for you to pick up and mail it along with any support. 6

8 Part 2 - Reviewing the PO information data. Check to make sure that all data fields are properly coded for each section of the invoice line. Attach invoice and any other pertinent paperwork. Use the scroll bar to see the entirety of the line Click the Attachments tab to attach the invoice Part 3 - Use the cloud memo field to enter any internal alert or instruction that you deem necessary for the business process to proceed smoothly. 9. Click Submit to finish. 7

9 CREATING AN INVOICE WITHOUT A PURCHASE ORDER Creating an invoice without a purchase order involves completing the same fields as creating an invoice from a purchase order. With a PO, many of the fields are completed because necessary data points were entered at the time of the PO creation. Without the PO, these same fields have to be completed. NOTE: Many fields are not in use by Simmons University. The fields detailed in this guide are required. 1. To create an invoice without a PO, search for the task Create Supplier Invoice. Note: only those with certain WD roles can create invoices. 2. Enter required data: INVOICE INFORMATION, TERMS AND TAXES, INVOICE REFERENCE INFORMATON SUPPLIER INFORMATION FIELDS VIEW 8

10 Enter the Supplier: A Supplier must already exist in WD. See Requesting a Supplier for Workday Processing guide. Refer to Choosing a Remit-to Address on page 18 for information on the Remit-To Connection field. Currency will default to the supplier set up (USD) Enter the Invoice Date this is the date on the actual invoice Enter the Control Total Amount the amount of the invoice This section is left to the defaults set up on the Supplier record. Payment Terms field default for all invoices paid by the University is Net 45 days this means the payment for the invoice is due 45 days from the Invoice Date. Accounts Payable issues payments (called runs ) twice weekly (Tues and Thurs), pulling into each run anything that is due at least 5 days out to ensure payment is issued and received by the supplier in a timely manner. Never change the payment terms without attaching a signed contract that clearly indicates other payment terms. Contact AP if you have questions. Supplier s Invoice Number refers to the invoice number on the invoice being paid. The exact number should be entered. If none provided, use the invoice date in format monthdayyear: Memo is an external note that refers to what the invoice is for. Some items to include may be customer number, date range of services, a short explanation of the goods or services, order number. This field is not to be used for special instructions to an internal department. Approver is used when you feel the invoice needs review by another person. Example: adding a person in Technology to approve a site license purchase or you want your Dean to review and approve. It is not a required field and will normally be left blank. The other fields in this section are not necessary to complete. 9

11 3. Create the invoice line(s) next. This step charges the invoice against a budget. There are many fields in this area but Simmons University is set up to only use: a. Company default to Simmons College Company b. Item Description short description of invoice c. Spend Category the code being charged, i.e. books; services; subscriptions d. Quantity not required, but can enter e. Unit Cost cost per unit entered will multiply by the quantity to get the extended amount f. Extended Amount amount of the invoice this must equal to the Control Total Amount g. Prepaid refers to whether the cost of the service is crossing fiscal years h. Cost Center your department number the other fields (i) feed off the department number and will auto populate i. Fund, Program, Project, Gift, Simmons Grant, Additional Worktags, and Splits are fields that may or may not need to be completed depending on the department being charged or if multiple department are being charged - See pages 11, 12. Checking prepaid requires you to go to the PREPAID DETAILS tab to select the Prepaid Amortization Type always select SCHEDULE. Accounts Payable then schedules the proper accounting. 4. Attach the invoice and any other paperwork necessary to pay the invoice and inform the business process by clicking the ATTACHMENTS tab then click SUBMIT. The invoice is now in the business process it will automatically move thru the approval process. If you get a BUDGET FAIL error upon submission, you will need to contact the budget office to request funding of the cost center/spend category. 10

12 If the charges for the invoice are to a gift or grant, use the scroll bar for the line item to reach the field Additional Worktags. FIRST enter the gift or grant number in the Additional Worktags field. The other fields will autopopulate with the correct numbers. Rarely will a fund or program need to be changed. The cost center should be left to the default. Charging to other than a department may require a few additional steps. Please call the Accounts Payable Office if you need assistance with adding a gift or grant number. Complete the invoice by attaching relevant documentation and submitting. Notes 11

13 Sharing expenses with other cost centers or among spend categories is easy with Workday. Allocating amounts using the SPLITS task or adding lines for each cost center initiates routing of the expenses to the appropriate cost center manager for approvals. In the example below, an invoice for $300 is being allocated to two cost centers and three spend categories for $100 each. This is accomplished by entering one-line item then clicking one of the plus signs to create or add the next line. SPLITS is used when the expense is being charged to different cost centers under a single spend category. Complete invoice line fields Item Description, Spend Category, and Extended Amount Use the scroll bar to get to the Splits field. Click the Splits field 12

14 A pop-up box will appear: click the down arrow in the Split by field. WD is asking whether the invoice is to be split by the dollar amount or quantity invoiced. Quantity is specific to goods being purchased. AMOUNT: WD is seeking percentage splits. Entering the amount being paid by each cost center will auto-populate the percent field. In this example, the amount of $ is entered for one cost center and $ for the other. Click DONE when complete WD now takes you back to the original line where you can see that it has been split by two cost centers Attach the supporting documentation and click submit to begin the business process for approval and payment. 13

15 QUANTITY: If the split is to be done by quantity ordered, you must complete the Quantity, Unit Cost, and Extended Amount fields in the line item before clicking the Splits field. Click the Splits field and then choose Quantity Enter the Quantity (the Amount will auto-fill), a Memo regarding the item, and then the Cost Center to be charged for each portion. In the example below, the split was between two cost centers. Then click done. WD shows two splits on the line. Attach the supporting documentation and click submit to begin the business process for approval and payment. Notes 14

16 Where s my invoice? WD allows the you to find your invoice and see where it is in the business process. 1. In the search field, type find supplier invoices and choose that task. RECOMMENDATION Need to find your invoice to see if it s paid? Perhaps the supplier is calling you because they haven t received payment for an invoice you added? 2. Enter any data points that will help you find your invoice primarily the Supplier and the Invoice Date On or After fields are sufficient to find your invoice. We recommend using the Find Supplier Invoices task. Just enter the supplier and then, in the Invoice Date On or After field, enter a date that is a few months back. This will ensure you get the invoice needed. WD will provide a list of invoices that you entered. Still can t find the invoice? Give AP a call. Workday s built-in functionality may or may not allow you to see certain processes. 15

17 3. After clicking SUBMIT, WD returns a spreadsheet of the invoices. 4. Column headings: depending on your set up, you may or may not have all the columns above. This is a snapshot of some of the column headings. Those you should have that provide the most useful information are: a. Supplier Invoice click the magnifying glass to review the invoice and its business process b. Invoice Number the WD assigned number of the invoice c. Status shows if invoice is approved, canceled, denied, draft (unfinished), incomplete, in progress i. Approved invoices have completed the business process and are paid or due to pay ii. Canceled invoices have been canceled may be a dupe, services incomplete, etc. iii. Denied invoice entered twice, improper paperwork, insufficient support iv. Draft invoice was started, but no completed v. Incomplete not used by Simmons vi. In Progress invoice is still in a step in the business process d. Supplier the supplier in your search e. Supplier s Invoice Number the supplier s invoice number f. Invoice Date the date of the supplier s invoice g. Memo what was entered at the time of invoice creation as explanation of the invoice h. Due date date the invoice is/was due to be paid by i. Invoice Amount amount of the invoice j. Balance due if zero, invoice has been paid, otherwise the invoice amount will show here k. Purchase Order the PO associated with the invoice Though it is not necessary to customize your view of columns, it is recommended to do so for those who work daily in WD: contact AP-we re happy to assist. 5. Choose your action click the magnifying glass to view the invoice In this example, you may question why the status of your invoice is In Progress click on the magnifying glass to open the invoice, then click on the PROCESS HISTORY tab to see where the invoice is. 16

18 VIEW OF PROCESS HISTORY TAB By scrolling thru the history, you will be able to see where in the process the invoice is. If a status of Awaiting Action exists, look under PERSON header: contact that person if you need to move the invoice along in the process. When was my invoice paid? By clicking on the magnifying glass to open the invoice, you can see the payment status is PAID and in the settlement run done on or January 30, Suppliers are required to complete the Supplier Registration Form and the IRS Form W9 in order to be set up in Workday. The Purchasing department creates supplier records. Simmons requests banking information in order to expedite payments and ultimately, save the University administration costs by paying invoices via ACH this is the preferred payment process of Simmons University. Changes made to default fields that are considered out of the norm by the Accounts Payable department, will be questioned and sent back to the invoice initiator for explanation. You, as the person initiating the business process for the invoice, can provide explanation using the cloud memo box if you make any changes to default settings. 17

19 Choosing a remit-to address: When adding an invoice that has a different address than the one in the system, click into the Remit-To Connection field to choose the correct address. This option is available only when multiple addresses are associated with the supplier. If the address needed is not a choice, purchasing@simmons.edu to request the addition of the address - include support for the additional entry. 1. Create the invoice: Remit-to Connection field will display an empty box if there are multiple address in WD 2. Click on the RELATED ACTIONS brick, to view the primary or first address associated with the supplier The example here is the 251 Causeway. 3. Click on the three bars in Remit-to Connection field to view the other addresses associated with that supplier. Remit-to addresses are entered with an identifier such as a department name making it necessary to click on the brick to verify the actual address 18

20 4. Each of these has a related actions brick associated with it; click on that to verify that the address is the correct one: choose the one you need by clicking into the circle. Editing an invoice: Invoices that are paid in WD cannot be edited. If you realize after the fact that another spend category should have been charged or another cost center was going to absorb the cost, let your budget person know: a journal entry will have to be done. If an invoice is sent back to you requesting change to a spend category, you can make those changes simply by doing so from your WD inbox. To access an invoice any time prior to it being paid, go to VIEW SUPPLIER INVOICE. The invoice must be opened in order to make any changes. 19

21 Other Items/recommendations: When paying an honorarium, the person being paid is set up as a supplier. Therefore, the forms required to create a record in the system are the Supplier Registration and W9 forms. The W9 is needed in order for Simmons to capture IRS required data for 1099 processing. The invoice date should be the date of service. All suppliers are paid net 45 days from the invoice date. Any individual being paid by the Accounts Payable department is required to furnish Simmons University a completed W9 form in order to satisfy auditing rules. Payments to students may require that payment be issued by payroll it is good practice to check in with the payroll office before requesting payment from accounts payable. If a supplier invoice does not have a specified invoice number, use the date of the invoice in the format: , monthdayyear. FAVORITES: WD allows you to identify suppliers and POs (and other items) as favorite items. Creating favorites avoids having to search for items that you use all the time. For instance, if you created a blanket PO against which you will be expensing invoices, making the PO a favorite will allow you to access it easily. At the end of the FY, remove it as a favorite with a simply click. Then, you can add the new FY POs that you ve requested. Contact accounts payable to find out how to get the Favorites worklet on your homepage and how to use favorites to more easily navigate the system. 20