HOW TO FIND, REVIEW, AND EDIT INVOICES FOR WORKDAY PROCESSING

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1 HOW TO FIND, REVIEW, AND EDIT INVOICES FOR WORKDAY PROCESSING This guide shows you how to find an invoice and review it to see where it is in the business process and see if an invoice has been paid. SF NOTE: Many fields are not in use by Simmons University. The fields detailed in this guide are required.

2 Where s my invoice? 1. In the search field, type find supplier invoices and choose that task. RECOMMENDATION Need to find your invoice to see if its 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 view various business processes. 1

3 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. 2

4 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. 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. 3

5 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. 4

6 Editing/canceling an invoice: Invoices that are paid in WD cannot be edited or canceled. 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 a change to any field, you can make those changes simply by doing so from your WD inbox. To change 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. Using the related actions brick choose your action. The invoice will open make any changes and submit. Changes made will likely set off the business process from the beginning just as if it is a new submission. This ensures that changes are done within the University guidelines for processing invoices. NOTE: There are many ways to locate items in Workday. Once you familiarize yourself with the system, you will be able to navigate through it with ease. For example, in the search field, enter the name of the supplier and hit enter. What does WD return for you? Nothing? Try clicking the ALL OF WORKDAY at the bottom of the category list to see what is returned. You may be surprised! 5