Create Supplier Invoice Request

Overview

This job aid will assist you in creating supplier invoice requests.

Create Supplier Invoice Request

1. From the Workday search bar, enter Create Supplier Invoice Request and select the task.

Primary Information

1. The Invoice Date auto populates to today’s date; change as appropriate.
2. Select the Company - CP01.
3. Select the Supplier- start typing the suppliers’ name in the search bar
4. The Currency auto populates based on select of Supplier.
5. Enter the Control Total Amount. This is the total amount of the invoice.
6. Enter the Supplier Invoice Number.

Note: This information should be on the invoice provided.

Additional Information

1. The Ship-To Address will default based on the company. Do not edit.
2. The Payment Terms should default based on the Supplier. Enter the payment terms if it does not auto populate.
3. The Due Date will auto populate based on the payment terms.
4. Enter the Freight Amount if applicable; otherwise, leave this field blank.
5. Enter the Tax Amount if applicable; otherwise, leave this field blank.
6. Enter the Memo, this is required. The memo is information related to the entire invoice.

Lines

Each unique Spend Category will need to be entered as one line item. For example, if your invoice included office supplies and cleaning services, you would have one line with the total amount of office supplies using the spend category ‘Office Supplies’ and one for the total amount of cleaning services using the spend category ‘Cleaning’.

1. Click the Goods Line or Services Line

1. If Goods Line is selected,
   • You may edit the following fields as appropriate:
     • Item Description
     • Quantity
     • Unit of Measure
     • Unit Cost
   • Select the Cost Center. The cost center is the department being charged for this invoice.
   • Fund and Additional Worktags will default, but can be adjusted as appropriate
   • Enter a meaningful description in the Memo box. This is required.

If Service Line is selected:

• Enter the Item Description. This can be a summary of the items purchased.
• Select the applicable Spend Category.
  Note: Different Spend Categories may require different line items.
• Enter the Extended Amount. The extended amount is the total for this line item.
• Select the Cost Center. The cost center is the department being charged for this invoice.
• Fund and Additional Worktags will default, but can be adjusted as appropriate
• Enter a meaningful description in the Memo box. This is required.

Attachments

1. Navigate to the Attachments tab.
2. Click Select Files or Drag-and-Drop a copy of the invoice or receipt.
3. Click Submit.

Next: This task will now route for approval to the relevant group(s).