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Best Practices

Could you please go over what the action steps are for SIRs after they are submitted in Workday? Particularly after the approval is completed?

We are currently researching this question and look forward to having a definitive answer, soon.

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

See guidance, above.

As Linde Gas does not have a catalog anymore, the only way we can issue them POs now, is to get a quote each time. We aren't supposed to pay by ProCard, but it's far easier then getting custom quotes for each order with the volume we do.

We are currently researching this question and look forward to having a definitive answer, soon.

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.

I am starting to work on ProCard reconciling but did not finish. Can we save and come back later?

Unfinished verifications should show as a "draft." To find drafts, see the guide on the ProCard web page here, under "ProCard News" https://finance.uw.edu/ps/how-to-buy/procurement-card

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.

BPOs with services have a start and end date. Will Workday provide us with expiration notifications?

We are currently researching this question and look forward to having a definitive answer, soon.

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.

Is it possible to transfer the receiver on Workday BPOs?

We are currently researching this question and look forward to having a definitive answer, soon.

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

Will we receive notification at some point before the BPO expires (ends)? Such as Ariba used to send us notification at set days before?

We are currently researching this question and look forward to having a definitive answer, soon.

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.

How do we add funds into existing BPO?

A change order will need to be issued in order to do this. In Workday, only Procfurement Contract Managers can create change orders or close POs. An intake form is in process for this so that campus may submit requests to Procurement.

One of my vendors received their Blanket PO yesterday, and today, emailed an invoice to me. Sholdn't the vendor submit the invoice to Workday or is there a new process with go live?

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).  UW is using a feature from GHX called eInvoicing and the email is to support that GHX einvoicing feature (thus, there is no process for suppliers to email invoices to Workday or log into Workday).

In the new Workday BlanketPO request, do we have the ability to make modifications - change dates, add funds, add contacts/editing users - after it has been approved?

Changes in Workday may only be done by the Procurement Contract Managers. You can submit those requests to our team, directly. Subaward changes and requests will come from OSP to Procurement.

Do you have a document step-by-step to show how to create a new BPO?

Blanket requests are now a type of requisition. The entry for the BPO will be the same as the other requisition types. Refer to job aid, PRO-J-05 Requisitions for Requisition Requesters UWA and web page for requisition here: https://finance.uw.edu/ps/how-to-buy/workday/non-catalog-purchase-orders

Do we need to convert to foreign dollars for travel reimbursement to Canada?

We are currently researching this question and look forward to having a definitive answer soon. 

Alot of subaward POs have been converted. Are those Workday POs now, open to subrecipients for invoicing? Their status says "issued" and it is unclear what it means.

A PO status of "Issued" means that it has been sent to the vendor and is available for invoicing.

How do we enter Ariba BPOs into Workday?

There is a training guide on the Procurement homepage at: https://finance.uw.edu/ps/

Could you provide the weblink for the secure portal we used to use in Ariba for foreign national information, etc.? It used to be a direct link in Ariba, so we do not have it.

We are currently researching this question and look forward to having a definitive answer soon. 

Does Workday have an option to send email reminders about low available balance or the BPO ending soon?

We are currently researching this question and look forward to having a definitive answer, soon.

We are trying to create a BPO in Workday and it is giving us an error on the end date, which I thought you said wasn't needed.

An end date is required. Workday does not have a Final Invoice Date as Ariba did, however.

Are there warning notices sent by the system when orders are getting low on funding or approaching an end date?

We are currently researching this question and look forward to having a definitive answer, soon.

We often purchase supplies from a foreign supplier for shipment to a foreign supplier. The variety of delivery location were not in Ariba. Has this been addressed in the new process? Additionally, foreign supplier to foreign site made for erroneous charge

We are currently researching this question and look forward to having a definitive answer soon. 

The directions are not clear on what to enter in Workday to "link" a BPO from Ariba to Workday if the dollar amounts stay the same. However, what additional notes are required if the old BPO needs more funds added?

Additional funds should be added via change order, rather than to the initial replacement BPO. This is to make the audit trail and added scope trail clear for accounting purposes.