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Best Practices

Once an invoice is emailed to uwashington@ghxinvoicing.com, how long does it take to appear in Workday? What is the training # that would direct us how to find and process that invoice in Workday?

Yes, Bridge training "Pro-J-05" has instructions on receiving.

How do we know something has had central review?  We have submitted two reqs: One under $10k that immediately generated a PO.  Another over $10k that appears done, but we do not see a PO.

You may check the “Process History” tab for the routing status. A PO number will also appear in the “Sourcing” column on the line items when a PO has been issued.  

What do we do if a subawardee submitted an invoice in Ariba, but it's not been paid, yet?

Please contact PCS Help (pcshelp@uw.edu) and they can check payment status for you and determine if the invoice needs to be resubmitted.

Is there a cheat sheet on how to release invoices in the new Workday? I release invoices for a scribe company and our cleaning company.

Yes - you may look up the training guide "Pro-J-05" in the Bridge training website.

If you close an order in Workday, does that liquidate any remaining encumbrance on the budget?

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

For new supplier/vendors for whom we have submitted a request to be added to Workday, what is the email address that they will receive instructions from? We want to let them know ahead of time so they can be sure to get set-up properly in the system.

The invite is issued from UW supplier administrators but the sending email could be more than one or could change in the future, and should not be relied upon a permanent. Suppliers can be informed that the invitation is 1) issued with a subject line of "Invitation to Join the University of Washington Supplier Community," 2) is UW-branded to avoid an appearance of spam, and 3) includes the name of the supplier in the email content as it was identified by the unit in the Supplier Request Form.

Suppliers who submit an unsolicited registration (i.e., the link to register was obtained without a Supplier Request Form and therefore, without an official invitation from supplier administrators) are not processed.

What happens to the invoice after the vendor emails an invoice to GHX?

Yes - Bridge training "Pro-J-05" has instructions on receiving.

After we complete the order and a PO has been issued, how does the PO number transmit to the vendor?

All Purchase Orders are transmitted via email by Workday except catalog vendors, which are sent electronically via GHX. 

Which email address do vendors send their invoices to? Is this email, uwashington@ghxinvoicing.com for both sub-contract and non-subcontract? Do departments get notified when the invoice was sent?

uwashington@ghxinvoicing.com

Per the guidance on the "For Suppliers" webpage, non-subcontract, standard goods and services 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); per the MRAM "July 13 Meeting Q&A Follow Up," the same guidance was provided for subawards to use the uwashingto@ghxinvoicing.com email as well.

If we have an urgent PO stuck in “draft” status, should we cancel and order on ProCard instead?

Contact the contract manager to correct the PO in order to avoid duplicate orders.  

How can we order Digi-Key now? They used to be catalog. We imported the item list to purchase so that we don’t have to enter each items (sometimes we have 50 + items). I am assuming it is non-catalog order. Can we import the items in Workday?

You may order directly from Digi-Key on a purchase order using a quote.  

Can I still see payments in Ariba?

Ariba is in read only status. 

Payment information you will not see in Payment Loop:

  •   Any transaction paid by wire
  •   When invoice number is more than 15 characters long

How to view the payment status in ARIBA for BPO, PO and Non-PO Invoice:
1.Search for your invoice
2.Check the ‘Status’ field.

       a.  If the status is ‘Reconciled’, some payment information may be available.
       b. If the status is ‘Reconciling’, the invoice reconciliation is still in process; payment information is not yet available

 3.  Click on the ‘Invoice ID’
 4.  Click on the ‘Reconciliation’ Tab
 5.  Click on the ‘ID’
 6.  Click on the ‘Payments’ Tab
 7.  Click on the ‘Payment Requests ID’
 8.  When available, the payment information should display under ‘Transaction Details’

Meaning of Checks Number prefix letters:
A - Paper Checks
R - ePayables Card
T - ACH Payments

How to view the payment status in Ariba for Payment to Individuals (XP), eReimbursements (XR) and eTravel Expense Reports (ER):

1. The Payment Details section is located towards the bottom of the Summary page.

Meaning of Checks Number prefix letters:
A - Paper Checks

E - Direct Deposit

Is there a size limit for attachments for invoices for BPOs?

Not to our knowledge.

When we used P2Is, a submitter could enter the contract in the P2I in Ariba. In Workday, if we need a contract signed do we attached the unsigned contract in Workday? What key notes should we enter so that Goods and Services can sign the contract to pay t

We will have a contract review intake form available to campus soon (currently in progress). Until then, the contract review process for P2I is to manually send them via Connect or email to Procurement. 

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.

If a BPO is issued to a "network" company but, then we receive invoices from multiple locations within their network, is this allowable? Or will we need to issue separate BPOs to each location (I assume it depends on whether they share a TIN?)

Much like Ariba, suppliers can determine how a company or different areas of a company transact with the UW. Some are large companies with a single procurement intake point and single invoicing or Accounts Receivable team, while others are divided by mailing locations or divisions, and whether they choose to use the legal entity Taxpayer ID Number (TIN) or a subsidiary TIN. When asking for quotes, etc., it could be beneficial to review the locations available in Workday (if access allows) and point the supplier to the "For Suppliers" webpage if they have additional questions and need to contact supplier administrators at UW for clarity.

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.

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.

Could we get a better understanding of the approval flow for when it's set-up but also, for when we're paying invoices?

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

How do I purchase gift cards for employee recognition?

Departments can purchase gift cards for employee recognition using their ProCard. The gift must be reported to Payroll because the gift is taxable. See the Employee Recognition webpage and the Employee Recognition FAQs.

The department should have a defined, documented and monitored procedure for how recognition works and the gift cards are given.

The gift cards must be treated like cash and managed using Cash Management controls.

The gift cards must be reported to Payroll as income by emailing the amounts of the recognition to pr-tax@uw.edu.

Note: Gift cards should not be purchased with one’s own credit card and then be reimbursed.

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.

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.

Is your vendor requesting a money order or cashier's check?

As a state institution, we do not issue money orders or cashier's checks.

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.

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

See guidance, above.