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Best Practices

What is the process of new subawards? Please show live or screenshots. Do we create a new account in Workday first, like we did in Ariba? Would that be in the "Create Requisition?" Or is there a "Create Supplier?"

A subrecipient must be both a Supplier and a Subrecipient in Workday. Follow instructions on adding a new Supplier. The subrecipient must also be designated as a subrecipient in Workday. If your subrecipient is not designated as a subrecipient in Workday, send an Award Portal request to Grant & Accounting (GCA) to request designatioin of anew subrecipient. Note: Entity must already be a Supplier in Workday. If the subrecipient is not in SAGE, have your subrecipient complete the New Subrecipient Entity Certification Form then, send that form to OSPsubs@uw.edu

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.

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.

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 thought there was a team re-entering the Subawards that had been in place at the end of Ariba. Are we responsible for re-entering all of our own Subaward BPOs?

As part of the data conversion at go-live, Workday Supplier Contract & PO were created for open, active subaward BPOs in Ariba. The Workday PO number is the same as the Ariba BPO number. Please note, there are some Supplier Contracts and/or POs that could not be automatically created. Procurement and OSP are working on a process to address these situations and will communicate details as soon as possible. Please do not create a PO in Workday. Subaward POs have their own business process.

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.

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.

When I find a subaward BPO in Workday, how do I look up invoices (assuming issued) associated with the subaward? Is it in any of the action tabs?

You can type the supplier's invoice number in the Workday Search field and the SI Invoice number will come up if the invoice has been submitted. The purchase order will also show as partially invoiced, and you can see the invoice number on the line-item detail.

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.

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.

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.

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

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.

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.

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.

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).

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. 

How do we enter Ariba BPOs into Workday?

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

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

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. 

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.

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. 

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.

Will there be more information on how to cancel PO's?

Yes, a UW Connect intake form is in process and will be deployed, soon.