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.
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Best Practices
Use of UW Connect Finance has presented a significant learning curve, and all teams communicating within UWCF are bringing patience to their daily activities, utilizing office hours, and trying different methods of doing things within Connect to attempt to streamline and become as efficient as possible as soon as possible. We are definitely, learning together!
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.
One of our training team members was formerly on the PCS team, and both work closely with PCS (they are under the same manager) to create content.
Please contact PCS Help (pcshelp@uw.edu) and they can check payment status for you and determine if the invoice needs to be resubmitted.
The job aids are being updated frequently by the FT team
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.
The catalog web page lists all the suppliers that have a catalog available in Workday at
https://finance.uw.edu/ps/how-to-buy/ariba/catalog-purchases
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.
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
You would obtain a quote from the vendor. If there is specific pricing, you may also contact the Procurement contract manager for that contract for assistance.
Yes, Guy Brown is currently a catalog vendor in Workday.
As a state institution, we do not issue money orders or cashier's checks.
There is not a specific list; it depends on several factors: the vendor, the budget, the item being purchased, etc.
Yes - you may look up the training guide "Pro-J-05" in the Bridge training website.
We are currently researching this question and look forward to having a definitive answer soon.
Invoices are submitted by suppliers to uwashington@ghxinvoicing.com and will be uploaded by the system from there. Due to the unusually high volume of invoices due to FT, we cannot provide an average estimated timeline at this time.
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.
To track supplier invoices, you may run the R1149 report and if the invoices show a paid status, run the R1146 report to get the actual payment date and payment number and method.
We are currently researching this question and look forward to having a definitive answer soon.
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.
Yes - you may look up the training guide "Pro-J-05" in the Bridge training website.
Contact the contract manager to correct the PO in order to avoid duplicate orders.