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
Click on a question below to view the answer. Limit the results by entering a search term.
Best Practices
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.
Yes - you may look up the training guide "Pro-J-05" in the Bridge training website.
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.
There is not a separate different process for UW Bothell or UW Tacoma subawards. They were included in the conversion effort, but you should still check them in Workday to ensure they converted correctly.
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
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.
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.
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.
Yes, Guy Brown is currently a catalog vendor in Workday.
There is not a specific list; it depends on several factors: the vendor, the budget, the item being purchased, etc.
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.
Yes, Bridge training "Pro-J-05" has instructions on receiving.
We are currently researching this question and look forward to having a definitive answer soon.
Please contact PCS Help (pcshelp@uw.edu) and they can check payment status for you and determine if the invoice needs to be resubmitted.
Yes - you may look up the training guide "Pro-J-05" in the Bridge training website.
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.
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.
Yes - Bridge training "Pro-J-05" has instructions on receiving.
We are currently researching this question and look forward to having a definitive answer soon.
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.
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.
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