Create Purchase Receipt

Overview

This guide provides clear, step-by-step instructions for creating a purchase receipt in Workday.  

Details / Instruction

Whether your purchase was made through a supplier catalog or via a non-catalog requisition, all goods and services must be fully received through this process to enable invoice payment.

Workday utilizes a three-way match process, which ensures alignment between:

1. The purchase order,
2. The receipt, and
3. The invoice.

By following this guide, you will learn how to:

• Identify the purchase order requiring receipt through the My Requisitions Report.
• Receive goods or services accurately in Workday.

By the end of this article, you will be equipped to successfully complete the receipt process in Workday.

PROCEDURE: Find My Requisition Report

1. In the Workday homepage search bar, type in "My Requisition" and then select the "My Requisitions Report" task.
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2. You can search by various categories, or you can see all your requisitions by selecting Ok.
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3. Select OK.
4. Scroll down in the My Requisitions to review your requisitions.
5. A requisition must have a request status of Successfully Completed and a Purchase Order Number assigned to be received.
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PROCEDURE: Create A Purchase Receipt - Fully Received

1. In the Workday homepage search bar, type Create Receipt and select Create Receipt task.
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2. Select a Document Number
   • You can search by most Recent Documents or by Supplier.
   • When you select Most Recent Documents use the related actions icon to view a purchase order. 
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3. Select OK.
4. Under the Lines tab, check the Fully Receive box.
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5. Scroll down.
6. To provide supporting documentation, under Attachments, click on Select Files.
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7. Select the Attachment Category and then type in Comment. NOTE: To attach more documents, select Upload. To remove an attachment, click the trash icon
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8. Select Submit.
9. Click Details and Process to view your receipt.
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PROCEDURE: Create Purchase Receipt - Partial Receipt

When partially receiving goods on a purchase order, this allows invoices to be paid for the received goods. 

1. Follow the steps above to find your Purchase Order.
2. When you find your Document Number. Select Okay.
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3. Add the number of items received in the Quantity to Receive Box.
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4. Scroll down.
5. To provide supporting documentation, under Attachments, click on Select Files.
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6. Select the Attachment Category and then type in Comment. NOTE: To attach more documents, select Upload. To remove an attachment, click the trash icon
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7. Select Submit.
8. Click Details and Process to view your receipt.
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EXAMPLE: Receipt Request 

Occasionally, you may receive a notice from Workday requesting you to confirm receipt of goods or services. This indicates that Workday has received an invoice that matches a purchase order and the system is awaiting your confirmation that you received the goods or services before proceeding with payment.

The notification is called a Supplier Accounts Match Event will arrive to your Workday inbox.  The notification will include details of your order and request that you receive your products through the receipt process.

Below is an example of the notification.

See Also

Interdepartmental Charges, Dining Dollar Payments, Spider Card Payments