Create Supplier Invoice Request

Overview

This guide provides step-by-step instructions on how to request payment for a supplier invoice to pay a vendor directly. 

Details / Instructions

This process in Workday is comparable to a check request and is often used to pay guest speakers, artists, honorariums, etc.

1. In the workday homepage search bar, type in Create Supplier Invoice Request and then select the Create Supplier Invoice Request task.
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2. Under Primary Information fill in the following:
   • Select Invoice Date
   • Company defaults to UR University of Richmond
   • Select a Supplier or look up using the Supplier Group or Supplier Category in the field menu.
   • Currency defaults to US Dollars (USD).
   • In the Control Total Amount field, enter the total amount of the invoice. This field will be used reconcile the sum of the invoice lines as verification.
3. Under Additional Information:
   • Confirm the Ship-To-Address are correct and update if necessary.
   • Confirm the Payment Terms are correct and update if necessary.
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4. Scroll down to the Lines tab and enter the following information:        
   • Click on the button corresponding to whether the invoice is for Goods Line or Service Line and complete the corresponding fields
   • Enter the Item/Item Description (e.g., Guest Speaker for Symposium).
   • Select a Spend Category that corresponds to the item (e.g., Honoraria and Speaker Fees).
   • Enter the Extended Amount for the dollar amount of the item.
   • If applicable, indicate if this item is related to a Gift, Grant, or Project.
   • Select one of either Cost Center, Gift, Grant, or Project. If Gift, Grant, or Project is selected, the Cost Center and Additional Worktags will update with the appropriate values.
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   • The Additional Worktags fields are pre-populated and should not change; edit only if instructed by the Office of Controller.
   • Optional: provide comments in the Memo fields with additional information.
   • Click on the Add button to add another line from the invoice if there are multiple charges listed, and complete the corresponding fields.
   • NOTE: When all invoice lines have been recorded, the sum should match the Control Total Amount.
   • Under the Attachments tab, click on Select Files and upload the invoice.
5. Click Submit.

See Also

Create Supplier Request

Interdepartmental Charges, Dining Dollar Payments, Spider Card Payments