Training resources available for this topic include: Create a Requisition (Guide), Create a Supplier Invoice Request (Guide), Requisitions (Video), Create a Miscellaneous Payment Request (Guide), Create a Receipt (Guide), Create a Supplier Invoice (for Related Organizations) (Guide), Paying Suppliers (Video), Return an Item to a Supplier (Guide), Change Order (Guide), Refund a Supplier (Guide), Manage Prepaid Spend Authorization (Guide), Manage Supplier Contracts (for Facilities Buyers), Match Supplier Accounts and Handle Exceptions (Guide),
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Requisitions and Sourcing
How do I change my Ship To/Deliver To address on a requisition?
All users should be able to change their Ship To / Deliver To addresses on a requisition. The Deliver To address is sent to the supplier and should be the primary address users confirm is correct to ensure delivery of their items. The Deliver To address has more details to support delivery (room/office numbers/floor number).
Please take the time to find the correct Deliver To address and use that. Change Deliver To on the Create Requisition page (Edit Details button) or on the requisition line item itself.
All users are assigned a default address/location in their profile which is the default Ship To address when a user places a requisition. If you need to change the Ship To address in your profile permanently or it is not correct, submit a ServiceNow case using the I have a general HR question form to modify that. Based on recent configuration changes, the Ship To field does not impact what is sent to the suppliers.
How does BuyWays work with Workday when creating a requisition?
The only interaction BuyWays has with Workday is shopping the punchouts please. Start the requisition in Workday, follow the link Connect to Supplier Website to BuyWays, select items and then return to Workday. The transaction starts and ends in Workday, so a full transaction record is available there.
When completing a requisition for software or software maintenance should I select Good or Service?
Due to accounting rules, these types of purchases are considered Goods.
Where does a requisition route when it fails budget check, and who should correct the budget?
Failed budget-check requisitions route first to the Cost Center Hierarchy Manager.
How do I create a requisition for a competitive bid when the supplier is not yet known?
Create a requisition to supplier unknown with all the information needed for bidding. This is the same process done did in BuyWays.
Where do I attach a supplier quote to a requisition?
Follow the attachment steps in the Create Requisition guide. The quote is attached as supporting documentation during requisition entry and review.
Invoices and Payments
How can I find a supplier invoice in Workday?
To find any supplier invoice in Workday, use the Find Supplier Invoices report. Once you pull the report, you can filter by supplier (or other desired fields) to find invoices.
To view invoices that require review, use the report named CU Find OCR Supplier Invoices Requiring Review. This will only display OCR invoices in Draft status that will require review/updates before they continue through the workflow.
I need to pay an invoice with Foundation funds?
Invoices for CUF can be entered manually using Create Supplier Invoice task.
How can I pay a direct expenditure bill?
For a non-PO invoice, use the Create Supplier Invoice task to process an invoice.
How can I check whether an invoice against a purchase order has been paid?
Run the applicable invoice-status report and review the invoice’s status and business process. Draft or error statuses require correction before payment can proceed.
What do I do if an invoice fails when it does not match the purchase order?
Verify that it was sent to the correct Accounts Payable address, search Workday using the supplier and invoice details, and allow time for OCR processing. If it remains missing, resend the invoice or submit a case with the invoice and PO information.
How should end users pay an invoice from an approved Purchase Order?
Invoices need to be submitted as an attachment via email to payable@clemson.edu. Submissions must include a valid PO number.
Suppliers and Payees
How can I request a new supplier?
Enter Create Request in the search field and select Supplier Request from the Request Type list. Complete the questionnaire and select Submit. If you do not see Supplier Request in the dropdown, it is because you are not assigned the Accounts Payable Data Entry Specialist security role.
The more information you include, the better! Complete supplier requests are much easier and faster to process. When completing the request, include what you are buying, an estimated dollar amount, whether it is a one-time or recurring need, and any additional information. Supplier registration works differently in Workday, so after the request is approved, you will not see status updates until the supplier is fully approved and active in Workday.
How are vendors/suppliers paid through Workday?
Suppliers are being paid via check or ACH depending on if they have provided banking information. Any supplier who has not provided their banking information will receive a check until they do so.
Can miscellaneous payments be made to existing suppliers?
No. Miscellaneous payments are intended for one-time payments to non-suppliers, such as true refunds or reimbursements to individuals or businesses that are not suppliers. The process uses miscellaneous payees rather than suppliers.
Spend Categories and Tax
Why do I have to select a Spend Category?
Spend Categories are KEY to Workday’s workflow, tax, procurement reasons options (i.e., exemptions), PO/non-POs, and Miscellaneous Pay Requests. When selecting a Spend Category, explore all available options to find the best one to fit the purchase, and refrain from defaulting to the first category that comes to mind (i.e., Contract Services). Selecting different Spend Categories may open different functionalities, change workflows, or change taxes, among other things. Spend category definitions and uses are available in the Worktag Glossary.
What does “Spend Category for the Supplier Invoice Request is not allowed” mean?
The selected spend category is not currently enabled for Supplier Invoice Requests. Confirm the appropriate spend category and procurement reason with the business office. If the category should be allowed, submit a configuration request.
If I have an expenditure that is non-tax, what do I need to select as the default tax code?
On the Requisition details line under Tax, you should be able to type Non-Taxable in the Tax Applicability box.
Purchase Orders and Change Orders
When trying to submit a change order to a PO, I’m unable to change any of the lines, why is that?
If the invoice is pending changes cannot be made on lines.
How should a blanket purchase order be structured for recurring invoices?
Enter realistic quantities and unit prices for each line, and separate different items or SKUs into separate lines. A line with quantity 1 cannot support multiple receipts as though it were an unlimited dollar pool.
Step-by-step instructions for most tasks in Workday are available in the Workday Training Library. If you have a question that is not answered here or via a training guide or self-paced training submit a ServiceNow case.
