Lynn University procurement policies require to create a PO to process all procurement requests. On a few occasions, you may need to request payment directly to the Procurement Department. This task allows you to create a payment request for goods or services in Workday.
This job aid is intended for staff with authority to create requisitions and procure goods and services for Lynn University.
Submit a Supplier Invoice request only for invoices not paid by Lynn JPM card or invoices without PO.
On this job aid
Create Supplier Invoice Request
- Search for and select Create Supplier Invoice Request.
- Primary Information: Fill out the following fields.
- Invoice Date: Defaults to today's date, but should be replaced with the date on the vendor's invoice.
- Invoice Received Date: Enter the date you received the invoice from the vendor.
- Company (Required Field): Defaults to Lynn University.
- Supplier (Required Field): Click the Prompt icon to search for and select the supplier. If a supplier is not found, you must create a Supplier Request before processing the payment.
- Remit-To Connection: Will pre-populate if the supplier has a remit-to connection.
- Currency (Required Field): Will default to USD
- Control Total Amount: Leave blank
- Supplier's Invoice Number: Enter the reference or invoice number vendor's document.
- Additional Information: Fill out the following fields.
- Ship-To Address: Will default to Lynn's address, but it is editable to your specific building.
- Payment Terms: Lynn's default payment terms are Net 30, which means the invoice will be paid 30 days from the invoice date. The field will default to Upon Receipt.
- Default Due Date: Will populate based on the Payment Terms selection.
- Reference Type: If applicable, select the international reference type for the invoice. This is usually not applicable.
- Handling Code: For all payments, click the Prompt icon to select the handling code for the invoice if applicable.
- Statutory Invoice Type: Ignore this field.
- Freight Amount: Enter the amount of any shipping/handling charges
- Tax Amount: Enter the amount of any taxes charged. Please note, in most states, Lynn is exempt from sales tax.
- Memo: Enter a brief description of what was purchased and what the business purpose was.
- Scroll down for Invoice Goods/Service Lines:
- Select Goods or Service
- Item: Ignore this field.
- Item Description: Describe what is on the vendor's invoice.
- Spend Category: Select the appropriate Spend Category based on what was purchased.
- Quantity: Enter how many units are being requested.
- Unit of Measure: Select the appropriate Unit of Measure.
- Unit Cost: Record the cost of the item/service.
- Extended Amount: Defaults based on Quantity multiplied by Unit Cost.
- Cost Center: Click the Prompt icon to select the cost center to which the request applies. Remember your cost center is the letters CC plus your department number.
- Program: click the Prompt icon to select the program to which the request applies (if applicable).
- Project: click the Prompt icon to select the project to which the request applies (if applicable).
- Gift: click the Prompt icon to select the gift to which the request applies (if applicable).
- Grant: click the Prompt icon to select the grant to which the request applies (if applicable).
- Additional Worktags: These worktags will be automatically added according to the cost center and other worktags.
- Billable: Ignore this field.
- Memo (Optional): Enter a brief memo for the invoice request line.
- Internal Memo (Optional): Enter a brief memo with any details for other users within the college, such as payment instructions or tax specifications.
- Under the Attachments tab, attach any documents to support the request, such as invoices. These attachments are required.
- Click Submit at the bottom of the page.
View Supplier Invoice Requests
- Search and select My Supplier Invoice Requests report
- Enter search parameters if needed. Click OK
- A list of your supplier invoice requests will appear.
Edit Supplier Invoice Request
While your request is in process, you can edit your request.
- Search your supplier Invoice request
- Hoover next to the magnify glass. Click on the related action button (3 dots)
- Select Edit.
- Your invoice request will be available for changes.
Cancel Supplier Invoice Request
While your request is in process, you cancel your request.
- Search your supplier Invoice request
- Hoover next to the magnify glass. Click on the related action button (3 dots)
- Select Cancel
- Click OK to confirm your cancellation.
- On future reports your request will display with the status "Canceled"