Supplier Invoice Payment Request (Request for Payment)

Use the Create Supplier Invoice Request task to submit a request for payment through Accounts Payable for a supplier for the following payment purposes.

  • Contractor Pay
  • Vendor Services
  • Products
  • Commercial Rent
  • Medical Expenses
  • Attorney Fees
  • Royalties
  • Sponsorship
  • Membership Fees
  • Donations

Important: Internship payments are not requested with this process. Please contact the Accounts Payable office by email at accountspayable@acu.edu if you have any questions.

Create Supplier Invoice Request

  1. In the search bar in Workday, search for and select the Create Supplier Invoice Request task from the menu items.Uploaded Image (Thumbnail)
  2. If the invoice references a date, please update the Invoice Date field to match the date on the invoice.Uploaded Image (Thumbnail)
  3. Add the date that the vendor invoice was received by your department or todays date as the Invoice Received Date.
  4. The Company should default to Abilene Christian University.
  5. Start typing in the vendor or payee name in the Supplier field and select the Enter key to select from the drop down options.Uploaded Image (Thumbnail)
    • If the Supplier information is not available, choose Save for Later or Cancel and navigate to Create Supplier Request to request a new supplier. Please contact Accounts Payable if you have any questions.
    • You can find instructions for requesting a new supplier in this support article: Create Supplier Request
  6. Add USD in the Currency field and select Enter.
  7. Add the total payment amount in the Control Total Amount field.
  8. Add the invoice number in the Supplier’s Invoice Number field. If an invoice number is not available from the vendor, please leave the Supplier’s Invoice Number field blank.
  9. The Payment Terms for suppliers should default based on their supplier settings. Please do not update or change information in this field.
  10. (Optional) To request mail with enclosures or pickup, select instructions in the Handling Code field.
  11. In the next section, please select the Goods or Services option before adding line level information.

Uploaded Image (Thumbnail)

Note: Be prepared to attach a copy of the invoice with the supplier invoice request in Workday. If you are not able to access Create Supplier Invoice Request, please email accountspayable@acu.edu for assistance.

Goods

For product purchases, please enter the line information with the Goods Line option under the Lines tab.

  1. Enter the Item Description with the business purpose.
    • The 'Item' field above this is not a required field.
  2. Choose the Spend Category to select the type of payment.
    • Start typing in the name of the spend category and select Enter to populate the options for this field. Select from the options available for Spend Category.
  3. Enter in the quantity of the items purchased.
  4. Enter in the unit of measure for the product.
    • The most common unit of measure is Each.
  5. Enter the Unit Cost of the goods line item. The total of all lines should equal the Control Total Amount in the header. Add as many lines as needed by selecting the Add plus icon located below the Lines, Additional Fields, Attachments section.Uploaded Image (Thumbnail)
  6. Add in the Cost Center or select from the drop down menu in the cost center field.Uploaded Image (Thumbnail)
  7. The remaining budget items should prefill. Designated Fund, Project, Grant, and Additional Worktags are only referenced when needed. If you have any questions about allocations, please contact accounting@acu.edu.
  8. The Memo and Internal Memo lines post to the general ledger for accounting review, so please add additional information in these fields as needed.
  9. Scroll to the middle of the page to the Attachments tab to attach the invoice.
    • Choose Select files or drag and drop the invoice over the attachments box.Uploaded Image (Thumbnail)
  10. Submit
    • Review any errors that may populate upon submission and resubmit after any errors are resolved.

Services

For service or rent related invoice payments, please use the Service Line option under the Lines tab.

  1. Enter the Item Description with the business purpose.
  2. Choose the Spend Category to select the type of payment.
    • Start typing in the name of the spend category and select Enter to populate the options for this field. Select from the options available for Spend Category.
  3. Enter the Extended Amount of the service line item. The total of all lines should equal the Control Total Amount in the header. Add as many lines as needed by selecting the Add plus icon located below the Lines, Additional Fields, Attachments section.Uploaded Image (Thumbnail)
  4. Add in the Cost Center or select from the drop down menu in the cost center field.
  5. The remaining budget items should prefill. Designated Fund, Project, Grant, and Additional Worktags are only referenced when needed. If you have any questions about allocations, please contact accounting@acu.edu.Uploaded Image (Thumbnail)
  6. The Memo and Internal Memo lines post to the general ledger for accounting review, so please add additional information in these fields as needed.
  7. Scroll to the middle of the page to the Attachments tab to attach the invoice.
    • Choose Select files or drag and drop the invoice over the attachments box.Uploaded Image (Thumbnail)
  8. Submit
    • Review any errors that may populate upon submission and resubmit after any errors are resolved.
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