Create a Recurring Vendor or Supplier Invoice Request

Use the Create Recurring Supplier Invoice Request task to submit a request for payment through Accounts Payable to pay a contractor, supplier, or vendor for the following payment purposes. A recurring supplier invoice request communicates to Accounts Payable that there are multiple payments to be scheduled for a payee per a service contract agreement.

  • Sole Proprietor Contractors paid by Contract
  • Vendors paid by Contract
  • Interns paid by Contract

Important: The Create Recurring Supplier Invoice Request is used to request scheduled payments. Please contact the Accounts Payable office by email at accountspayable@acu.edu if you have any questions.

Create Recurring Supplier Invoice Request

  1. In the search bar in Workday, search for and select the Create Recurring Supplier Invoice Request task from the menu items.
  2. Under Invoice Information, the Company should default to Abilene Christian University.
  3. In the Supplier field, type the vendor or payee’s name and select the Enter key to select from the drop down options.
    • Please contact Accounts Payable if you have any questions regarding selecting the payee in the Supplier field.
  4. In the Name field type in one of the following: Contractor Pay, Vendor Pay, Internship Pay to name the reoccurring invoice request document. Please note the following differences between payment types:
    • • Contractor Pay indicates payment to sole proprietors who are paid by contract for services.
    • • Vendor Pay are payments by contract are vendors who are paid for services per a contract rather than an invoice.
    • • Internship Pay refers to a student internship payment request for a payee who is receiving reoccurring payments per an internship agreement or contract.
  5. The Currency field should populate as USD. If needed, add USD in the Currency field and select Enter.
  6. In the Reference field, type in REOCCUR for payments to a vendor or contractor and type in INT for payments to an intern. This field creates the name of the recurring payable document.
  7. Under Terms and Amounts, the Payment Terms for suppliers should default based on their supplier settings. If the payment terms do not populate, please type in Immediate in the Payment Terms field.
  8. Below the Payment Terms, select the Fixed option.
  9. Select Bi-Weekly or Monthly as the Frequency Type.
  10. The Effective Date field should be added as the contract date.
  11. The First Invoice Date field should be added as the first scheduled payment date.
  12. The End Date field should be added as the last scheduled payment date.
  13. Add the Total Amount of the payment to verify the total of all scheduled payments.

Important: Ensure that the Estimated Installments count populates as the correct number of payments.

  • If the estimated installment count does not populate as the correct number of payments, please contact accountspayable@acu.edu for assistance and select Save for Later if needed.
  1. In the Recurring Invoice Lines section, please add the business purpose to the Item Description field to verify the purpose of the payment.
  2. The Commodity Code field should be added as Service Payment or Internship depending on the type of scheduled payment.
  3. Scroll to the right of the line section and choose the Spend Category.
    • For any questions regarding selecting the spend category, please contact accounting@acu.edu.
  4. Scroll further on the line level and add in the Extended Amount as the partial total of the payment that will be issued per installment.
    • The Extended Amount is a partial amount, and the total amount of all payments is entered in the Total Amount field in the header of the recurring payment request.
  5. The Memo field will post to the accounting general ledger per line, so please add additional information in these fields as needed such as the business purpose.
  6. Add in the Cost Center and Fund or select from the drop down menu in the field.
    • The remaining budget items should prefill such as Function, Campus, and Lifetime Value fields. If you have any questions about allocations, please contact accounting@acu.edu.
  7. Scroll to the middle of the page to the Attachments tab to attach a copy of the contract or payment agreement.
    • Choose Select files or drag and drop the invoice over the attachments box.
  8. Select Submit to request payment. Accounts Payable will review the payment request and create the schedule after the payment request is approved by the budget approvers through the business process.
    • Review any errors that may populate upon submission and resubmit after any errors are resolved.

Important: If you are not able to access Create Recurring Supplier Invoice Request, please email accountspayable@acu.edu for assistance.

Print Article