How to Perform and Utilize
Workday enables departments to
provide electronic acknowledgment of orders received and to give authorization
to pay or withhold payment on invoice lines entered by Accounts Payable
personnel. The way in which the Purchase Order was setup will determine
the method in which Receiving will be performed.
A PO may be setup using one of
Receiving (Service Line)
Receiving (Goods Line)
It is important to note that
unless the order does not require Receiving, even though the invoice may have
been entered by Accounts Payable, the invoice will not be paid until
acknowledgment of the goods or services along with approval to pay has been given. An invoice must be in "Approved"
status in order to be paid.
When beginning your Receiving
process ALWAYS begin by reviewing the purchase order's line(s). This is the ‘Big Picture’ of the Purchase
Order. All lines of the PO will be displayed. You can also quickly glance at the
Amount field to insure how you set this PO up and how
Receiving will be performed. If the
"Invoiced" amount exceeds the "Received" amount, then it is
likely receiving has not yet been performed.
The following reports available
in Workday that will enable you to locate receiving mismatches on Purchase
- RPT - Supplier Invoices in Match Exception - Invoice
has been entered into Workday, but acknowledgement of the goods or
services (receipt) has not been given.
There are also lists available
that will enable you to locate Purchase Orders in which Receiving has been
performed, but invoices have not yet been received and entered.
- Uninvoiced Purchase Orders with Receiving Entries
How to Perform Receiving (Create
Instructions on how to create a
receipt can be found on the UAF Workday Resources page.