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Administrator Guide
Last Updated: 2023-06-23
Modify, Copy, or Find Duplicate Supplier Invoices

Modify, Copy, or Find Duplicate Supplier Invoices

Security:
Process: Supplier Invoice - Reporting
 domain in the Supplier Accounts functional area.
After you create a supplier invoice, you can perform several actions to modify it.
Security permissions vary by action. If you can't select an action:
  • You don't have permission.
  • The action isn't available for the current status of the invoice.
  1. Access the supplier invoice by:
    • Using the
      Find Supplier Invoices
       report.
    • Entering the supplier invoice number in the search bar. To expedite your search, or if your search doesn't return the supplier invoice, use the prefix
      supinv:
       in lowercase followed by the journal number. Example:
      supinv: SINV-1372
      .
  2. Select from these related actions on a supplier invoice:
    Action
    Description
    Edit
    Edit a supplier invoice in
    Draft
     status. Example:
    • Edit amounts or worktags on an existing line.
    • Add more ad hoc (non-PO) lines.
    You can't edit a supplier invoice once a payment applied.
    Workbench
    Use the
    Supplier Invoice Workbench
     task to add lines to supplier invoices from:
    • Purchase Orders
    • Supplier Contracts
    • Receipts
       from:
      • Purchase Orders
      • Supplier Contracts
    • Task Logs
    • Ad Hoc Lines
    Cancel
    To cancel a supplier invoice, first cancel existing full or partial payments. You can also cancel invoices through a web service.
    Change
    You can change a supplier invoice before or after approval; however, the invoice must not have payments applied to it.
    Example: you can edit amounts or worktags on an existing line, or add more ad hoc (non-PO) lines. The
    Supplier Invoice Event
     business process starts over as if you just submitted the invoice. You can't change a supplier invoice once a payment applied.
    Copy
    Create a supplier invoice by copying an existing invoice as the starting point. The
    Copy
     option helps you create complex invoices with multiple lines that have similar information as the existing invoice.
    Create Adjustment
    Create a new transaction for the invoice. Supplier invoice adjustments can reduce or increase the liability.
    Create Prepaid Spend Amortization Schedule
    For invoices with prepaid lines, create a schedule to generate installments to amortize prepaid invoices.
    Find Possible Duplicates
    Enter the criteria from your invoice that matches critical or warning messages.
    Example: Search for duplicates for a specific supplier by:
    • Supplier reference number.
    • External PO number.
    • Information from an error message when creating an invoice.
    Workday checks your criteria against existing invoices and invoice history.
    Hold from Payment
    Hold the supplier invoice from being available for payments against it.
    When you cancel an invoice marked to hold from payment, the value of the
    Hold From Payment
     field remains the same.
    Pay Invoice
    To settle approved supplier invoices, select
    Pay Invoice
    .
    Workday opens the
    View Settlement Run
     task where you can process full or partial payments and modify invoice details.
    You also can make changes through the
    Supplier Invoice Event
     business process definition. If the business process includes an approval step, reviewers can modify the invoice before they approve it.