Concept: Supplier Invoices

Use the

Supplier Invoice Workbench

to create invoices that record purchase events and create liability. Supplier invoices use data that you enter or defaults from a purchase order, receipt, timesheet, task log, supplier contract, or customer invoice. Invoices reflect the receipt of goods or acknowledge services provided, unless you pay for them in advance. Prepaid supplier invoices enable you to amortize spend in accounting periods that occur before the periods that you receive the goods or services on the invoice.

You can also create a supplier invoice:

Manually.
By copying an existing supplier invoice.

Manage supplier invoices after submitting them for approval:

Option	Description
Cancel	Cancel any unpaid invoices and invoice adjustments.
Change	Change an invoice or adjustment after you submit it but before it's paid. To disable changes to supplier invoices or adjustments related to a closed accounting ledger period, select the Disallow Change to Operational Transactions in Closed Periods check box on the Edit Company Accounting Details task. You can change specific fields on unpaid approved supplier invoices without triggering the reapproval process using these tasks that are secured to the Process: Supplier Invoice - Mass Action domain: Change Approved Invoice Mass Change Approved Supplier Invoices The Mass Change Approved Supplier Invoices task enables you to change these fields: Due Date Due Date Override Default Payment Type Override Payment Type Reference Type Handling Code Bank Routing Code On Hold Supplier Document Received Supplier's Invoice Number External PO Number Statutory Invoice Type Document Link Memo
Correct	Finance Administrators can correct the supplier invoice after it's submitted. You can use the Correct Supplier Invoice task to change details such as the prepaid amortization type on invoices. To disable corrections to supplier invoices or invoice adjustments related to a closed accounting ledger period, select the Disallow Change to Operational Transactions in Closed Periods check box on the Edit Company Accounting Details task.
Review	Route the supplier invoice for review by adding a review step to the Supplier Invoice Event business process. Enable changes to the supplier invoice during the approval step.
Approve	Route the supplier invoice for approval by adding an approval step to the Supplier Invoice Event business process. You can approve or send back invoices without making changes to invoices.
Revise	Revise is available when you send back the supplier invoices from review or approval.
Hold	Make the invoice unavailable for payment.
Rescind	Restore all Workday data to the state it was in before you created the invoice. Rescind is an internal process that you can't set up. However, you can view it on the invoice Process History tab when the Supplier Invoice Event business process restarts after you change an invoice that was already in progress.

You can create an invoice adjustment to change the liability. Usually you decrease the liability, which is a credit memo adjustment. Often, suppliers issue credit memos for returns, damaged merchandise, and price adjustments. You can also adjust an invoice to increase the liability by creating a debit memo adjustment.

When you create a supplier invoice adjustment from a return to a supplier, Workday:

Creates allocations back to the original Procurement document.
Updates the balances of the quantity to invoice and receive on the purchase order or contract.

To pay an invoice or an ad hoc payment, use the Workday settlements infrastructure.

If you don't have an invoice from the supplier, create an ad hoc payment instead.

Before starting the payment process, you can control which payments to make:

Task or Option	Description or Prerequisite
Hold from Payment	Make a supplier invoice or adjustment unavailable for payment. Available as a related action from an invoice.
Allow Payment	To enable payments for invoices previously held from payment, remove the hold. Available as a related action from an invoice.
Create Ad Hoc Payment	Create a payment item for your supplier if you don't have an invoice.

To ensure that you can invoice what you order or receive, Workday supports supplier matching. You can configure match condition rules to enable 3-way or 2-way matching. You can also configure match exception reasons, route match exceptions and match overrides for approval.

View 1099 MISC payments before printing forms using the

1099 MISC Report

report and drilling into the

Total Amount

column. First set up:

1099 MISC categories.
Suppliers as 1099 MISC supplier.

Companies with 250 or more 1099 suppliers must file electronically with IRS. The

Generate 1099 MISC Electronic Filing

task creates an electronic file to load IRS reporting to the IRS site. You can file forms for multiple companies using single transmitter.

To view data for your IRS 1096 forms before you print it, create a 1099 MISC print run.

You can create negative and zero-cost supplier invoices from purchase orders and receipts. However, you can't create negative or zero-cost supplier invoice adjustments.

Consider that negative invoices don't support:

Retention, but you can manually adjust retention on the original supplier invoice.
Accounting for invoices that include inventory items.

You can also generate negative supplier invoices or submit negative installments when you create schedules and generate installments from a supplier contract.

To prevent your users from creating negative or zero-cost supplier invoices, you can add a custom validation to the

Create Supplier Invoice

task.

With Workday transactions, the operational transaction is separate from the accounting. You can complete an operational transaction even if the accounts set up are in error, or Workday can't find an open period. This process is transparent to the operational user.

Therefore, if you enter a supplier invoice in a closed period, Workday looks for an open period to enter the transaction. Workday can still process the invoice and make the payment.

If Workday can't find an open period, then it generates a transaction accounting error. An accountant can fix these errors by opening a period and using the

Fix Operational Journals With Errors

task to reprocess the accounting into an open period.