Create a Supplier Invoice Request

If using invoice types, configure invoice types by country.

Configure the Supplier Invoice Request Event
business process and security policy in the Supplier Accounts functional area.

Security: Self-Service: Supplier Invoice Request
domain in the Supplier Accounts functional area.

Create a payment request for goods or service lines in Workday by adding invoice information to the request. After Workday approves the payment requests, it automatically converts them into supplier invoices.

Access the

Create Supplier Invoice Request

task.

As you complete the

Primary Information

section, consider:

Option	Description
Invoice Date	Enter the date for the supplier invoice. If the supplier has specific payment terms, this date controls the due date. Example: If the payment terms are Net 30 , the Due Date field is 30 days after the invoice date. If the date falls within a closed period, Workday posts accounting to the next available period.
Company	The company responsible for invoice payments. To invoice a supplier that is different than the purchase order supplier, select the company that has Allow Different Invoicing and Purchasing Supplier checked.
Supplier	Select the supplier for the invoice. Workday displays the suppliers that are available for use with the selected company or company hierarchy. To invoice a supplier that is different than the purchase order supplier, select the supplier that has Invoice Any Supplier checked.
Remit-To Connection	If the supplier has a Default remit-to connection, it displays in this field. You can update the automatically populated value as needed.
Currency	Workday automatically populates the preferred currency of the supplier; otherwise, it's the company currency. You can change the currency to any of the accepted currencies defined for the supplier.
Control Total Amount	Enter an amount if you know what the total invoice is and you want to ensure that the computed Total Invoice Amount matches your expectation.
Supplier's Invoice Number	If you've received the supplier document, enter its invoice number. Example: If the supplier provided a supplier invoice, enter the invoice number from the supplier document.

As you complete the

Additional Information

section, consider:

Option	Description
Ship-To Address	Workday uses this address when evaluating tax rules to determine tax code and tax applicability overrides for the transaction lines.
Payment Terms	Workday automatically populates the payment terms from the supplier, but you can change the terms if needed.
Handling Code	Select a payment handling code for this invoice, such as Hold Payment for Pickup or Overnight Payment . This field displays when you set up payment handling instructions.
Reference Type	You can select an international reference type for the supplier invoice.
Reference Number	If you select a reference type for the supplier invoice, you must enter a reference number of up to 140 characters.
Statutory Invoice Type	If you use invoice types to categorize your supplier invoices in compliance with government requirements, select an invoice type.
Freight Amount	Allocate these landing costs from the transaction header back to the lines. This action requires that at least 1 line has a spend category eligible for allocation of freight and other charges, as set on the Maintain Spend Categories task.
Tax Amount	Workday displays the tax amount due to the supplier. If the company tax option is Enter tax Due to Supplier , the tax amount defaults to the invoice header, when you create an invoice from the supplier invoice request. To trigger tax defaulting rules on invoices created from supplier invoice requests, enable company tax options for supplier invoice request invoices at the tenant level. If the company tax option is Calculate Tax Due to Supplier or Calculate Self-Assessed Tax , and you set up tax defaulting rules, then Workday populates these fields at the supplier invoice line: Tax Applicability Tax Code Tax Option Tax Recoverability If you enter a negative value, Workday allocates the Tax Amount to a negative or zero-cost line.
Memo	Enter or update a memo for the invoice request header.

As you complete the

Lines

tab, consider:

Option	Description
Item Description	Include a description to help you and your suppliers more easily identify specific items. If a description is available, Workday automatically populates a description when you select the item.
Spend Category	The spend category links items to corresponding accounting posting rules and provides additional details for reporting. If you select an item, the value automatically updates to the one assigned to the item and you can't change it. The spend category for the invoice line requires the Supplier Invoice spend category usage type.
Quantity	For goods lines, enter the number of items. For service lines, Workday automatically updates the quantity to zero.
Unit Cost	Based on the selected item. If the currencies for the Item and invoice differ, Workday automatically converts this value to the Currency of the invoice.
Item Identifiers	Item identifiers for the catalog item, punchout item, or purchase item. When you configure supplier invoices with primary item identifiers on the Maintain Item Identifier Type Display Options task, Workday displays up to 3 item identifiers in columns. You can select the remaining items that aren’t marked as primary item identifiers in the Additional Item Identifiers column.
Item Tags	Item tags associated with the catalog item, punchout item, or purchase item.
Extended Amount	For goods lines, Quantity times Unit Cost . If you change the Extended Amount , Workday recalculates the Unit Cost . If you change the Unit Cost , Workday recalculates the Extended Amount . For service lines, Workday populates the Extended Amount automatically. You can modify the Amount to Invoice as needed. To create zero cost lines, you must have at least 1 other line item that makes the total invoice amount greater than zero. When you create zero cost lines, Workday allocates the: Tax Amount to a single zero cost line when other lines don't specify a tax applicability. The Freight Amount field to the last zero cost line on the invoice.
Worktags	Use worktags as keywords to more easily classify and find transactions. Configure the allowed worktag types on the Maintain Worktag Usage task. When you select a worktag type that has related worktags, Workday automatically populates transactions with the related worktag values.
Billable	This option displays if the invoice line includes a billable project worktag. Select Billable if the line or line split is billable to the project. The Billable option doesn't impact accounting if you include it as a dimension in account posting rule conditions.
Memo	Enter or update a memo for the invoice request line.
Internal Memo	Enter information to display internally for other users in your company, such as payment instructions or tax specifications. The contents of the Internal Memo field don't transfer to the supplier invoice created from the supplier invoice request.
Splits	Click to split lines by Amount or Quantity . You can then specify the amounts or quantities for the split, enter a memo, and select specific worktags for each line split. You can split service lines by amount only.

Use the

Attachments

tab to upload or drag and drop files, such as supplier invoice supporting documents.

Workday supports the file types listed in the

Edit Tenant Setup - System

task for business document attachments.

Submit

the supplier invoice request for approval, or

Save for Later

Workday initiates the Supplier Invoice Request Event
business process for review and approval. If the business process definition includes an approval step, reviewers can modify the supplier invoice before they approve it.

Use the

Find Supplier Invoice Requests

report to access and update existing invoice requests that you save or submit.

Configure Questionnaires and Questions