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Administrator Guide
Last Updated: 2026-03-13
Scan and Submit Supplier Invoices

Scan and Submit Supplier Invoices

  • Set up Optical Character Recognition (OCR) for supplier invoices.
  • Configure these security domains:
    • Process: Supplier Invoice Work Queue
      , to access the tabs: Overview, Upload and Scan, My Work Queue, Pending Approval.
    • Manage: Supplier Invoice Work Queue
      , to access the tabs: Manager Overview and Supplier Invoice Cycle Times.
You can use OCR on your desktop application to capture, route, and collect supplier invoice information to submit in Workday. OCR supports file attachments with up to 30 pages.
When you upload a supplier invoice for OCR scanning, Workday creates a draft invoice and attaches the original file. You can then edit or submit the supplier invoice for approval.
  1. Access the
    Supplier Invoice Work Area
     report.
  2. On the
    Overview
     tab, the
    Totals
     and
    Priority
     sections display information based on the logged in user's search criteria used in the
    My Work Queue
     and
    Pending Approval
     tabs.
  3. On the
    Upload and Scan
     tab, consider:
    Option Description
    Search Criteria
    Expand the section and click
    Search
     to find specific invoices.
    Select the
    Include Invoices Without Creator
     check box to include invoices from integrations.
    Upload Supplier Invoices for OCR
    When the
    Company
     field is empty, then the Machine Learning algorithm populates a company.
    When the
    Assignee
     field is empty, we use the Supplier Invoice Assignment Rules to assign the invoice.
    For better performance, we suggest uploading less than 50 attachment files at once.
    Mass Cancel
    Click to cancel your invoice submissions. To enable the button, configure the Security:
    Process: Supplier Invoice - Cancel
     domain.
    Mass Retry
    When scans are in a status of
    Error
     or
    Canceled
    , then you can click this button to submit the attachment files for OCR scanning again.
    Create Supplier Invoice
    When scans are in a status of
    Error
     or
    Canceled
    , you can click this button to create a supplier invoice manually.
    When you populate the purchase order field, the supplier invoice lines populate from uninvoiced purchase order lines.
  4. The
    My Work Queue
     tab displays draft invoices. You can view invoices assigned to you or select different search parameters to populate your work queue. Workday saves the parameters that you used last.
    As you work through your work queue, consider:
    Option Description
    Edit
    Click to access the
    Edit Supplier Invoice
     task to complete and submit the invoice.
    Actions
    • Link PO Lines
      : Access this task to perform complex matching between supplier invoice and purchase order lines, line copying, and overrides in a single screen. See: 26R1 Feature Release Note: Enhanced Usability for Purchase Order Line Linking.
    • Override PO
      : When OCR doesn't find related purchase order lines, you can access the task and regenerate the invoice, then link purchase order lines.
    • Override Contract
      : When OCR doesn't find a related supplier contract, you can access the task and regenerate the invoice, then link supplier contract lines.
    OCR Scanning Details
    Displays the details of the scan.
    Security:
    Reports OCR Supplier Invoice
    Invoice Exceptions
    You can drill-down to view the
    Errors and Warnings
     grid that displays the supplier invoice Custom Validation Exceptions.
    OCR Exceptions
    You can drill down to view the
    Errors and Warnings
     grid that displays the OCR supplier invoice Custom Validation Exceptions.
    Work Queue Tags
    Workday organizes invoices by date. However, an invoice with a
    Move to Top of Work Queue
     work queue tag, displays at the top of the grid.
    To update the work queue tags on invoices, click
    Mass Edit Work Queue Tags
    .
    Mass Reassign
    You can reassign invoices to a different worker.
    Mass Edit Work Queue Tags
    Click to override your existing work queue tags on the invoices.
    Mass Cancel
    Click to cancel the supplier invoices.
    To use the task, enable the Security:
    Process: Supplier Invoice - Cancel
     domain.
    Mass Convert
    You can convert supplier invoices to invoice adjustments and invoice adjustments to supplier invoices. When you:
    • Convert documents, Workday cancels the originating document and creates a new one.
    • Use the
      Mass Convert
       option, you can only select either supplier invoices or supplier invoice adjustments to convert in a single batch.
    To use the task, enable the
    Process: Supplier Invoice – Core
     domain.
  5. On the
    Pending Approval
     tab, you can view supplier invoices
    In Progress
     based on your configured parameters.
  6. On the
    Supplier Invoice Cycle Times
     tab, you can track turnover days for the supplier invoices.