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Administrator Guide
Last Updated: 2023-06-23
Create Supplier Invoices

Create Supplier Invoices

  • Configure the
    Supplier Invoice Event
     business process and security policy in the Supplier Accounts functional area.
  • To use invoice adjustments to initiate the supplier accounts match event for related supplier invoices, configure the
    Initiate Supplier Accounts Match Event for Related Supplier Invoices
     service step on the
    Supplier Invoice Event
     business process.
  • To route the invoice to a designated approver, configure the Supplier Invoice Designated Approver security group on the Approval step of the
    Supplier Invoice Event
     business process. You can do this only for the Approval step and not for the Action/Review Supplier Invoice step on the business process.
  • Include the
    Check Budget
     completion step in the
    Supplier Invoice Event
     business process to check budgets on supplier invoices.
  • To match supplier invoices to related documents, include the
    Supplier Accounts Match Process
     action step after the completion step in the
    Supplier Invoice Event
    business process.
  • For the supplier, create a procurement document with one or more lines not previously added to a supplier invoice.
  • If using invoice types, configure invoice types by country.
  • Security:
    Process: Supplier Invoice - Invoice Workbench
     domain in the Supplier Accounts functional area.
Create an invoice for goods and services lines that haven't already been used in a supplier invoice. Select lines from purchase orders, supplier contracts, receipts, timesheets, and task logs.
  1. (Optional) Access the
    Edit Company Accounting Details
     task, and select the
    Supplier Invoice
     option for the
    Allow Accounting by Approval Date
     prompt to use the approval date as the accounting date on your customer invoices and adjustments or to order document sequence numbers by accounting date.
    Security:
    Set Up: Company Accounting
     domain in the Common Financial Management functional area.
  2. Access the
    Create Supplier Invoice
     or the
    Supplier Invoice Workbench
     task.
  3. As you complete the task, consider:
    Option Description
    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 only on hold or active 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.
    Currency
    Workday automatically populates this field with the supplier currency, or the company currency, in that order of priority. You can change it to any of the accepted currencies defined for the supplier.
    For an invoice created from the supplier portal or a purchase order, we populate the
    Currency
     from the purchase order.
    Invoice Date
    Enter the date on which you create the supplier invoice. If this supplier has defined payment terms, then the invoice 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.
    Invoice Received Date
    Enter the date on which your company receives the invoice from the supplier.
    You might want to track the date on which your company receives an invoice for reporting purposes or to analyze the amount of time it takes to process a supplier invoice. The invoice received date provides a measurement of the efficiency in the organization, based on how long it takes from the time the invoice arrives until it's posted.
    Accounting Date Override
    The accounting override date you enter must be in an open accounting period.
    This field displays when you enable
    Allow Accounting in Arrears
     for
    Supplier Invoice
     on the
    Edit Company Accounting Details
     task. Depending on how you configure the company accounting,
    Accounting Date Override
     might be optional or required.
    Example: If you provide a service, but don't create the invoice until the next accounting period, you can select the service date as the accounting override date.
    Tax-Only
    Select to create a tax-only invoice to track and pay taxes to suppliers or tax authorities. For accounting purposes, Workday processes the invoice lines as tax-only lines and excludes accounting for spend amounts.
    When you select the
    Tax-Only
     check box, Workday:
    • Displays the new
      Reference Invoice
       prompt in the header.
    • Automatically populates the
      Total Invoice Amount
       field from the
      Tax Amount
       field.
    • Clears and locks the
      Freight Amount
       and
      Other Charges
       fields.
    Payment Terms
    Workday automatically populates the payment terms from the remit-to connection or the supplier, in that order of priority. You can change the value if needed.
    For an invoice created from the supplier portal or a purchase order, we populate the
    Payment Terms
     from the purchase order.
    Reference Type
    If you select an international reference type, enter a
    Reference Number
     of up to 140 characters.
    Default Tax Option
    Workday populates:
    • This value from the company accounting details.
    • The tax option at the line from the header, but you can override it at the line level.
    Default Tax Code
    Workday automatically populates the default tax code from the supplier profile. If the supplier profile doesn't have a defined tax code or to override it, select a tax code.
    Workday automatically populates the tax code at the line from the header, but you can override it at the line level.
    If you use a third-party tax service integration, Workday hides the field to support tracking and reporting on third-party tax calculations. You can configure a third-party service integration on the
    Edit Company Tax Details
     task.
    Default Withholding Tax Code
    Workday automatically populates the default withholding tax code from the supplier profile. If the supplier profile doesn't have a defined withholding tax code or to override it, select a withholding tax code.
    Workday automatically populates the withholding tax code at the line from the header, but you can override it at the line level.
    Ship-To Address
    Workday uses this address when evaluating tax rules to determine tax code and tax applicability overrides for transaction lines.
    For intercompany invoices, Workday uses your most recent company effective ship-to address on the header and lines to support tax defaulting at the line level.
    Referenced Invoices
    Select existing invoices to create a header-level reference.
  4. Click the
    Purchase Orders
    ,
    Supplier Contracts
    ,
    Receipts
    ,
    Timesheets
    ,
    Task Logs
    ,
    Ad Hoc Lines
    ,
    Customer Invoices
    , or
    Release Retention
     buttons to select lines for the invoice.
    You can select uninvoiced lines from one or more business documents. Use this criteria, as applicable, to narrow your search:
    Option Description
    Company
    Search for specific companies for items to add to the invoice. The header company of the invoice defaults, but you can add items from other companies. Available companies are based on the invoice intercompany profile of the header company (
    Edit Company Intercompany Profile
     task).
    Purchase Order Supplier
    Select multiple purchase order suppliers.
    To invoice a supplier that is different than the purchase order supplier, narrow search by any purchase order supplier.
    Document Date On or After
    Document Date On or Before
    Narrows lines to a specific date range.
    Purchase Orders Selected
    Limits results to lines from specific purchase orders, receipts, timesheets, or task logs.
    Item
    Returns just the receipt lines that contain this item.
    Spend Category
    Returns the receipt lines or task-log lines tagged with this spend category.
    The spend category for the invoice line requires the
    Supplier Invoice
     spend category usage type.
    Contingent Worker
    Returns just the timesheet lines for this contingent worker.
    Job Profile
    Returns just the timesheet lines related to this job profile.
    Locations
    Returns just the timesheet lines from this location.
    Project
    Returns just the task logs associated with this project.
  5. Click
    Ad Hoc Lines
     to add non-PO lines to the supplier invoice.
  6. Click
    Release Retention
     to add lines from purchase orders or supplier contracts to the supplier invoice for retention release.
  7. Click
    Complete Supplier Invoice
    .
  8. Enter or update details in the
    Invoice Information
     section:
    Option Description
    Remit-To Connection
    If the supplier has a
    Default
     remit-to connection, it displays in this field. You can update the default as needed.
    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.
    Freight Amount
    Other Charges
    Allocate these landing costs from the transaction header back to the lines. Add a spend category that's eligible for allocation of freight and other charges to at least 1 line, as set up on the
    Maintain Spend Categories
     task.
    Example: You purchase a large piece of equipment and have 1 line for the equipment itself and another for installation.
    Worktag Split Template
    Based on the company, select a template to populate on all new lines on the invoice.
    When you select a new or different template at the header, Workday doesn't populate the template on existing lines with an extended amount.
    To set up worktag split allocation templates for supplier invoices, access the
    Create Worktag Split Template
     task.
  9. Enter additional details in the
    Terms and Taxes
     section:
    Option Description
    Discount Date
    Calculated automatically based on
    Payment Terms
     with a discount for early payment, and
    Invoice Date
    .
    Due Date Override
    Select a different due date if there’s an exception to the terms.
    Override Payment Type
    Select a different payment type for the supplier.
    Originating Country Payment Purpose
    Select a payment purpose code if the country sending this invoice payment requires a purpose code. This field displays when you enable Payment Purpose Codes on the
    Edit Tenant Setup - Financials
     task.
    Receiving Country Payment Purpose
    Select a payment purpose code if the country receiving this invoice payment requires a purpose code. This field displays when you enable Payment Purpose Codes on the
    Edit Tenant Setup - Financials
     task.
    Default Tax Option
    Workday automatically populates this value from the company accounting details.
    Workday automatically populates the tax option at the line from the header, but you can override it at the line level.
    To enable tax defaulting rules for invoices created from supplier invoice requests, enable company tax options for supplier invoice request invoices at the tenant level.
    • When the supplier invoice request doesn't specify taxes and the company default is the
      Calculate Tax Due to Supplier
       or
      Calculate Self-Assessed Tax
       option, Workday populates these fields at the supplier invoice line:
      • Tax Applicability
      • Tax Code
      • Tax Option
      • Tax Recoverability
    • When the supplier invoice request specifies taxes, Workday:
      • Populates the
        Enter Tax Due to Supplier
         option.
      • Doesn't populate the tax fields at the invoice line.
    Default Tax Code
    Workday automatically populates the default tax code from the supplier profile. If the supplier profile doesn't have a defined tax code or to override it, select a tax code.
    Workday automatically populates the tax code at the line from the header, but you can override it at the line level.
    Default Withholding Tax Code
    Workday automatically populates the default withholding tax code from the supplier profile. If the supplier profile doesn't have a defined withholding tax code or to override it, select a withholding tax code.
    Workday automatically populates the withholding tax code at the line from the header, but you can override it at the line level.
    Tax Amount
    If you selected to calculate tax, Workday displays the sum of the calculated tax amounts from the taxable lines, based on tax code you specify for each line. To override this calculated amount, you can change calculated tax by tax rate on the
    Tax
     tab.
    If you select to enter tax due to the supplier, enter the tax amount for the transaction. You must have at least 1 line with a tax applicability that is taxable and enabled for allocation.
    The tax allocated to the lines is only the nonrecoverable amount for the transaction and doesn't always add up to this header amount.
    If you enter a negative value, Workday allocates the tax amount to a negative or zero-cost line.
    Withholding Tax Amount
    Workday calculates the withholding tax from the invoice lines when tax amounts have a realization point at invoice time. We don't include tax amounts that have a realization point at time of payment in this total. To override this calculated amount, you can change calculated tax by tax rate on the
    Tax
     tab.
    You can create a withholding tax exemption on a withholding tax rate for a supplier. Workday automatically applies the exempt withholding percentage on the supplier invoice when calculating the withholding tax.
    Update Tax
    Select
    Update Tax
     if you update tax on an invoice line and want to recalculate the tax displayed in the header.
    If you update taxes on an invoice line, Workday automatically recalculates the header tax when you submit or save for later.
    If you use a third-party tax service integration, Workday hides the field to support tracking and reporting on third-party tax calculations. You can set up a third-party service integration on the
    Edit Company Tax Details
     task.
    When you create a supplier invoice from a purchase order or supplier contract, the invoice header amounts for landed cost equal the uninvoiced amounts from the purchase order or supplier contract.
    When you create an invoice from a receipt, the invoice header amounts for landed cost equal the sum of allocations from received purchase order or supplier contract lines. Workday prorates the amounts based on receipt quantity or amount (including over-receiving).
  10. Enter details in the
    Invoice Reference Information
     section:
    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.
    Handling Code
    Select a payment handling code for this invoice, such as
    Hold Payment for Pickup
     or
    Overnight Payment
    .
    This field displays when you configure payment handling instructions.
    On Hold
    Select to hold payment on this invoice.
    Supplier Document Received
    Select if the supplier has provided an invoice or other relevant document. By default, Workday delivers duplicate validation enabled for this field. To validate against your own conditions, you can disable this option using the
    Tenant Setup - Financials
     task. You can use the
    Maintain Custom Validations
     task to establish your own condition rules for supplier invoices.
    Supplier's Invoice Number
    If you've received the supplier document, enter its reference number.
    Example: If the supplier provided a supplier invoice, enter the invoice number from the supplier document.
    External PO Number
    If you use a procurement system other than Workday, enter that purchase order.
    Statutory Invoice Type
    If you use invoice types to categorize your supplier invoices in compliance with government requirements, select an invoice type.
    Supplier Contract / Default Supplier Contract
    Select a
    Supplier Contract
     if the company and supplier match those on this invoice. After you approve the supplier invoice, Workday automatically subtracts the invoice amount from the remaining contract balance.
    Default Supplier Contract
     displays when you select the
    Enable Consolidation of Requisitions Across Supplier Contracts
     check box during tenant setup.
    Total Contract Amount
    Provided by the selected contract.
    Document Link
    If you store supporting documents or images in an external repository, then enter the URL to that location. Once you save the transaction, Workday displays the URL as a live hyperlink to the image. Approvers can reference this document before approving the transaction.
    If the location of the supporting documents or images changes, you must update the URL.
    Workday validates the link to ensure that it has a valid Uniform Resource Identifier pattern (URI), as defined by your security administrator. This process provides additional security to help avoid malicious content in external links.
    To set up a valid URI, select
    Supplier Invoice Document Link
     from the
    Supplier External URI Link Type
     prompt on the
    Maintain External Link Validation
     task.
    Memo
    You can set up Workday to print this information on the
    Memo
     field of the check to pay this invoice.
    To configure this functionality on the supplier, select the
    Use Invoice Memo
     option on the
    Create Supplier
     or
    Create Supplier Change
     task.
    If multiple invoices have memos, Workday organizes the memos in a series on the check.
    You can also use the
    Put Supplier Payment Memo
     web service task to capture and store additional information in the
    Memo
     field at the header of the supplier payment. Example: Enter and track withholding tax ID numbers.
    Approver
    Select a designated approver to review and approve the supplier invoice.
    To set up a designated approver, add the related Supplier Invoice Designated Approver security group to the
    Supplier Invoice Event
     business process security policy.
  11. On the
    Invoice Lines
     tab, add lines and provide details for lines you selected from other business documents.
    Option Description
    Company
    Displays the company to which the supplier invoice belongs. If the company enables intercompany transactions, you can select from the intercompany transactions included in its intercompany profile.
    If you’re creating an invoice from a multicompany purchase order, your purchase order line company populates as the invoice line company when the company is from a:
    • Purchase order.
    • Receipt.
    • Task log for purchase orders.
    Item
    For new lines, select the item.
    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, Workday automatically populates the value assigned to the item and you can't change the value.
    The spend category for the invoice line requires the
    Supplier Invoice
     spend category usage type.
    Supplier Item Identifier
    Displays the supplier item identifier when you associate the line to a supplier item, such as a catalog or punchout item.
    Supplier Contract
    The supplier contract for the supplier invoice line.
    If the supplier contract selected is linked to a catalog, Workday limits the item selection based on catalog to those specific catalog items.
    You can't edit the supplier contract when you select an item.
    Displays if you select the
    Enable Consolidation of Requisitions Across Supplier Contracts
     check box during tenant setup.
    Ship-To Address
    Workday automatically populates from the
    Ship-To Address
     field on the header, but you can change it.
    The ship-to address determines the tax code, tax applicability, and withholding tax code using
    Tax Rules for Country
    .
    Tax Applicability
    Indicates whether the line is taxable and, if taxable, its recoverability. You can use tax applicability to filter transactions in reporting. It automatically populates from the item-specific tax rule based on the line ship-to address, first by purchase item and then by spend category. If there's no match, it automatically populates from the purchase item. Otherwise, it automatically populates from the spend category.
    Tax Code
    If taxable, the code automatically populates from the
    Default Tax Code
     on the header, which you can override.
    To default your tax codes, use the
    Create Transaction Tax Rule for Country
     task.
    For companies that operate as customers on direct intercompany invoices, Workday automatically populates tax codes from customer invoice lines to supplier invoice lines. To disable this functionality and enable defaulting from
    Tax Rules for Country
    , access the
    Maintain Companies as Customers or Suppliers
     task and clear the
    Copy Tax Fields
     check box.
    Withholding Tax Code
    The code automatically populates from the
    Default Withholding Tax Code
     on the header, which you can override.
    For companies that operate as customers on direct intercompany invoices, Workday automatically populates withholding tax codes from customer invoice lines to supplier invoice lines. To disable this functionality, access the
    Maintain Companies as Customers or Suppliers
     task and clear the
    Copy Tax Fields
     check box.
    Tax Point Date Type
    Select the type of tax point date for the invoice line and specify a tax point date if the type is
    Goods/Service Delivery Date
    . Workday populates tax point date type with
    Invoice/Adjustment Date
     unless you select the
    VAT on Payment
    check box for a company. If you select the
    VAT on Payment
     check box on the
    Edit Company Tax Details
     task, Workday sets the tax point date type as
    Payment Date
    .
    Tax Point Date
    When you select
    Goods/Service Delivery Date
     for the tax point date type, you must enter a tax point date.
    Tax Recoverability
    Workday automatically populates the recoverable percentage on the transaction line based on the specified tax applicability and tax code. You can override this selection. When you specify the tax recoverability, Workday applies the recoverable percentage and the allocation method to the tax amount for tax rates within a tax code.
    Use the
    Maintain Tax Recoverabilities
     task to specify the tax recoverability of multiple tax rates for each tax code.
    Tax Option
    Select
    Calculate Self-Assessed Tax
     when suppliers or payees don't charge tax. This option enables you to post your tax liability to a separate ledger account. Otherwise, select
    Calculate Tax Due to Supplier
     to post the tax payment made to the supplier or payee.
    Quantity
    • For goods lines, enter the number of items.
    • For service lines, Workday defaults 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. Workday uses the current currency conversion rate between the 2 currencies as defined for the
    default
     currency rate type from the tenant setup. For service lines, the unit cost is always zero.
    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.
    • Amount from the
      Freight Amount
       and
      Other Charges
       fields to the last zero-cost line on the invoice, when other lines don't use freight or other spend categories.
    Alternate Item Identifiers
    Alternate 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.
    Retention Details
    When you select
    Retention
     on a purchase order or supplier contract, Workday displays the
    Retention Details
     column for the line.
    You can't modify
    Payment Amount
     and
    Percent to Retain
    .
    Prepaid
    Check or uncheck
    Prepaid
     to update the prepaid status for the line.
    Workday automatically enables the
    Has Prepaid Line(s)
     option in the
    Prepaid Details
     tab it after you select a line.
    Spend categories for prepaid lines must either be:
    • Non-trackable
    • Trackable with the
      Expense
       accounting treatment
    When tax isn't allocated on a prepaid line, it won't be included in the prepaid accounting in related invoices. Instead, it will use the
    Transaction Tax
     account posting rule.
    Memo
    Enter or update a memo for the supplier 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.
    Worktag Split Template
    Populates from the header template when you create a new line.
    You can select a new template or override it based on the company at the line.
    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 only by amount.
    For zero cost lines, you can only split items by quantity.
  12. Use the
    Tax
     tab to review a summary of all the tax codes and their applicability as specified on the invoice lines.
    If several lines share the same tax, this tab consolidates them and totals the amount with this tax.
  13. To specify the retention release amount on a purchase order or supplier contract, access
    Retention Release Lines
     and enter a
    Release Amount
    .
  14. Use the
    Retention Details
     tab to view the total amount retained and total amount released on this invoice when you select
    Retention
     for a purchase order, or a supplier contract.
  15. (Optional) As you complete the
    Currency Rate
     tab, consider:
    For foreign currency invoices, you can make adjustments to achieve a different conversion rate. Any changes you make on the
    Currency Rate
     tab register in the
    Effective Currency Rate
     field, that displays the rate used for accounting to convert installment amounts to ledger currency. Any overrides that you enter trigger the selection of the
    Rate Override
     check box.
    Option Description
    Currency Rate Type Override
    Select an option to override the default rate type used to look up the exchange rate.
    Currency Rate Date Override
    Select a date to override the default rate date used to look up the exchange rate.
    Currency Rate Manual Override
    Enter a currency rate to override the exchange rate or provide a rate when a default rate isn't available.
    Defaults
    This section displays the tenant default currency rate based on the invoice date.
  16. To define any supplier invoice line as prepaid, access the
    Prepaid Details
     tab and select the
    Prepaid Amortization Type
    .
    If you've defined prepaid details in the underlying purchase order, they default in the supplier invoice, which you can update.
    Option Description
    Manual
    Select to amortize manually the prepaid spend amortization on a future date. Optionally enter the
    Expected Amortization Date
     for tracking and reporting purposes.
    You can use the
    Expected Amortization Date
     for reporting and to create custom alerts, but Workday doesn't validate against this date.
    Settle and pay manual prepaid amortization-type payments, before you amortize the spend.
    Receipt
    Select to amortize prepaid spend after the
    Receipt
     business process completes for:
    • Purchase orders
    • Supplier invoices generated from POs or supplier contracts
    Schedule
    Specify to define a schedule for amortizing prepaid spend after the purchase order approval.
  17. 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.
    You can associate supplier invoice attachments with customer invoices for billable transactions. When a supplier invoice is ready to be billed, we prevent you from changing attachments on the supplier invoice or supplier invoice adjustment.
  18. Use the
    Work Queue Information
     tab to add
    Work Queue Tags
    ,
    Work Queue Notes
    , and other details that will display for the invoice in the
    Supplier Invoice Work Area
     report.
    To view the
    Work Queue Information
     tab, configure these security domains:
    • Process: Supplier Invoice Work Queue
    • Manage: Supplier Invoice Work Queue
  19. Submit
     the supplier invoice for approval.
  • Workday initiates the
    Supplier Invoice 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.
  • When you view the transaction:
    • Line Details
       display the accounting distribution of any landed cost amounts allocated from the header to the lines and the total
      Gross Amount
       (net extended amount plus allocated tax, freight, and other charges). Workday uses the gross amount for:
      • Debit entry of spend accounting.
      • Receipt accruals.
      • Budget checking of spend transactions.
      • Default acquisition cost during asset registration.
    • The
      Tax
       tab displays the recoverable percent and distribution of recoverable and nonrecoverable tax amounts based on the:
      • Tax applicability.
      • Tax code.
      • Taxable amount.
  • Workday automatically creates operational journals in the company currency for approved transactions. If the transaction and company currencies differ, Workday converts the amounts to the company currency.
  • Workday processes accounting for supplier invoices with prepaid and non-prepaid lines when the
    Supplier Invoice Event
     business process completes:
    • Non-prepaid lines use the Spend account posting rule.
    • Prepaid Lines use the Prepaid Spend account posting rule.
  • For supplier invoices that are:
    • Zero-cost, Workday marks the invoice as paid when it's approved and keeps it out of the settlement run, unless:
      • The company has configured VAT on payment.
      • The Tax Point Date Type is Payment Date.
      • There's withholding tax rate with payment realization on the invoice line.
    • Negative, you can settle the invoice through a settlement run that includes other invoices with positive total amounts.
  • Use the
    Find Supplier Invoices
     report to access and update existing invoices that you save or submit.
  • If matching supplier invoices to related business documents, configure the
    Supplier Accounts Match Event
     business process.
  • If matching supplier invoices to supplier contracts, you must create the invoice from the
    Supplier Invoice Workbench
     task.
  • To view the list of Workday-provided reports and their descriptions, access
    Workday Standard Reports
     report, and select the
    Supplier Accounts
     option.
  • To pay approved invoices, suppliers must be in active status.
  • You can use the
    Convert to Supplier Invoice Adjustment
     related action on the supplier invoice to cancel the supplier invoice and generate a new supplier invoice adjustment.
  • Settle the approved supplier invoices. The settlement process creates and settles the invoiced payments. When the process completes, Workday updates the accounting entries for each payment.