procure to pay troubleshooting

1University System of Georgia Institution

Procure to Pay Troubleshooting

12/11/2019


Agenda

12/11/2019

• Weekly Workday Update & Web Resources• Requisition Troubleshooting• Purchase Order Troubleshooting• Accounts Payable Troubleshooting• Q&A


A different kind of safe harbor…

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Weekly Workday Update & Web Resources

12/11/2019


Requisition Troubleshooting

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Requisitions

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• The typical requisition workflow for a Procurement Requisition is as follows:

1. Requisition is submitted in Workday2. Purchase Order (PO) is issued from the requisition by the central procurement office

and is sent to supplier3. Goods/services are received4. Invoice is issued from supplier5. Payment is made by AP

• Requisition types include catalog (punchout/Jaeger) and non-catalog purchasing


Requisition Status Definitions

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Status DescriptionDraft Requisition has been startedIn Progress Requisition has been submitted and is awaiting approvalsSuccessfully Completed All the steps on the requisition have been completed. The

business process moves the req to the PO eventCanceled Requisition has been canceled before completing all approvalsClosed Requisition has been closed. Funds reserved in budget check

process are liquidated


Requisitions FAQ• Locations are being updated.

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Requisitions FAQ• Where to enter contracts and order from connection

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Requisitions FAQ• Process History

• What does saved for later mean?• A Contracting Officer has saved that requisition to their queue and is actively

working on it.

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Requisitions FAQSome examples of why Procurement might send requisitions back to the department:

• Documentation provided does not meet procurement requirements• The grant award date status will not allow purchases on the grant• Locations have been updated and the req must go back through workflow• A driver worktag has expired• The initiator is a terminated employee

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Bill-Only Requisitions• The bill-only requisition workflow is as follows:

• Once a bill-only requisition is submitted in Workday a PO is created, but not sent to the supplier because there is already an invoice

• Once goods/services are received the supplier can be paid by the requester submitting the invoice and PO number to [email protected]

• Some common examples of bill-only requisitions:• Hotels• Catering

• State Accounting Office (SAO) Policy states that a PO is required for all purchases or obligations to purchase goods and services greater than $2500

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mailto:[email protected]


Purchase OrderTroubleshooting

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PO Status Definitions

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Status DescriptionDraft Requisition has moved from the requisition event to the purchase order

event. The procurement buyer has started the review process.In Progress Purchase order has been submitted and is awaiting approvalsApproved Purchase order has been approved by the Procurement Buyer. The

buyer may still be adding additional data to the POIssued Purchase Order has been approved and issued to the supplier. Supplier

can now start workCanceled Purchase order has been canceled prior to approvalClosed PO has been closed. Receipts may no longer be created. Supplier

invoices may no longer be associated with PO. PO lines that have been obligated, but no liquidated, are released


Viewing POs in Workday

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• How to find a copy of a PO?• RQ Initiators, RQ Reviewers, Cost Center Managers and Driver Worktag Managers

associated with the RQ may view and print purchase orders from the Printing Runs tab on the PO.

• Others may view the PO that was sent to the supplier by using the Connect to Supplier Website in Workday and searching for the PO in the search box. The PO may be viewed and printed.


Change Order Tips

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• Both converted POs and Workday generated POs follow the same change order process.

• Change Order Requisitions may be used to:• Add or cancel a line• Increase or decrease a line• Change the driver worktag or spend category• Close or cancel the PO

• Change order must be completed when the invoice amount is higher than the amount of the PO and outside the tolerance levels.

• Items that cannot be changed on a PO include:• Supplier• Order From Connection

• Procurement's goal is to turn around change order in 2-3 days.


Receiving in Workday

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Email Supplier Invoice to [email protected]

Follow Create Receipt task in Workday (Completed by

anyone)

Download Converted PO Receipt form from ServiceNow & submit

via ServiceNow

Workday generated PO

Converted PO from Buzzmart


Receiving in Workday

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• Tips• Any user can receive for any Workday generated PO• Use Find Supplier Invoices for Campus report to identify invoices that need to be

received• Full vs. partial receiving

• Additional info for receiving on legacy PO's• Enter multiple receipts on one Service Now ticket• Specify lines to be received


Mass Close Events

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• Obligation liquidation• Procurement mass close of PO's AND requisitions• PO's that are fully invoiced and fully received will be closed• Requisitions that are successfully completed (sourced) will be

closed


Account PayableTroubleshooting

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AP FAQ• Payment status- Find Supplier Invoice for Campus

• Draft, In Progress, Exception, & Paid• Process history flow• Foreign currency invoices- Can only select USD now• Conversion rates

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Supplier Invoice Request• Supplier Invoice Requests, or SIRs, can be used by any

department to request for a supplier invoice to be made for certain non-PO payments

• Some common examples of SIRs: • Honorariums • Registration for a Conference or Workshop• Student Payments• Telecomm Services Paid to a Provider

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When to Use an SIR

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Payables Type Description/Spend Category

Affiliate Transfer, Joint Staffing Payments to GTF, GTRC, etc.

Buzzcard Center Payments SC214014

Emergency ACH Payroll Request

Sent from Payroll, Only 6 Vendors

Department of Homeland Security Payment

SC751117, SC727100

Honorarium SC751108

Legal SC793101

Non-GT Student Training Stipends, Non-Employee Awards

SC751111

Postage, Shipping, and Mailing SC714110

Pre-Payment: Subscription, Membership, Certification

Payables Type Description/Spend Category

Registration (Conference, Workshop)

Royalty Payments SC727800

Student Center/Ferst Theater Performer

Student Payments

Telecom Services Use Spend Categories to delineate type

Foreign Supplier Payments Supplier must be registered as Foreign

Rush Payment Use handling code “Rush” and provide justification

Wire Payments Use handling code “One Time Wire.”


Rush Requests• PO Rush Request

• Must fill out the Rush Request Form• Send to AP via Service Now

• SIR -Non PO Rush Request• Mark this as a Rush under the Handling Code Field

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Procurement in ServiceNow• Helpful Job Aids

• Requisition (Catalog, Non-Catalog, Change Order, Supplier Invoice Request)• Find Supplier Invoice for Campus – GTCR• Find PCard Transactions

• Helpful Knowledge Articles• Legacy PO Receipt Form• Close Open Purchase Order• Requisition and Purchase Order Status Definitions• Match Exception Reasons and Resolutions

• Procurement Troubleshooting Guide

12/11/2019

https://gatech.service-now.com/financials?id=kb_article_view&sysparm_article=KB0022260




https://gatech.service-now.com/home/?id=kb_article_view&sysparm_article=KB0023014

Transform Your Workday

26University System of Georgia Institution12/11/2019

Thank You!

procure to pay troubleshooting

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