Creating a Non-PO Supplier Invoice Request in Workday

This guide provides a step-by-step instruction on submitting a non-PO invoice in Workday.

Loralee Quintero
29 steps
4 minutes

Workday

You may choose to submit invoices received directly using this method. Alternatively, you may submit invoices by emailing the invoice directly to AP at [research-foundation-ap@sjsu.edu](mailto:research-foundation-ap@sjsu.edu). \*If you email your invoice to AP, please include your account number and spend category on the invoice. Approval routing will be done in Workday (not DocuSign). The approval workflow is based upon the grant or program account number. \*If invoices are submitted to AP directly by the supplier, please be sure to ask your supplier to include your grant or program account in the PO field. This will help to avoid delays in processing. \*PO invoices should be emailed to [research-foundation-ap@sjsu.edu](mailto:research-foundation-ap@sjsu.edu) for processing.

Navigate to [https://impl.workday.com/sjsurf2/d/home.htmld](https://impl.workday.com/sjsurf2/d/home.htmld)

Click the "Search" field.

Click this search field.

Type "cre supp inv"

Click "Create Supplier Invoice Request"

At the top of the screen, there are helpful instructions on completing the request. Note that all fields with asterisks are mandatory.

Click on the calendar icon next to Invoice date to use the calendar to add the date.

Arrow to the correct month and click on the date.

Click the "Invoice Received Date" field. You can add the date you received the invoice. This is helpful if invoices are received late, so that we have a record of when they are received. This is not a mandatory field.

Click the "Supplier" field and type the first part of your supplier name. The name will either autofill or you will see a list to select from. Hit enter.

Click the "Control Total Amount" field and add the invoice total. This isn't required but if you use it, make sure that the lines added match the control total.

Click the "Supplier's Invoice Number" field and enter the supplier invoice number. Do not enter leading zeros, do not enter dashes. If the invoice doesn't have an invoice number use the invoice date in the following format: 20241231 (year, month, date).

Check your Ship-To address. Click on the menu, select addresses by location and find your address. You can't create custom addresses for items delivered to your home. Please make a note in the memo field if delivered to a home address.

Scroll down to "Lines" and select either Goods or Services. Click the "Item Description" field and add a description of the item. This is required. (There is no asterisk, but you will get an error if you try to submit the invoice without a description)

Tip! Workday doesn't use object codes, it uses Spend Categories. Spend Categories are things like Supplies, Building Maintenance, Computer Related Services, etc. Generally, the description that was tied to the object code in our legacy software is the name of the Spend Category in Workday.

Next, select the spend category. You can either start typing the name (supplies, etc.) or use the menu icon to search for the expense type.

Click the radio button next to the correct Spend Category and hit enter.

Click the "Extended Amount" field and enter the total for your invoice. You can enter the quantity and unit price if you wish. The extended amount will be calculated automatically in that case.

Tip! In Workday, grant numbers all begin with GR, and programs begin with PR. The number is the same. Type in your account without dashes, for example: PR1171000010.

Click the Grant or Program Field and type in your account. The "Additional Worktags" will be populated automatically, based on the grant or program.

Click the "Memo" field to add additional information.

Click "Attachments"

Click "Select files" and attach the invoice document.

Click "Submit"

After submitting, you will see the message that you have submitted and it will show the approver name. Click "View Details" to see additional information.

Click here.

Click "Process"

You can see that your invoice is awaiting approval.

Tip! You can also find any invoices you have submitted by going to "My Tasks" at the upper right corner of your screen.

Click on this icon.

Select Archive to view completed items.