Procurement - How to Initiate a Supplier Invoice Request in Workday

This user guide provides step-by-step instructions on how to initiate a Supplier Invoice Request in Workday. It is intended for employees who need to request payment to a supplier for goods or services received. Following this guide will help ensure that all necessary information is accurately submitted and routed for timely approval and processing.

Initiate a Supplier Invoice Request

Step 1: Open Workday and enter Create Supplier Invoice Request in the search bar.

Screenshot of Search bar at the Workday home screen.

Step 2: In the Primary Information section, enter information for the following fields:

Invoice Date (Required Field)
Invoice Received Date
Company (Required Field) - SIT-Stevens Institute of Technology.
Supplier (Required Field) - Select from the dropdown list provided.
Remit-To Connection
Currency (Required Field) – USD.
Control Total Amount
Supplier Invoice Number

Screenshot of the Create Supplier Invoice Request screen with the Primary Information section and required fields highlighted.

Step 3: In the Additional Information section, enter information for the following fields:

Ship-To Address
Payment Terms
Default Due Date
Reference Type
Handling Code
Statutory Invoice Type
Freight Amount
Tax Amount
Memo

Screenshot of the Create Supplier Invoice Request screen with the Additional Information section highlighted.

Step 4: At the bottom of the Create Supplier Invoice Request screen, click on the Lines tab and select either Goods Line or Service Line.

Screenshot of the bottom of the Create Supplier Invoice Request screen with the Lines Tab and Goods Line highlighted.

Step 5: If you select the Goods Line, enter the following information:

Item
Item Description
Spend Category
Quantity
Unit of Measure
Unit Cost
Extended Amount
Location
Asset Mobility
Gift
Project
Grant
Cost Center (Required Field)
Fund (Required Field)
Functional Expense (Required Field)
Additional Worktags
Billable (Check the box if necessary)
Memo
Internal Memo

Screenshot of the bottom of the Create Supplier Invoice Request under the Goods Line and the required fields highlighted.

Step 6: If you select the Service Line, enter the following information:

Item
Item Description
Spend Category
Quantity (Auto populates)
Unit Cost (Auto populates)
Extended Amount
Location
Asset Mobility
Gift
Project
Grant
Cost Center (Required Field)
Fund (Required Field)
Functional Expense (Required Field)
Additional Worktags
Billable (Check box if necessary)
Memo (this goes directly to the supplier)
Internal Memo

Screenshot of the bottom of the Create Supplier Invoice Request under the Services Line and the required fields highlighted.

Step 7: At the bottom of the Create Supplier Invoice Request screen, click on the Additional Fields tab and complete the information as needed.

Screenshot of the bottom of the Create Supplier Invoice Request with the Additional Fields tab highlighted.

Step 8: At the bottom of the Create Supplier Invoice Request screen, click on the Attachments tab and add any attachments as needed.

Screenshot of the bottom of the Create Supplier Invoice Request with the Attachments tab highlighted.

Step 9: Select Submit when finished.

Screenshot of the bottom of the Create Supplier Invoice Request with the Submit button highlighted.

Experiencing an issue or need additional support? Contact our OneIT Team by

Opening a support ticket or
Call us at 201-216-5500

If you need assistance with creating a requisition, contact Finance Support at finance-support@stevens.edu.