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Create Supplier (Vendor) Invoice Request

This guide outlines the processes for submitting and invoice or Standard Engagement Contract (SEC) to Accounts Payable and uses the following terminology:

  • Cost Center: Department budget
  • Supplier: A business/individual from whom Macalester purchases goods/services. Formerly referred to as vendor.
  • Create Supplier Invoice Request: The Workday task any employee can use to request payment for an invoice. This is routed to Accounts Payable for processing.
  • Supplier Invoice: The official financial document created in Workday to process a payment. This is created by Accounts Payable from Supplier Invoice Request and is then routed for approval and payment.

Before Starting this Task

Please have a complete digital copy of the invoice or Standard Engagement Contract (SEC) to be attached. Invoices must clearly show include:

  • Payee’s name
  • Invoice number
  • Invoice Date
  • Total amount due

Determine if the invoice costs are being split.

  • The same invoice can be used if payment will be split between two or more Cost Centers (department budgets). Each cost center will have its one invoice line to ensure propper billing.
  • Separate invoice requests are required if payment will be split between
    • a Grant and a regular Cost Center
    • a Gift and a regular Cost Center

Create Supplier Invoice Request

This task is for initiating a request for payment for goods or services. All Accounts Payable payment requests are submitted via this form EXCEPT student payments. All student payment requests must be emailed to [email protected] until Workday Student goes live in 2028.

  1. Use the Workday search bar to find and open the Create Supplier Invoice Request task.
  2. Complete the following Primary Information fields:
    • Invoice Date: Keep it the current date.
    • Company: Macalester College
    • Supplier: Enter part of the supplier’s name and press enter, then select the correct supplier from those results. 
      • If the supplier is unavailable, pause this task and follow the Supplier Request process.
    • Control Total Amount: Total invoice/payment amount
    • Suppliers Invoice Number: Invoice number shown on the invoice. For other payment types (SEC, Check Requests), leave this field blank.
  3. Complete the following Additional Information fields:
    • Memo (for the request, not the line item memo): Enter a description of what the payment is for.
  4. Complete the invoice Lines tab:
    • Enter Spend Category (this is analogous to the Account code in a FOAPAL.)
    • Enter Cost Center, Fund, Function, and Additional Worktags if needed. (Fund and Function will populate automatically based on Cost Center, Grant, or Gift.)
    • Extended Amount: Amount to be charged to that line’s worktags
  5. Select Add to create more invoice lines if payment is being split between two or more Cost Centers (department budgets).
    • The total Extended Amount of all invoice lines must match the Control Total Amount. An error will occur otherwise.
    • Reminder: If splitting the invoice between Grant and a regular Cost Center (department budget) or a Gift (eg. a restricted fund) and a regular Cost Center, a separate invoice request must be submitted for each portion.
  6. Navigate to the Attachments tab, and attach a clear, readable copy of the invoice, SEC, or check request document.
  7. Use the Enter Your Comment field to communicate any special requests to Accounts Payable staff such as if payment should not be processed immediately, then when it should.
  8. Click Submit to send the request for approval.

Request New Supplier

If the required supplier cannot be found when submitting a Supplier Invoice Request, email Accounts Payable at [email protected], stating you cannot find the required supplier. Provide the supplier’s name and any known alternative names they may have. You may also attach the invoice for reference.

  • If the supplier exists, Accounts Payable staff will provide the name they can be found under in Workday and you can proceed with the Supplier Invoice Request with this information.
  • If the supplier does not exist, Accounts Payable staff will create a new supplier profile and provide the details once the process is complete.
    • Macalester requires a W-9 or W-8BEN from all suppliers before the first payment can be issued, so there may be a delay until all required information is received by Accounts Payable.

What Happens Next

After a supplier invoice request is processed by Accounts Payable, it will be routed for approval. Approvers will receive a notification and the task will appear in their My Tasks list.

Once a Supplier Invoice is fully approved, it will be processed for payment during the next weekly check run or on the requested date noted in the comments.

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