{"id":229,"date":"2026-06-23T18:46:31","date_gmt":"2026-06-23T18:46:31","guid":{"rendered":"https:\/\/www.macalester.edu\/workday-support\/?page_id=229"},"modified":"2026-07-06T15:42:11","modified_gmt":"2026-07-06T15:42:11","slug":"supplier-invoice-request","status":"publish","type":"page","link":"https:\/\/www.macalester.edu\/workday-support\/supplier-invoice-request\/","title":{"rendered":"Create Supplier (Vendor) Invoice Request"},"content":{"rendered":"<section class=\"introduction block-container\" >\n    <div class=\"introduction__content\">\n    \t        \t<p class=\"introduction__copy\">This guide outlines the processes for submitting and invoice or Standard Engagement Contract (SEC) to Accounts Payable and uses the following terminology:<\/p>\n    \t    <\/div>\n<\/section>\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Cost Center<\/strong>: Department budget<\/li>\n\n\n\n<li><strong>Supplier<\/strong>: A business\/individual from whom Macalester purchases goods\/services. Formerly referred to as vendor.<\/li>\n\n\n\n<li><strong>Create Supplier Invoice Request:<\/strong> The Workday task any employee can use to request payment for an invoice. This is routed to Accounts Payable for processing.<\/li>\n\n\n\n<li><strong>Supplier Invoice<\/strong>: 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.<\/li>\n<\/ul>\n\n\n<section class=\"link-group block-container\" >\n        <div class=\"link-group__links-row\">\n        <ul class=\"link-group__link link-group__link--2up\">\n                            <li class=\"link-group__link-item\">\n                    <a class=\"base-cta-featured\" href=\"#create-invoice-request\" target=\"_self\">\n\t\t\t\t\t    Create Supplier Invoice Request\n\t\t\t\t\t    <svg aria-hidden=\"true\" class=\"base-symbol base-cta-featured__arrow\" viewbox=\"0 0 24 24\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-arrow.svg#icon\"\/>\n\t\t\t\t\t\t<\/svg>\n\t\t\t\t\t<\/a>\n                <\/li>\n                            <li class=\"link-group__link-item\">\n                    <a class=\"base-cta-featured\" href=\"\" target=\"_self\">\n\t\t\t\t\t    Supplier Invoice Request for Approvers\n\t\t\t\t\t    <svg aria-hidden=\"true\" class=\"base-symbol base-cta-featured__arrow\" viewbox=\"0 0 24 24\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-arrow.svg#icon\"\/>\n\t\t\t\t\t\t<\/svg>\n\t\t\t\t\t<\/a>\n                <\/li>\n                            <li class=\"link-group__link-item\">\n                    <a class=\"base-cta-featured\" href=\"#request-new-supplier\" target=\"_self\">\n\t\t\t\t\t    Request New Supplier\n\t\t\t\t\t    <svg aria-hidden=\"true\" class=\"base-symbol base-cta-featured__arrow\" viewbox=\"0 0 24 24\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\">\n\t\t\t\t\t\t    <use xlink:href=\"\/wp-content\/themes\/macalester-2020\/dist\/svgs\/symbol-arrow.svg#icon\"\/>\n\t\t\t\t\t\t<\/svg>\n\t\t\t\t\t<\/a>\n                <\/li>\n                    <\/ul>\n    <\/div>\n<\/section>\n\n\n<h3 class=\"wp-block-heading\">Before Starting this Task<\/h3>\n\n\n\n<p>Please have a complete digital copy of the invoice or Standard Engagement Contract (SEC) to be attached. Invoices must clearly show include:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Payee\u2019s name<\/li>\n\n\n\n<li>Invoice number<\/li>\n\n\n\n<li>Invoice Date<\/li>\n\n\n\n<li>Total amount due<\/li>\n<\/ul>\n\n\n\n<p>Determine if the invoice costs are being split. <\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The <strong>same invoice<\/strong> 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.<\/li>\n\n\n\n<li><strong>Separate invoice requests<\/strong> are required if payment will be split between \n<ul class=\"wp-block-list\">\n<li>a Grant and a regular Cost Center<\/li>\n\n\n\n<li>a Gift and a regular Cost Center<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"create-invoice-request\"><strong>Create Supplier Invoice Request<\/strong><\/h2>\n\n\n\n<p>This task is for initiating a request for payment for goods or services. All Accounts Payable payment requests are submitted via this form <strong>EXCEPT student payments<\/strong>. All student payment requests must be emailed to <a href=\"mailto:accountspayable@macalester.edu\"><strong>accountspayable@macalester.edu<\/strong><\/a> until Workday Student goes live in 2028.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Use the Workday search bar to find and open the <strong>Create Supplier Invoice<\/strong> <strong>Request <\/strong>task.<\/li>\n\n\n\n<li>Complete the following Primary Information fields:\n<ul class=\"wp-block-list\">\n<li><strong>Invoice Date: <\/strong> Keep it the current date.<\/li>\n\n\n\n<li><strong>Company: <\/strong>Macalester College<\/li>\n\n\n\n<li><strong>Supplier<\/strong>: Enter part of the supplier\u2019s name and press enter, then select the correct supplier from those results.&nbsp;\n<ul class=\"wp-block-list\">\n<li>If the supplier is unavailable, pause this task and follow the <strong><a href=\"#request-new-supplier\">Supplier Request<\/a><\/strong> process.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><strong>Control Total Amount<\/strong>: Total invoice\/payment amount<\/li>\n\n\n\n<li><strong>Suppliers Invoice Number<\/strong>: Invoice number shown on the invoice. For other payment types (SEC, Check Requests), leave this field blank.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Complete the following Additional Information fields:\n<ul class=\"wp-block-list\">\n<li><strong>Memo<\/strong> (for the request, not the line item memo): Enter a description of what the payment is for.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Complete the invoice <strong>Lines<\/strong> tab:\n<ul class=\"wp-block-list\">\n<li>Enter <strong>Spend Category<\/strong> (this is analogous to the Account code in a FOAPAL.)<\/li>\n\n\n\n<li>Enter <strong>Cost Center<\/strong>, <strong>Fund<\/strong>, <strong>Function<\/strong>, and Additional Worktags if needed. (Fund and Function will populate automatically based on Cost Center, Grant, or Gift.)<\/li>\n\n\n\n<li><strong>Extended Amount<\/strong>: Amount to be charged to that line&#8217;s worktags<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Select <strong>Add<\/strong> to create more invoice lines if payment is being split between two or more <strong>Cost Centers <\/strong>(department budgets).\n<ul class=\"wp-block-list\">\n<li>The total Extended Amount of all invoice lines <strong>must<\/strong> match the Control Total Amount. An error will occur otherwise.<\/li>\n\n\n\n<li>Reminder: If splitting the invoice between <strong>Grant<\/strong> and a regular <strong>Cost Center<\/strong> (department budget) or a <strong>Gift <\/strong>(eg. a restricted fund) and a regular <strong>Cost Center<\/strong>, a <strong>separate <\/strong>invoice request must be submitted for each portion.<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Navigate to the <strong>Attachments<\/strong> tab, and attach<strong> <\/strong>a clear, readable copy of the invoice, SEC, or check request document.<\/li>\n\n\n\n<li>Use the <strong>Enter Your Comment<\/strong> field to communicate any special requests to Accounts Payable staff such as if payment should not be processed immediately, then when it should.<\/li>\n\n\n\n<li>Click <strong>Submit<\/strong> to send the request for approval.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"request-new-supplier\">Request New <strong>Supplier<\/strong><\/h2>\n\n\n\n<p>If the required supplier cannot be found when submitting a Supplier Invoice Request, email Accounts Payable at <a href=\"mailto:accountspayable@macalester.edu\"><strong>accountspayable@macalester.edu<\/strong><\/a>, stating you cannot find the required supplier. Provide the supplier\u2019s name and any known alternative names they may have. You may also attach the invoice for reference.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>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.<\/li>\n\n\n\n<li>If the supplier does not exist, Accounts Payable staff will create a new supplier profile and provide the details once the process is complete.\n<ul class=\"wp-block-list\">\n<li>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.<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">What Happens Next<\/h2>\n\n\n\n<p>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 <strong>My Tasks<\/strong> list. <\/p>\n\n\n\n<p>Once a <strong>Supplier Invoice<\/strong> is fully approved, it will be processed for payment during the next weekly check run or on the requested date noted in the comments.<\/p>\n\n\n\n<p><a href=\"#top\">Back to top<\/a><\/p>","protected":false},"excerpt":{"rendered":"<p>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: Determine if the invoice costs are being split. Create Supplier Invoice Request This task is for initiating a request for payment for goods or services. All Accounts Payable payment [&hellip;]<\/p>","protected":false},"author":7,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"footnotes":""},"class_list":["post-229","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/pages\/229","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/users\/7"}],"replies":[{"embeddable":true,"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/comments?post=229"}],"version-history":[{"count":25,"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/pages\/229\/revisions"}],"predecessor-version":[{"id":2883,"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/pages\/229\/revisions\/2883"}],"wp:attachment":[{"href":"https:\/\/www.macalester.edu\/workday-support\/wp-json\/wp\/v2\/media?parent=229"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}