(Madison) Workday Invoice Reconciliation

This is the current process for verifying that the invoices sent to Workday via INT174 loaded correctly. Approved invoices are sent to Workday at 5:30pm daily. The previous day's batch should be checked in Alma the next day to ensure they loaded correctly.

1. Open WD invoices folder for previous day's batch: R:\CTS_AccountingUnit\1-0 AP INVOICES
2. Choose option 1 or option 2 based on search preference.
3. Once invoice batch has been reconciled, go to the R Drive and move the folder to the appropriate quarter folder within the FY27 WORKDAY INVOICES folder

There are two options for searching for invoices depending on preference.

Option 1: Search for invoices in Workday using the "Find Supplier Invoices (UW)" Report.

1. Search bar: Find Supplier Invoices (UW) Report
2. Enter the Alma invoice number into the "Supplier's Invoice Number" field. Click OK.
3. Click the magnifying glass icon to view the invoice details.
4. Verify the following information in Workday matches the Alma voucher.
   1. Payment Status = Paid
   2. Original Payment Connection = Payment method in Alma (Check or ACH)
      1. Alma voucher will indicate ACH if supplier is paid by ACH.
      2. Alma voucher will indicate an address only if supplier is paid by check.
   3. Invoice Received Date = Alma Invoice Date
   4. Total Invoice Amount = Alma Invoice Total
   5. Spend Category = Alma First Report Code
      1. Look at Invoice Line Details
   6. Fund Strings 
      1. Look at Invoice Line Details

Option 2: Use "Supplier Payments" report in Workday to generate list of invoices paid to a specific supplier on a specific date.

This option is best when there are multiple invoices from the same vendor on the same date.

1. Search bar: Supplier Payments Report
2. Company field: UWMSN
3. Supplier field: Vendor ID from Alma voucher
4. Click OK to run report.
5. Select the Transaction number for the date being reconciled. The payment date will be one day after the R-Drive folder date.
6. For each invoice complete the following steps:
   1. Click on the magnifying glass.
   2. Verify the following information in Workday matches the Alma voucher.
      1. Payment Status = Paid
      2. Original Payment Connection = Payment method in Alma (Check or ACH)
         1. Alma voucher will indicate ACH if supplier is paid by ACH.
         2. Alma voucher will indicate an address only if supplier is paid by check.
      3. Invoice Received Date = Alma Invoice Date
      4. Total Invoice Amount = Alma Invoice Total
      5. Spend Category = Alma First Report Code
         1. Look at Invoice Line Details
      6. Fund Strings 
         1. Look at Invoice Line Details