Receiving in Workday

One benefit of the transition to Workday is the new "Receiving" functionality for PO-related purchases in the system, which the community is now able to take advantage of.

Previously, users in the UBC community resorted to a legacy process of writing "Okay to Pay" on paper invoice copies, then physically submitting them for payment. 

Now users simply go into the system and "Receive" goods or services directly. In the Receiving process, the receiver has the option to indicate if the order is partially or fully received.

As this is a new process for UBC we'd like to encourage users to familiarize themselves, as goods and services need to be received in order for related PO-based invoices to be paid.

There is some helpful information on the process in the Workday Knowledge Base, available through the UBC Self-Service Portal:

• Review the Receipt of Goods & Services article 
• Review the How Do I - Delegate Inbox Tasks? article 

Please note that even if a PO-based invoice was approved prior to the Workday launch, it must still go through the Receiving process in order for payment to be issued. PO-based invoices that are not "Received" cannot be paid, and Accounts Payable cannot override or otherwise skip this step.

If the requestor is not going to be responsible for receiving goods and services in Workday, they have the option to set up delegates in Workday who can perform this task.

If you have any questions relating to Receiving, please contact the Buyer from your area.