New Invoice
After your department has sold a good or service to an outside entity (external to the UW and UWmed), an invoice is created in Workday by AST. You can determine whether the invoice is sent out by Workday, via email or manually by your department.
Update Existing Invoice
An adjustment needs to be made on an existing invoice due to error, return of goods or services, or the invoice is determined to be uncollectible.
On this Page...
- Resources
- Accounts Receivable Form Checklist
- Workflows
- Effort Reporting Processing Time and Workflow
- No Workflow
- Effort Reporting Processing Time and Workflow
- Frequently Asked Questions: Customer Invoices
- My customer is another UW department or UW Medicine. Do I use this form to generate an invoice?
- My customer has only worked with my department. Can I send the invoice to them?
- Now that my customer is used to paying their invoice in the new Workday workflow, I would like to automate invoice generation instead of downloading the invoice and sending it manually. Can I change this invoicing process?
- Frequently Asked Questions: Customer Profile
- How do I know if my customer is already registered in Workday?
- What if our customer is registered in Workday but our department has different contact details?
Resources
Back to TopAccounts Receivable Form Checklist
Selling a good or service? Ensure the following:
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Submit your customer’s profile to UW Banking Accounting Operations via the central form: Customer Registration and Maintenance Request (NetID log in required).
Workflows
Back to TopInvoice Processing Time and Workflow
The turnaround time for invoicing is 1-3 business days.
No workflow at this time, keep an eye out for website updates via AST’s Newsletter.
Frequently Asked Questions: Customer Invoices
Back to TopNo; please use the CR2P-030-020 - Create Internal Invoice.pdf process in Workday to charge the appropriate department.
Yes. There are two ways to initiate an invoice in Workday; automatically or manually. If you want the invoice to come from your department, let us know in AST’s Accounts Receivable - Invoices form. This means the invoice can be downloaded from Workday and sent by your department. Please note: this takes the workflow out of automation and your department will be responsible for downloading it and issuing the invoice.
Yes. Send us an email at teamcas@uw.edu and let us know how you would like to change the invoicing from manual to automatic and AST will enter the adjustment.
Frequently Asked Questions: Customer Profile
Back to TopAST can check on your behalf. Send us an email at teamcas@uw.edu.
Submit a new profile (NetID log in required) with your customer contact details and Banking & Accounting Operations (BAO) will add a new line to the existing profile.
For Further Support
Back to TopReach out and we will route your questions, comments, and/or ideas to the appropriate subject matter experts on our team and keep an eye out for monthly updates via AST's Newsletter.
Last Updated: Monday, May 05, 2025