Invoices

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.

Resources

Accounts Receivable Checklist

Selling a good or service? Ensure the following:

Submit your customer’s profile to UW Banking Accounting Operations via the central form: Customer Registration and Maintenance Request.

Submit your contract and/or invoice with AST as soon as you have the information.

Workflows

Workflow is currently under construction, keep an eye out for website updates via AST’s Newsletter.

FAQs

Customer Profile

How do I know if my customer is already registered in Workday?

AST can check on your behalf. Send us an email at teamcas@uw.edu.

What if our customer is registered in Workday but our department has different contact details?

Submit a new profile with your customer contact details and Banking & Accounting Operations (BAO) will add a new line to the existing profile.

Customer Invoices

My customer is another UW department or UW Medicine. Do I use this form to generate an invoice?

No; please use the CR2P-030-020 - Create Internal Invoice.pdf process in Workday to charge the appropriate department.

My customer has only worked with my department. Can I send the invoice to them?

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.

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?

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

Don't see your question? Please fill out our General Inquiry form and keep an eye out for website updates via AST's Newsletter.

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