Supplier Invoice Process: Tips and Tricks
The Supplier Invoice Process is the process of paying all approved supplier invoices for goods and services as part of the Procure-to-Pay (P2P) process. It is managed by the Accounts Payable (AP) department. We use Workday to process and pay supplier invoices.
Process
Prompt adherence to this process will result in the timely payment of suppliers
1. Supplier submits to Accounts Payable via EDI or email invoice to apinvoices@osu.edu
2. Brainware/Onbase system for the pairing process*
3. Workday for the matching process**
4. Requestor approves certain invoices (see roles section below)
- The Requisition Requester is notified if the total amount invoiced is greater than or equal to 90% of a blanket purchase order or if an invoice is denied.
- Prior approvers are notified if a subsequent approver denies the invoice.
- The Supplier Invoice Initiator of Internal Order Billings is notified if anyone cancels or denies the invoice entered.
5. Workday schedules payment based on payment terms
6. Workday pays invoice on the payment date***
*Brainware/OnBase will systematically review the invoice line detail and match the line details of the PO. If the lines do not match, it will result in a Match Exception and the invoice is not integrated into Workday
**Match Exception at Workday - see Match Exception Process
***Payment terms dictate when the supplier will be paid (e.g., 60, 90 days from invoice date) pending the successful matching and approval of the invoice.
Recommended Supplier Resolutions
Supplier Requirements:
Accounts Payable invoice information website
- Provide the required information to the supplier
- Match the line details between the quote (if applicable), purchase order (PO), and Invoice.
- Submit the invoice only once
Roles
Business Role | Business Responsibilities | Security Roles |
| Supplier | Supplier submits invoice to AP via EDI or they email the invoice to apinvoices@osu.edu (UNIV), medctrinvoices@osumc.edu (HS), or osupinvoices@osumc.edu (OSUP). The supplier is responsible for ensuring their invoice includes all of the required information. Find the required information under the "Provide the required information" section. | N/A |
| Requester | The requisition requester will approve all supplier invoices on blanket purchase orders, all services over $3K and goods over $3K that are not received through Central Receiving or one of the other defined receiving locations in Workday. Approval means that you have received the goods or service and are comfortable with the invoice for processing. | N/A |
| Cost Center Manager | Approves blanket purchase orders (UNIV only). Responsible for ensuring the purchase was appropriate, within budget, and within the parameters of the blanket purchase order. | Cost Center Manager |
Service Center (UNIV) | Responsible for monitoring and rectifying any discrepancy to ensure supplier invoices are paid on a timely basis. | Business Transaction Services |
| Accounts Payable (AP) | Make timely payments of supplier invoices in accordance with the terms of the supplier record in Workday. Ensure that the data provided by suppliers or units to Accounts Payable is captured in the system for unit review. | AP Data Entry Specialist |
Reports
Key Reports | Description | Supports Process Steps |
Find Supplier Invoice Summary - OSU | This report can be used to view invoice statuses, invoices in match exception and search invoices based on a supplier. The report returns results by each unique invoice and provides invoice header information such supplier, supplier invoice number, invoice amount, due date, discount date, adjustment information. | Workday System Matching Process Approve Certain Invoices Workday Schedules Payment Workday Pays |
Find Supplier Invoice Funding Detail - OSU | This report provides invoice line detail information including all invoice header details found in Find Supplier Invoice Summary - OSU as well as invoice line details such as items purchased, Ship-To Address, quantity of item line purchased etc. It can be used to help support expenses or balances sheet activity in the General Ledger. | Workday System Matching Process Workday Schedules Payment Workday Pays |
Supplier Invoice Overdue Approvals | This report is used to identify any AP invoices that have been loaded to workday and have been awaiting approval for more than two days. This report includes summary invoice information, such as supplier, amount, Purchase Orders, payment terms, as well as awaiting persons, and some funding information. | Approve Certain Invoices |
Full Inventory of Operational Reports - view the Accounts Payable reports tab.
Training and Practice Aids
Resource Type | Resource Name | Resource Description |
| BuckeyeLearn online training | Supplier Invoice Basics | This 15-minute session is recommended for OSU employees that make purchases and work with suppliers. This process is part of Accounts Payable or AP. This course is meant to help staff that procure goods and services learn about the supplier invoice process to help make sure the suppliers you engage with get paid in the expected timeframe. |
| Job Aid (ARC) | Invoice - Supplier Invoice Review/Approval | Instructions to approve invoices related to a service requiring review, approve or reject Invoice adjustments, and reviews the implications behind an approval or rejection. |
| Job Aid (ARC) | Prepaid Supplier Invoices | Instructions for Accountants, Cost Center Accountants and Accounting Managers on how to mark invoices as prepaid, as well as how to schedule these invoices. |
| Website Information | How to Submit a Credit Memo | Opens the Invoice and Payment Information page. Then select "How to submit a credit memo" under "Payments". |