Director of Disbursements Amanda Lockhart Davis asked her team to share some of their top suggestions for smoother sailing when working with AP transactions.
Here's their first crop of tips and tricks; we'll have more to share in coming blog digests.
Look out for more from Davis in a future digest and meetings in the next month as she shares the next steps for UVA's disbursement strategy.
And now, the tips!
- Invoice processing:
- Supplier invoices must include a uniquely assigned invoice number that cannot be a repeat of a previously used invoice number. This number must be displayed on the supplier invoice.
- Invoices must include a PO number in the correct format (PO-1234567 for Workday & 1234567 for Oracle) for the invoice to process correctly through the system.
- When departments submit their supplier invoice requests, they should not enter an invoice received date that is earlier than the invoice date.
- Invoice/Payment Research: In Workday, the “Activity” section on a supplier invoice will show payment information. If there is no “Activity” tab then the invoice is unpaid.
- Stop Payments/Voids/Re-issues: Please ensure that the supplier has updated their payment information in payment works before requesting a stop payment if there are changes required.
- Travel & Expense:
- You can book your airfare, car, and hotel all in one itinerary. This makes it easier to track/change your reservations and also saves you from having to pay a separate booking fee. Watch this Tutorial https://uvafinance.virginia.edu/resources/booking-airline-car-and-hotel-one-itinerary-training-video
- As a best practice, be sure to review the header in your expense report before submitting it to ensure the summary is correct.
- Company Paid= Total T&E card charges expensed
- Reimbursement= Total amount requested for reimbursement
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Related content: Welcome New Director of Accounts Payable, Amanda Lockhart Davis