UR Financials Newsletter Vol. 16 04.22.2024

In this issue:

Workday Expenses (University only, excluding affiliates)
- Tips
- Helpful links
Accounts Payable (University only, excluding affiliates)
- Training Session via Zoom on May 23^rd from 9:00am-10:00am
  - Create Supplier Invoice from Receipt
- General Reminders
- Tips and Tricks

Workday Expenses

Tips
- Easily navigate to your Payment Elections from the Expenses Hub.
  1. Select the Expenses Hub icon on your homepage, then
  2. Select the payment elections icon.

Link to Expenses Hub reference guide: Add the Expenses Hub app to your Workday homepage

- Easily navigate to your Delegations (for employees only) from your Workday Inbox.
  1. Select the mailbox icon in the upper right corner, then
  2. Select the manage delegation icon.

Expenses user group meetings (held monthly)
Workday Expenses User group meetings are another opportunity intended to provide support for Expenses functionality to departments including information sharing, best practices, and tip/tricks. These meetings are more about discussing what is/is not working well to identify enhancement opportunities. Upcoming meetings:
Link to join meeting, https://rochester.zoom.us/j/96881056200
Helpful Links
- Email Workday Expense inquiries to: Business_Expense_Reimbursement@finance.rochester.edu
- Workday Login: https://www.rochester.edu/adminfinance/urfinancials/workday-login/
- Link to Workday Expenses reference guides: https://www.rochester.edu/adminfinance/urfinancials/training/expense-management-training/expense-management-reference-materials/

Accounts Payable

Create Supplier Invoice from Receipt Zoom Training Session-May 23^rd from 9:00am-10:00am.
Accounts Payable will be holding another training session on Create Invoice from Receipt functionality on May 23^rd from 9:00-10:00am. If you would like to join this training session, please utilize the Zoom details below. We encourage all users who utilize this functionality to attend, as well as anyone who is not familiar with the process currently but would like to take advantage. Users can feel free to review the training material posted on the P2P website ahead of this meeting by utilizing the links below. Please email Kristina Mano in Accounts Payable if you have any questions.

Links to PDF guide: https://rochester.app.box.com/s/plly7bntmmqoj3va4grae7n9k6euywr3
Link to video: https://rochester.app.box.com/s/kc1topz91wxdvpqkz52abb3mgghwvra2

Link to join meeting, https://rochester.zoom.us/j/98994967850

- Thursday, May 23^rd from 9:00am-10:00am
General Reminders:
- Accounts Payable has announced guidelines for emailing invoices, which can be found by clicking on the link below. We ask that users follow these guidelines to avoid potential errors and delays.
  - Guidelines for Emailed Invoices
- All users who gain access to P2P should ensure they go through all P2P-related modules in MyPath to avoid errors.
- Departmental users have visibility to payment status for Purchase Orders and Supplier Invoice Requests they create. The guides below should be utilized.
  - Finding Payment Status for Invoices on a PUR PO
  - Finding Payment Status for Supplier Invoice Requests
- Discrepancies in Allscripts and Match Exceptions in Workday must to be resolved within a week of when they are assigned to you as delaying action on your part delays payments to our suppliers and interrupts our ongoing good standing and relations with them. Credits holds caused by non-payment affect all UR departments.
Tips and Tricks
- When handling a Needs Receipts Match Exception for multiple invoices billed to the same Purchase Order Line, it might be easier to drill into the Purchase Order and scroll down to the Purchase Order Line in question to see what has been invoices versus received. Deducting the Received Amount from the Invoiced Amount will give you the total amount to receive in to ensure all invoices currently in match exception can match.