This is a general overview of the procure to pay process in Workday. 

 It is important to understand the 4 key components of the Procure to Pay (P2P) process shown in the diagram below.  These steps are required to process invoices within the Workday system:

Please use the links included below to view related help documents. 

1. User creates a requisition:
1. Requisition routes for approval based on requisition type selected.
2. Purchase order(s) are created when the requisition is approved
1. Purchase orders will be issued to suppliers based on the “Issue Option” set on suppliers.  (Email, XML Auto)
2. Confirming Purchase Orders will route back to the requisition creator to update the issue option to, “Print” so that the order does not transmit to the supplier. 
2. When the purchase order is in “Issued” status, the user will get an alert within Workday notifying the user that the PO was issued. 
1. It is best practice to confirm that the supplier received the order and is processing to fulfillment.  Contact your supplier rep or customer service representative as needed to confirm. 
3. Supplier ships goods/services.  Receipts are required on all Purchase Orders upon delivery of goods and services. 
1. User processes Receipt records on PO according to packing slip, invoice, shipping manifest, etc. 
2. Receipts are required to release payment and are part of the three way match process. 
4. Invoice(s) are sent into the Workday OCR (Optical Character Recognition) system by supplier or property team
1. Refer to this document for requirements related to sending invoices into the system.
1. Invoices MUST include full PO number on image in order for the system to process the three way match.
2. Invoices are read by the OCR system.
3. The Accounts Payable Data Entry Specialists (APDES) review the invoices for accuracy. 
1. Invoices with Purchase Orders noted on the document are linked to the Purchase order in the system and the three way match event is started.
2. If the PO, Receipt and Invoice match, the invoice will automatically process to Matched and Approved status ready for settlement on the Open Payables report.
3. If there is a variance between the Invoice and PO and/or Receipt, the invoice will trigger a Match Exception. 
4. Match Exceptions must be corrected in order for invoices to process. Users will be notified of Match Exceptions via a, “Supplier Invoice Match Event” task.  There are multiple things that will trigger a Match Exception.  In summary:
1. No Receipt - This means that the receipt has not been processed on the PO for the items on the invoice. 
1. Solution…process the receipt.
2. Supplier invoice variance is greater than 50.00. There are many different reasons for this exception but, in general, it means that there is a line item on the invoice that does not match the receipt or PO amount.  Here are some examples and solutions:
1. Price difference from PO to Invoice on a line item
1. Cancel receipt for the impacted line items
2. Create a change order on PO to update the price.
3. Submit, approve, issue and then reprocess the receipt at the corrected amount
2. Substitute item delivered due to supplier shortage on ordered product.
1. Cancel receipt for the impacted line items
2. Create a change order on PO to add the new item and remove the original item.
3. Submit, approve, issue and then reprocess the receipt for the substitute item.
3. Duplicated line item on the invoice
1. Have the APDES relink the PO to the invoice with the correct line items through an Accounts Payable support ticket or by using the Send Back option on the task if applicable. 
4. Invoice line does not match PO or Receipt line amount.
1. Request your APDES to correct line item(s) through an Accounts Payable support ticket or by using the Send Back option on the task if applicable.