Workday: Creating Your Invoice From a Purchase Order

After completing a task in Junction, a purchase order will be issued in Workday based on your PO cadence. The default cadence is weekly, meaning all of the tasks you complete throughout the week will be sent to Workday the following Sunday evening on one purchase order. You will have one PO issued for all the tasks performed within a specific timeframe (your PO cadence) as long as the POs are from the same Welocalize entity (where you're receiving payment from) and have the same currency.

Remember, while multiple tasks can be grouped into a single purchase order, only one purchase order may be invoiced at once. 

POs expire 365 days after they are issued. You will be able to see them in the POs and Catalogs section until you invoice them, after which they will move to the Invoices and Payments section, where you can check their status.

• How to Create an Invoice from a Purchase Order
• Attaching Your Own Invoice
• Which Entity to Invoice
• Searching for a Purchase Order
• Viewing Invoices and Payments

How to Create an Invoice from a Purchase Order

Step 1

After logging into Workday, click the POs and Catalogs section.

Step 2

Next, click the Create Invoice from Purchase Order link.

Step 3

Click the menu icon  and select the PO you would like to invoice using the radio button  next to it.

Click OK at the bottom of the page.

Note: Only one purchase order can be selected for each invoice. You can change your PO cadence to group more tasks on each PO.

Step 4

Now you are on the Create Invoice from Purchase Order page. Fill out all of the required fields to create your invoice.

1. Select the Invoice Date. This needs to be within the current month; you cannot backdate invoices.
2. Add a Supplier's Invoice Number. This can be any letter and number combination you choose; most suppliers use a sequential system (like INV-001) for their own records. 
3. Click the Attachments tab and upload your filled-out invoice template. You can find more information about creating your own invoice to attach in the next section.

A few other things to note:

• At the top, under Company, is where you will see which Welocalize entity you are invoicing. This will determine the version of the invoice template you need to use.
• The Total Invoice Amount needs to match the PO you are invoicing exactly. You can scroll down to the Invoice Lines section and edit the unit and quantity if needed.
• You do not need to fill out any of the other fields.

Step 5

After you click Submit, a PDF document with your PO will be created and emailed to the procurement contact you have set up in Workday. You will see a message letting you know the process has been successfully completed. After submission, your invoice will appear in the Invoices and Payments section, and you can follow its status.

Note: If there are any errors when submitting your invoice, or if you click "Save for Later," the invoice will go into Draft status. Information on re-opening and editing invoices that are saved as Drafts can be found here.

Attaching Your Own Invoice

A required step in submitting your invoice is creating and attaching your own invoice document. This step is required by local tax authorities, and your invoice will be denied if it is not followed. We've made this as easy as possible in a few simple steps.

Step 1

From the Create Invoice from Purchase Order page, click on Attachments.

Step 2

After clicking Attachments, you will click Select Files and upload your invoice from your computer. Then, you will click Submit.

Which Entity to Invoice

Your attached invoice needs to have a few items on it to be a valid invoice. What is required depends on the entity you are invoicing. You can see what entity you are invoicing by checking the Company section:

We have pre-created templates for each entity for you to download and use. These articles also contain all the information required for each entity if you would like to use your own template.

Note: For your safety, and to expedite approval of your invoice, please save your invoice as a PDF file.

• Invoicing to Welocalize Inc (Welocalize USA or Welocalize CDLS)
• Invoicing to Welo Data, LLC
• Invoicing to Welocalize China (Welocalize.CN)
• Invoicing to Welocalize GMBH (Germany)
• Invoicing to Welocalize Italy S.r.l
• Invoicing to Welocalize Japan KK
• Invoicing to Welocalize Life Sciences S.L. (Spain)
• Invoicing to Welocalize LTD (Ireland)
• Invoicing to Welocalize UK LTD
• Invoicing to Wan Media Ltd (Welocalize - Adapt BU)
• Invoicing Search Star Ltd

Searching for a Purchase Order

Sometimes you may want to search for a specific purchase order.

Step 1

From the POs and Catalogs section, click the Find Purchase Orders link.

Step 2

From this page, you can search for a PO by its name. Make sure you've selected a Document Date On or After that is far enough in the past. Then click OK to begin your search.

Note: If you leave the Purchase Order section blank, you can run a search to return all of the POs issued within the dates you've selected.

Step 3

After your search results appear, you can click a PO to see more detail. If the PO has not yet been invoiced, you can also do that from here. First, hover over the PO and click the more button , then click Purchase Order and finally click Create Invoice From Purchase Order link. You can then follow the steps from the Create Invoice from Purchase Order page to create your invoice.

Additional Information

• Terms, Taxes, and Contact Information are automatically filled in on your purchase orders based on your profile.
• The tax amount will update automatically if tax is applicable.
• Once an invoice has been submitted, you can check its status on the Invoices and Payments page.