Suppliers

Terminology

• Prospective supplier - A prospective supplier is a business entity or an individual who wants to do business with the University of Maryland.
• External Supplier Site - The external supplier site is a company-branded website that allows prospective suppliers to self-register and submit a request to do business with the University of Maryland by providing goods or services.
• Supplier Category - A supplier category is a way to organize the type of entity that is providing goods or services, such as, out-of-state corporation, in-state corporation, foreign corporation, and etc. Each supplier is required to have only one supplier category.
• Supplier Group -  A supplier group is a unique way to bucket suppliers for downstream impacts only, including but not limited to reporting and assigning invoices to Accounts Payable (AP) processors.
• Payment Types - Payment types are critically important and will be used on invoices and other transactions to determine if an item is to be batched to the state for approval. Payment types are now shared by Customer Accounts, Accounts Payable, and our Working Fund team, and is a prerequisite for invoicing.

Tasks

• Review Prospective Supplier Request  – Supplier Administrators use this task to review a prospective supplier’s initial request to do business with the university after receiving a prospective supplier’s self-registration from the external supplier site. This task populates in the Supplier Administrator’s My Tasks. If all of the necessary data is collected, the administrator activates the supplier record for use on transactions. As applicable, additional reviews take place e.g., potential conflicts of interest with the university.

Reports

• View Supplier – Employees working with suppliers can use this report to search for suppliers by name to pull up the supplier composite record. The supplier composite record has all the relevant information and allows you to create supplier changes from the related actions.
• RPT483 SUPPLIER ACCOUNTS Supplier Detail – Campus units use this report to view supplier information in a table and allows you to search by tax ID number to return a specific supplier.
• Find External Supplier Requests – Central Office can use this report to find requests submitted through the external supplier site and their current status.

Terminology

• Supplier Composite View - In Workday, users can view all supplier documentation, attachments, OFAC-SDN information, record history, etc. for a given supplier.
• Remit-To Connection - Each supplier is required to have a remit-to connection in order to process an invoice. A remit-to connection is a unique address for where payment is sent. A supplier can have multiple remit-to connections if they are paid via check, and only one active remit-to connection when they are GAD registered.
• Supplier Changes - Procurement and Accounts Payable can create supplier changes, such as, updating supplier classifications, procurement options, payment details, and remit-to connections, that route for review.

Tasks

• Change Supplier Contact Information – Employees who work closely with suppliers may use this task to change supplier contact information such as updating, adding, or removing address and other contact information.
• Create Supplier Change – Central Office initiates this task to create changes to supplier records which may include updating, adding, or removing information from the record.
• Change Supplier Classification – Central Office, Subaward Specialists and Integration use this task to update the supplier record to accurately capture classifications which include a diversity reporting in addition to HBCUs and conflicts of interest.
• Run Ad Hoc OFAC SDN Check – Accounts Payable use this task when they want to compare supplier information with the Consolidated Screening List from the International Trade Administration (ITA) in terms of checking the supplier against the configured sanction list.
• Update Supplier Remit-To Connections - Central Office and Systems Control usually update a remit-to connection in response to the information listed on an invoice or if a supplier becomes GAD registered.

Reports

• RPT483 SUPPLIER ACCOUNTS Supplier Detail – This report displays supplier information in a table view and allows you to search by tax ID number to return a specific supplier.
• Find Supplier Duplicates: Central Office uses this advanced report to return suppliers report data source (RDS) to return potential matches of duplicate suppliers that have similar or identical values on these fields: Bank Account Information; Contact Information Email; Contact Information Phone; DUNS; Supplier Alternate Name; Supplier Contact Email; Supplier Name and Tax Information.
• Proposed Inactive Suppliers – Central Office uses this report to view a list of proposed suppliers who haven't created any invoices or purchase orders in the last 13 months. You can select any suppliers on the list and inactivate them through the related actions on the report.

Terminology 

• Supplier – Formerly “Vendor” in KFS, a supplier is a business entity that provides goods or services to UMD institutions.
• Contract Lines – Contract lines serve to create financial obligations to the supplier. Contract lines are used to set purchasing terms on multiple goods or services under one agreement. They are also used to amend and renew multi-year agreements each term.

Master Contract versus Contract from Purchase Requisition

• Master contracts are derived from strategic procurement initiatives when a long-term relationship with a supplier is desirable.
• Multi-year contracts are derived from approved purchase requisitions for goods or services. The Buyer receives an approval task in Workday for the purchase requisition. This approval task serves as the trigger to create the multi-year supplier contract.

Tasks

• Create Supplier Contract – Buyers use this task to create new contracts. Master supplier contracts are created manually, while multi-year supplier contracts are created after a Buyer approves a purchase requisition.
• Assign Additional Data to Supplier Contract – After a new supplier contract is submitted, the Buyer must assign additional procurement data, such as diversity goals, Board of Public Works information, and an APO (automated purchase order) limit.
• Create Supplier Contract Amendment – Contract changes, extensions, renewals, and terminations are handled through the contract amendment process. Buyers should take note that departments will initiate contract amendment for non-master and dining operations contracts. In these cases, buyers will not rekey amendment data. They will receive an approval task to approve or send back the contract amendment.

Terminology

• Ad Hoc Payee – An individual who is neither a supplier nor an employee, but who still needs to be paid by the company.
• Ad Hoc Payment – Ad hoc payments are used to process payments that are not related to goods or services being provided to the company. If the payee does not have a pre-existing financial relationship with the company (i.e., they are neither an employee nor a supplier), they are set up as an ad hoc payee in Workday.
• cXML Invoicing – The process by which invoices for Shell Shop purchases are sent from the supplier to Shell Shop and then integrated into Workday.
• Invoice Match Exception – An invoice is in Match Exception status when it does not successfully meet the defined match rules (i.e., when there is a discrepancy between the invoice and the purchase order, supplier contract, and/or receipt).
• Match Rules – Condition rules established in Workday that define pricing and quantity tolerances for matching of invoices to purchase orders, supplier contracts, and/or receipts.
• Supplier Invoice Request – The process in Workday for departments to submit non-procurement-related invoices for payments to Central Accounts Payable.
• Optical Character Recognition (OCR) – OCR refers to a method of generating supplier invoices in which Workday scans (i.e., “reads”) the supplier’s invoice PDF and uses the data to draft a supplier invoice, reducing data entry on the part of AP Data Entry Specialists.

Applications

• Maryland Procurement & AP – Campus units can use the Request a Payment section of this app to submit supplier invoice requests and requests for ad hoc payments to Central Accounts Payable.
• Supplier Invoice Work Area – The Supplier Invoice Work Area is a central location from which AP Data Entry Specialists can manage draft supplier invoices. It supports OCR scanning of invoices and has built-in reporting features.

Tasks

• Create Ad Hoc Payee – AP Data Entry Specialists can use this task to create an ad hoc payee, who is neither a supplier nor an employee but nevertheless needs to be paid by the company.
• Create Ad Hoc Payment – AP Data Entry Specialists can use this task to create one-time payments to ad hoc payees, employees, or even suppliers, as needed. 
• Create Receipt – In the event that a supplier invoice is in match exception due to a missing receipt, this task can be used to create a receipt in order to resolve the exception.
• Create Supplier Invoice – AP Data Entry Specialists can use this task to initiate a supplier invoice.
• Create Supplier Invoice Request – Campus Units can use this task to submit non-procurement-related invoices for payments to Central Accounts Payable.
• Record Supplier Refund – Central Office and Campus Unit AP personnel can use this task to record a supplier refund when the company collects money from a supplier instead of applying the credit to a future invoice.

Reports

• Find Supplier Invoices – This report displays header-level data for supplier invoices, based upon the search criteria you select, and allows you to access detailed information for any individual invoice.
• Find Supplier Invoice Requests – This report displays similar data as Find Supplier Invoices, but restricted to requests initiated by departments.
• RPT688 SUPPLIER ACCOUNTS Supplier Invoices in Match Exception with Upcoming Due Date – This report displays supplier invoices that are in a match exception status and that have a due date on or before a month from the current date.
• RPT689 SUPPLIER ACCOUNTS Invoice Lines for Organization – This report displays supplier invoice lines by organization that you have security access to (i.e., Cost Center, USource, etc.).
• RPT1032 Find Payments – This report displays a list of all payments, which can be filtered to locate items such as specific ad hoc payments.
• Supplier Invoices in Match Exception – This report displays invoices that are currently in match exception.