Confirm Receipt of Goods in Workday: A Critical Step for Timely Payments

The Workday purchasing process includes a crucial step: "Receiving." Before a supplier can be paid, the purchaser must confirm that the purchased goods or services have been received (“receiving”). If you have purchased anything through Workday, please log into the system and verify whether you have any pending items to receive. Pending items need to be “received” within Workday to release payment to the vendor.

Why Receiving Matters:

• No Receipt = No Payment: Invoices remain unpaid until the purchaser confirms within Workday that the goods or services have been received.
• Delayed Receipts = Delayed Payments: Hundreds of invoices are currently pending because purchasers have not confirmed receipt of the goods or services
• Impact on Supplier Relationships: Late payments affect supplier relations, departmental credibility, and future service quality.

Benefits for You:

• Ensuring Value for the University: The receiving step in Workday ensures that the University pays only for those goods and services that the departments have received.
• Reduced Follow-ups: Completing the receiving step promptly within Workday will result in fewer inquiries about payment status.
• Better Vendor Service: Timely payments encourage prioritized deliveries.
• Complete Visibility: Track the order's full lifecycle in Workday, including items not yet received.

How to Receive Goods in Workday:

1. Log in to Workday.
2. Review your requisition and associated Purchase Orders for payment status.
3. Use the search bar to find and click on:
   “Create Purchase Receipt”
4. Enter the corresponding purchase order number.
5. Confirm the quantity or service received and click on the “Fully Receive” checkbox.
6. If you did not receive the goods or services, do not receive the item in Workday and please let Procurement know at procurement@richmond.edu.

Act Now: If you’ve submitted a requisition or purchase order in Workday—whether it was catalog or non-catalog— please complete the receiving process today. Your prompt action keeps our procurement smooth and supplier relationships strong.

For step-by-step instructions for receiving goods, refer to the Create Purchase Receipt job aid. For additional questions, please contact procurement@richmond.edu.