Update to Supplier Invoice payment processing functionality

Effective April 1, 2025, Washington State University will begin to utilize the Workday-delivered Due Date calculation on Supplier Invoices to issue payments to Suppliers.

The Workday calculation utilizes the Invoice Date and Default Payment Terms to determine the necessary payment Due Date. For an example, please see the screenshot below:

A screenshot displaying the following example: The Invoice Date is 3/1/2025 and Payment Term is Net 30, therefore, the Due Date will be 3/31/2025

This functionality will help bring consistency to the issuance of payments for all Suppliers, based on the data listed on the invoice and within the Supplier record. Using Workday-delivered functionality to align payees’ payment terms with Accounts Payable’s settlement run schedule contributes to the university’s ability to effectively manage it’s working capital balances.

Please be aware of the following important notes:

  • The Invoice Received Date does not impact the Due Date calculation.
  • If the calculated Due Date is for a prior date, payment will be issued in the next applicable settlement run.
    • Please see the example in the screenshot below:
A screenshot displaying the following example: The Invoice Date is 2/1/2025, Invoice Received Date is 3/19/2025, and Payment Term is Net 30; therefore, the Due Date will be 3/3/2025.

Central Payment Services is required to process invoices and their related payments within 30 days of a respective party at WSU receiving a properly completed invoice. Central Payments Services processes items in the order received. Please provide as much time as possible in sending in invoices to Payment Services so that WSU can meet its payment terms and obligations with the vendors also avoiding additional work and/or charges for past due invoices.  

Definitions for the “Invoice Date” and “Invoice Received Date” can be found in the Create Supplier Invoice Request reference guide.

For additional questions or inquiries please reach out to the Central Accounts Payable at accounts.payable@wsu.edu.