28 Aug UW Workday Integration – OnCore Invoice Dates
The University of Washington follows the month-end close accounting process to ensure that financial transactions are accounted for at the end of an Accounting Period (i.e., end of each month). Because each month closes in Workday, invoices cannot be processed if the invoice date is outside of the open fiscal period.
For example, if an invoice dated 7/15/2023 was finalized in OnCore on 8/8/2023, Workday cannot process it because the July fiscal period has already closed.
To ensure proper accounting procedures are followed, the invoice date should align with the date the invoice is finalized in OnCore. In the example above, the invoice date should be recorded as 8/8/2023 instead of 7/15/2023. Study teams should refrain from backdating the invoice date and utilize the “Occurred Date” field in the items detail section to record the date the events or procedures occurred.
The UWFT team recognizes that study teams may have invoices from prior months that they are late to enter, so they are working on creating a change to the integration to allow these instances. In the interim, study teams should begin recording the date the invoice is finalized in OnCore as the invoice date.
Where Can I Find Additional Help?
Check out the UW Workday Integration webpage.
Join us for the CTMS Office Hours:
- Tuesday 10 AM – 12 PM PT
- Friday 1 – 3 PM PT
Please reach out to the CTMS team at CTMS@fredhutch.org if you have any questions/concerns.