Greetings,
You are receiving this message as a department user involved in clearing supplier match exceptions in Workday. Thank you to all who were able to attend the recent Just In Time session on Supplier Invoice Match Exceptions held on June 5, 2025. For those unable to attend or anyone who would like to revisit the material, we have provided the recording and slide deck below.
Just in Time Session: Supplier Invoice Match Exceptions 101
YouTube Link: Supplier Match Exceptions 101
Slide Deck: Download PDF
Supplier Match Exception Resources
In addition to the above session materials, the following resources are now available to assist you with Supplier Match Exceptions:
Quick Reference Guide - Clearing Match Exceptions
Quick Start Guide - Supplier Invoice Match Events
Quick Start Guide - Procure to Pay Statuses
Job Aid - Find Supplier Invoice Match Exceptions
By clearing match exceptions this will allow us to process payments efficiently. Additionally by receiving your goods or services in the case where payments are not completed by year end through the Create Receipt process this will allow us to accrue for expenses on your behalf based on those goods and services that have been received.
Separately, in the case that you need to accrue an expense of a substantial amount (greater than $10,000) that is not related to a PO in which you have received the goods and services in FY25 for operations in FY25, you should create a manual journal during second close between July 2 and July 16. If it's related to a PO, you should create a receipt in Workday as described previously. In the 'create journal' task in Workday, use the Journal Voucher journal source and select June 30, 2025 as the accounting date. You should check the reversal box and put in the reversal date of July 28, 2025.
Credit Other Accrued Expense Payable Ledger account 21030. No spend or revenue category is needed on this line. Debit the expense/spend category (SC) and ledger account that will be charged once the invoice is received. To get the appropriate ledger account, review RPT743 FIN ACCT Revenue/Spend Category to Ledger Account Lookup for the SC. You will need both a spend category and ledger account for this line. Use the appropriate driver worktag (i.e. USource) for your unit on both lines.
You will still need to complete all other fields as described in the Create Journal Job Aid. Please review the instructions at number 3 and the note after number 9 that refer specifically to what is described above.
Please attach appropriate supporting documentation such as order forms, confirmation of receipts, contracts, etc. These transactions will be recorded in FY25 if they are received in central accounting with all attachments and approvals from driver worktag and cost center managers by Wednesday, July 16th, 2025.
Lillian Nash
Controller
University of Maryland Controller’s Office
4300 Terrapin Trail
4100 Chesapeake Building
College Park, MD 20742
301-405-2583 (office)
908-202-2336 (mobile)