Workday Integration – Handling Draft Supplier Invoices Due to Custom Validation Errors

Purpose

This article explains how to identify, understand, and resolve situations where a supplier invoice submitted from Auditoria (SmartVendor) to Workday enters Draft status due to missing required fields or custom validation rules. This Draft outcome is expected system behavior in Workday.

Prerequisites

• Access to Auditoria (SmartVendor) and Workday
• Permission to edit and submit supplier invoices in Workday

Submitting an Invoice from SmartVendor to Workday

When an invoice is ready for submission:

1. In SmartVendor, navigate to the Documents screen.
2. Click the Active Data tab.
3. Select the invoice you want to submit.
4. Ensure all required fields are completed for the selected invoice.
5. Click the Write to SoR button to submit the invoice to Workday.

Figure 1: Document Information and Write to SoR button in SmartVendor 

Workday Validation Logic

Mandatory Fields

If any mandatory field (such as Company or Supplier) is left blank, Workday will not create the invoice and no custom validation is triggered.

Custom Validation Rules

If all mandatory fields are present, Workday creates the invoice and assigns an Invoice ID. Custom validation rules—such as a required Cash Flow Code for particular suppliers—are then applied.

• If all validations are met, the invoice proceeds in Workday.
• If required custom values are missing, Workday places the invoice in Draft status and displays an error message or banner.

Note: If you have questions about active custom validations, contact your Workday administrator.

What Happens After Submission

Successful Submission

• The invoice is created in Workday with the status “In Progress.”
• No further user action is required in SmartVendor.

Submission with Custom Validation Errors (Draft Status)

• The invoice is created in Workday with the status “Draft.”
• An error banner appears in Workday showing what needs to be corrected.
• No error appears in SmartVendor; all corrections must be made directly in Workday.

Resolving Draft Invoices in Workday

Step 1: Identify Draft Invoices in Workday

1. Log in to Workday using your credentials.
2. Navigate to the Supplier Invoices section.
3. Search for invoices in Draft status using the “Draft Invoices” report or filter.

Figure 2: Workday Supplier Invoice Draft Filter

Step 2: Review Validation Errors

1. Select a supplier invoice listed in Draft status to open its detail view.
2. Review the error banners or messages displayed at the top or within the invoice form.

Figure 3: Error Banner Example in Workday Invoice

Step 3: Correct Invoice Details

1. Edit the invoice fields based on the error message.
2. Save your changes.

Step 4: Resubmit the Invoice

1. Click Submit in Workday to process the corrected invoice.
2. Confirm that the invoice exits Draft status and enters the In Progress status.

Best Practices

• Double-check all required and custom fields in SmartVendor before clicking Write to SoR.
• Regularly check Workday for invoices in Draft status—especially after submitting batches from Auditoria.
• Communicate recurring validation errors to your Auditoria or Workday administrator for possible pre-checks.

Notes, Tips, and Additional Information

Note: Workday allows creation of Draft invoices if custom validations fail at submission. Errors are shown in Workday, not in SmartVendor. Always verify invoice status in Workday after submission.

Important: Invoices in Draft status must be resolved manually in Workday by editing and resubmitting.

Tip: Use saved filters or dashboards in Workday to quickly locate and fix Draft invoices.

Reminder: Do not assume your invoice is fully processed until it has cleared all validation errors and exited Draft status.