Understanding the Invoice Lookup Tool

Make the most of this tool

If you’ve used the Invoice Lookup Tool on the UVAFinance website, you know it’s a quick way for suppliers to check the status of invoices submitted to UVA. Recently, a question from a supplier highlighted a few important limitations and tips that can help users make the most of the tool.

What the Tool Shows

• Invoices with an invoice date within the last three months
• Invoices that have a Purchase Order (PO)

If an invoice doesn’t meet these criteria, it won’t appear in the results, but that doesn’t mean it’s missing. For instance, invoices related to certain integrations (such as the Bookstore or Cavalier Computers) won’t display in the lookup tool, even though they’re being processed normally in the system.

If you don’t see your invoice: 

• For UVA Users: Search for the supplier in Workday, then select the “Invoices and Payments” tab on their supplier profile. You can view the most recent invoices and payments, or click Find Invoices to look further back. Payment details appear within each invoice under “Payment Status,” or under the “Payments” subcategory.
• For Suppliers: Remittance details are provided with each payment. Access may vary depending on payment type (check, ACH, or wire). If suppliers can’t locate their remittance information through the payment portal, they should contact askfinance@virginia.edu for assistance.

The Invoice Lookup Tool remains a great first stop for checking payment status.  Just keep these limitations in mind when helping suppliers track down their invoices.