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Administrator Guide
Last Updated: 2023-06-23
Create Ad Hoc Payment Templates

Create Ad Hoc Payment Templates

  • Configure the
    Ad Hoc Payment Template
     business process and security policy in the Banking and Settlement functional area.
  • Security:
    Set Up: Ad Hoc Payment Template
     domain in the Banking and Settlement functional area.
You can create templates to simplify the process of creating repetitive ad hoc payments with common attributes. Workday automatically populates the values from a predefined template onto new ad hoc payments created using the template. Using these templates enables you to minimize manual errors and streamline ad hoc payment creation.
  1. Access the
    Create Ad Hoc Payment Template
     task.
  2. As you complete this step, consider:
    Option Description
    Currency
    The default is the payee currency. If there isn't a default currency assigned to the payee, Workday uses the bank account currency.
    If the payee is a supplier, the currency must be one the supplier accepts. If the selected transaction currency and the bank account currency differ, define the currency conversion rate.
    Eliminate Foreign Exchange Gain or Loss
    Select to exclude realized foreign exchange gain or loss from ad hoc payments.
    Example: You override the currency conversion rate with a bank rate. The difference between the 2 values creates a realized exchange gain or loss journal entry.
    With this option, Workday eliminates this additional journal entry line and applies the difference to the expense or revenue journal entry.
    Payment Date
    The date that determines when the financial institution processes the payment.
    Example: If you need the bank to process a payment for the supplier on Friday, then enter Friday as the payment date. Start a settlement run on Wednesday to send the payment file to the bank a few days ahead of time. In Workday, the settlement run date is Wednesday and the payment date is Friday.
    Payment Type
    Specify the payment type, such as check or direct deposit. You can specify this value only after you select a bank account. If you select a supplier from the
    Payee
     list, Workday automatically populates the supplier-preferred payment type.
  3. Provide
    Payment Details
    .
    Select the
    Tax Payment
     check box when you're making a payment to a tax authority so that Workday prepares the ACH file properly for the bank integration. For United Kingdom, select this check box to prepare a file for BACS in Standard 18 format.
  4. On the
    Lines
     tab, enter payment details:
    Option Description
    Company
    On intercompany transaction lines, you can select from the allowable companies.
    Spend Category
    The spend category links items to corresponding account posting rules and provides additional details for reporting. If you select an item, Workday automatically populates the one assigned to the item, which you can't modify.
    The spend category for ad hoc payment lines requires the
    Ad Hoc Payment
     spend category usage type.
    Tax Applicability
    Indicates whether the line is taxable and, if taxable, its recoverability. You can use tax applicability to filter transactions in reporting. It automatically populates from the item-specific tax rule based on ship-to address, first by purchase item and then by spend category. If there's no match, it automatically populates from the purchase item. Otherwise, it automatically populates from the spend category.
    Worktags
    You can assign a worktag to use as a keyword to more easily classify and track the ad hoc payment in Workday.
  5. To enter bank account information for an ad hoc payee when the payment type is direct deposit, use the
    Settlement Bank Account
     tab.
Workday routes the completed ad hoc payment template to the next business process participant for review and approval.
Use the
Find Ad Hoc Payment Templates
 report to search for and review your ad hoc payment templates. From the related actions menu of a template, you can:
  • Copy your ad hoc payment template to create additional templates.
  • Amend an ad hoc payment template that's submitted for approval or already approved.
  • Edit an ad hoc payment template that's in
    Draft
     status.
  • Create ad hoc payments from an approved template.