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Administrator Guide
Last Updated: 2023-06-23
Steps: Print and Email Customer Invoices

Steps: Print and Email Customer Invoices

  • Enable email notifications and attachments at the tenant level. See Steps: Set Up Customer Invoices.
  • Configure the
    Customer Invoice Email Event
     business process and security policy in the Customer Accounts functional area.
  • Configure recipients primary mailing address and email addresses on the customer profile.
  • Configure document delivery options for the customer.
Workday enables you to print customer invoices as PDF files and then email them to the customers or use standard mail for paper invoices. You can also create a schedule to automate the print and email process as a recurring job. Workday only print invoices that 's part of a given customer security segment.
Before printing a customer invoice, ensure that you have the desired print layout configured. Workday provides various BIRT layouts for invoice documents. You can also create a custom layout.
  1. (Optional) Create a custom form for the print layout with customized printing report, company logo, or messages before printing the customer invoice document.
  2. Access the
    Edit Customer Invoice Layout Rule
     task.
    Specify the printed filename options, and create rules to map the business form layouts to invoice types for the desired company.
    To exclude the automatic prefix in the printed filename, select the
    Remove Adjustment Prefix
     check box.
    Security:
    • Set Up: Customer Accounts
       domain in the Customer Accounts functional area.
    • Set Up: Sponsor Accounts
       domain in the Grants Management functional area.
  3. Access the
    Print Customer Invoices
     task.
    • To limit the size of invoices list, select a company, invoice status, and additional print criteria.
    • Select the
      Group Invoices
       check box to group invoices into a single grouped PDF file. Workday only includes invoices with a regular mail delivery method or with undefined delivery type.
    • Select the
      Include Attachments for Grouped Invoices
       check box to include invoice attachments in the single grouped PDF file. Workday only includes invoices defined for standard delivery. When the grouped invoice PDF file exceeds the 500 MB limit, Workday splits it into multiple PDF files. When a single customer invoice includes attachments exceeding 500 MB limit, Workday doesn't include that invoice in the printed PDF.
    • Select the invoices that you want to print on the
      Customer Invoices Eligible for Email
       tab. After Workday generates the PDF files, click
      Email Customer Invoice
       to send selected invoices to customers. You can email up to 10,000 customer invoices at one-time.
    Security:
    Reports: Customer Documents
     domain in the Customer Accounts functional area
  4. (Optional) Access the
    Schedule Print Customer Invoices
     task .
    Set up a schedule to automate the print process and email. Select
    Auto Start Email Process
     check box to email the invoices after the print run completes.
    Run the
    Scheduled Future Processes
     report to edit, delete, or suspend the print schedule.
    Security:
    Reports: Customer Documents
     domain in the Customer Accounts functional area.
  5. (Optional) To print and email the customer invoice automatically after you generate a customer invoice in Workday, access the
    Customer Invoice Event
     business process.
    This business process inherits the security of the initiator enabling automation of print and email process. Example: When an AR Specialist creates the invoice and sends it for approval to a Project Manager or a Cost Center Manager, the business process uses the security of the AR Specialist to launch the print and email services. Ensure to grant the appropriate permissions.
    1. Add a new step, set the
      Type
       to
      Service
      , and
      Specify
       to
      Print Customer Invoice Service
      .
      To print the invoice with a print run type of
      Final
      , add this service step after the approval step and set the approval step as final. When you have another step instead of the approval step, make sure to set it as
      Completion
      .
    2. For electronic invoicing, Set the
      Type
       to
      Service
       and
      Specify
       to
      Electronic Invoicing via Document Delivery Rules
      . When you have an
      Email
       service step after this step, ensure to grant the Integration Permissions for the
      Access Customer (segmented)
       domain. Also, grant
      Get
       and
      Put
       access to these domains:
      • Integration Event
      • Process: Electronic Invoices
    3. To email a customer invoice PDF file automatically as soon as you print the document, add a new step and set the
      Type
       to
      Service
       and
      Specify
       to
      Email Customer Invoice service
      .
Workday prints the invoices and emails them to the selected customers.
  • You can view the print details on these reports:
    • Find Customer Invoice Print Runs
    • Customer Invoice Printing Report
    • View Customer Invoice Print Run Group
  • You can also print and email dunning letters and customer statements.