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Administrator Guide
Last Updated: 2023-06-23
Auto-Apply Customer Payments

Auto-Apply Customer Payments

  • Record customer payments and mark them as
    Ready to Auto-Apply
    . Workday automatically selects this option when you select the
    Remit-From Customer
    .
  • (Optional) To use Workday delivered rules, clear the
    Advanced
     check box on the
    Edit Customer Payment Auto-Application Configuration
     task.
  • Security:
    Process: Customer Payment Auto-Application
     domain in Customer Accounts functional area.
Workday delivers 8 predefined rules that find and match invoices based on each criteria. You can then run the
Auto-Apply Customer Payments
 task to:
  • Apply adjustments to the matched invoices.
  • Apply either on-account payments, or unapplied payments.
Workday extends this functionality to global transactions as well where the invoices are in the same currency but the company currency is different.
Workday processes:
  • All payments in the numeric sequence from zero to 7, rule by rule rather than payment by payment.
  • Older payments first.
You can see these rules by running the
Workday Delivered Customer Payment Application Rules
 report.
  1. Access the
    Auto-Apply Customer Payments
     task.
  2. Filter the payments that Workday processes by multiple parameters, including:
    Option Description
    Company or
    Company Hierarchy
    Select the company or company hierarchy to which you want to apply payments.
    Remit-From Customers
    Select the customer that you want to apply the payments to.
    Run Once in the Future
    You can have Workday run auto-apply payments once more in the future by setting a future
    Start Date
     and
    Start Time
    . Enter the applicable
    Time Zone
    .
    Transaction Date to Use
    For payments:
    • When you leave this field blank, Workday uses the payment date value on a payment as the transaction date.
    • When you specify a transaction date that's on or after the payment date, Workday overrides the payment date of the payments that are part of the auto apply run.
    • When you specify a transaction date that's before the payment date, then Workday uses the payment date.
    For write-offs:
    • When you leave this field blank, Workday uses the system date as the transaction date.
    • When you process a write-off combined with the payment, auto application rules don't pick up those payments.
Workday opens the
View Background Process
 page displaying the
Customer Payment Auto-Application Results
 including processed payments, invoice writeoffs, and adjustments.
To view the associated transactions, click any of the numbers in these columns:
  • Payments Processed
  • Transactions Created
You can drill into the
Overall Results
 for more details about the payments and invoices.
  • You can unapply a payment, or reapply it, cancel the payment, or return it.
  • You can use these reports to find the payments that are still in process:
    • Customer Accounts Requiring Action
    • Customer Deposits Requiring Action
    • Customer Payments Requiring Action
  • When the automatic application process doesn't apply certain payments, you can use these reports to identify the unapplied payments:
    • Customer Activity Detail
    • Customer Activity Summary
    • Customer Balance Detail
    • Customer Balance Summary
    • Customer Open Items
  • You can also copy the
    Find Customer Payments
     report and make changes to suit your business needs.