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Administrator Guide
Last Updated: 2023-06-23
Steps: Configure Advanced Automatic Application Rules for Customer Payments

Steps: Configure Advanced Automatic Application Rules for Customer Payments

The advanced rules offer additional functionality that the Workday delivered rules don’t, enabling you to create custom rules and rule set. You can also create conditions that specify exactly how to perform a match to:
  • Apply credit adjustments against invoices.
  • Apply
    Unapplied
     payments.
  • Apply on-account payments.
  • Process writeoff against invoices.
Example: You can create a condition rule to write off invoices where the
Invoice Amount Due
 is less than 1 USD and over 30 days past due. When you set the
Application Type
 to
Write-Off
 and select this condition rule, Workday finds the matching invoices and writes off the amount due.
Ensure to configure advanced rules in the specified order.
  1. Create or edit the reasons for applying adjustments, payments, or writeoffs by accessing the
    Maintain Customer Payment Application Reasons
     task.
    • Security: Set Up: Customer Accounts
       in the Customer Accounts functional area.
    • Security: Set Up: Sponsor Accounts
       in the Grants Management functional area.
  3. Create payment application rules using the reasons and the condition rules that you set up.
  4. Create a rule set for a company by accessing the
    Create Customer Payment Application Rule Set
     task.
    • Security: Set Up: Customer Accounts
       in the Customer Accounts functional area.
    • Security: Set Up: Sponsor Accounts
       in the Grants Management functional area.
    • Place the rules in the order of execution.
    • To first process credit adjustments that you didn't apply immediately, select the
      Match Referenced Invoice Credits First
       check box. Make sure that you don't select the
      Auto-Apply Adjustment to Invoice
       check box on the customer invoice adjustment for Workday to pick up these invoices.
    • You can only create 1 rule set per company, but many companies can use the same rule set.
  5. Configure Workday to use the advanced rule set you've created by accessing the
    Company
    Edit Customer Payment Auto-Application Configuration
     task.
    Security: Set Up: Company General
     domain in the Common Financial Management functional area.
    • Select the
      Advanced
       check box and a rule set from the
      Customer Payment Application Rule Set
       option.
When you run the
Auto-Apply Customer Payment
 task, Workday uses the advanced payment application rules you configured to process payments and opens the
View Background Process
 page. The resulting page displays:
  • The status of the payment application and the information about the associated invoices for each rule.
  • Any transactions generated by the rule.