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Administrator Guide
Last Updated: 2023-06-23
Steps: Record Customer Overpayments

Steps: Record Customer Overpayments

  • Record a customer payment that is greater than the invoice amount.
  • Configure an account posting rule that includes overpayment reasons when you credit the ledger account.
  • Security:
    Process: Customer Overpayment
     domain in the Customer Accounts functional area.
Overpayment is a transaction type that enables you to write off small balances either at:
  • The time of payment application.
  • Or after you apply a payment that has on-account balance.
You no longer need to create an invoice debit adjustment to write off the overpayment amount.
Overpayments create a new journal entry to reverse the amount placed on-account and to credit the ledger account defined in the account posting rule. This feature doesn't track overpayment by invoices.
  1. Access the
    Maintain Receivables Overpayment Reasons
     task to create a unique overpayment reason.
    Create at least 1 overpayment reason to be able to record an overpayment.
    You can't delete an overpayment reason if it's in use.
    Security:
    Set Up: Receivable Overpayment
     domain in the Customer Accounts functional area.
  2. Configure the
    Customer Overpayment Event
     business process if you want to add a step for approving or rejecting an overpayment.
    • Enter an
      Amount to Place On-Account
       that's greater than zero.
    • Select the
      Record Overpayments
       check box and access the grid on the Overpayments tab to enter the overpayment details.
    • To process large number of overpayments, you can use the
      Submit Customer Overpayment
       web service secured to the
      Customer Overpayment Event
       business process domain.
Workday can route the overpayment for approvals.
Workday also adds a
Customer Overpayment Activity
 tab on the customer payment page to help you track the overpayment details. You can also cancel the customer overpayment by accessing it from the related actions menu.
  • Edit a customer overpayment. You can do so only when it's in a draft status.
  • Cancel an approved customer overpayment. When you cancel a customer payment, Workday automatically cancels all associated overpayments.
  • When you cancel an overpayment, Workday reverses the journal entry and recalculates the on-account amount associated with the payment.