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Administrator Guide
Last Updated: 2023-06-23
Record Customer Payments

Record Customer Payments

Configure the
Customer Payment Application Event
 business process and security in the Customer Accounts functional area.
Record the receipt of customer payments, and apply them to invoices and invoice adjustments. You can also record deposits at the same time.
If a customer overpays the amount of an invoice, you can apply the overpayment to another open invoice or place it on account. If you place it on account, you can apply it to another invoice later, or refund it.
  1. Access the
    Record Customer Payment
     task.
    As you enter the
    Payment Information
    , consider:
    Option Description
    Remit-From Customer
    Required if you want to apply a payment or if you select
    Ready to Auto-Apply
    .
    Currency
    Workday automatically populates the currency when you specify a
    Default Currency
     on the customer profile.
    Payment Reference
    A reference you can use to identify this payment during bank reconciliation. Example: For payment by check, enter the check number.
    Create Deposit
    Select this check box to automatically create a deposit for the recorded payment. Specify the
    Bank Account
     and
    Deposit Reference
     values.
    When you create a deposit for a single payment, Workday creates the payment application and deposit as 1 receivables transaction.
    When the company on the deposit differs from the company on the customer invoice for on behalf of customer payments, Workday doesn’t create a deposit at the time of recording the payment. You need to record the deposit separately.
    Document Link
    If you store supporting documents or images in an external repository, then enter the URL to that location. Once you save the transaction, Workday displays the URL as a live hyperlink to the image. Approvers can reference this document before approving the transaction.
    Workday validates the link to ensure that it has a valid Uniform Resource Identifier (URI) pattern, as defined by your security administrator. This process provides additional security to help avoid malicious content in external links.
    To add a valid URI, set the
    Link Type
     to
    Customer Invoice Document Link
    on the
    Maintain External Link Validation
     task. When the location of the external content changes, ensure to update the URL in Workday.
  2. (Optional) As you select
    Payment Options
    , consider:
    Option Description
    Ready to Auto-Apply
    Select this check box for payments that you want to apply against invoices using the
    Auto-Apply Customer Payments
     task. You can record multiple payments one after another, and then run the auto-apply task to apply them all at once.
    Do Not Apply Payment to Invoices on Hold
    When you select this check box, Workday won't display invoices that are on hold in the
    Apply Customer Payments
     grid.
    Show Only Matched Invoices When Applying
    Select this check box to filter the grid on the
    Apply Customer Payments
     task to display only those invoices that match the references in the
    Remittance Advice
    .
  3. (Optional) As you enter
    Remittance Advice
    , consider:
    Option Description
    Invoice
    Search for a specific invoice for this customer.
    Amount to Pay
    Pay a partial amount on the invoice, or apply the full payment against the amount due.
    Other Remittance Information
    You can reference an invoice to pay using the
    Remittance Advice Type
     field to identify an invoice by:
    • Consolidated Invoice
    • Customer ID
    • Customer Name
    • Invoice Number
    • Other
    • PO Number
    Also enter the corresponding text value in the
    Details
     field.
  4. (Optional) Create critical validations and warning messages by accessing the
    Maintain Custom Validations
     task to prevent processing errors when you record or edit a payment.
You're able to record, apply, and deposit the payment based on the options you select.
When you configure:
  • ID Generator for Customer Payments
     on the
    Edit Tenant Setup - Financials
     task, Workday generates a unique ID number that displays as the
    Payment Number
     when you view the payment.
  • Critical custom validations, Workday saves a payment in
    Draft
     status and prevents you from applying it or linking it to a deposit.
  • Edit a customer payment by accessing the
    Update Remittance Advice
     task from the related actions menu of the customer payment. After your edits, access the
    Auto-Apply Customer Payment
     task to match the payment to the correct invoices.
  • You can also cancel, return, unapply a payment, or record an overpayment except when the payment has an associated customer refund in
    Draft
     status.
  • Settle unpaid credit card and direct debit customer payments. The settlement process creates and settles the invoiced payments. When the process completes, Workday updates the accounting entries for each payment.