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Administrator Guide
Last Updated: 2023-06-23
Set Up Customer Overview

Set Up Customer Overview

  • Define customer categories.
  • Configure the
    Customer Event
     business process and security policy.
  • Configure the
    Customer Banking Change Event
     business process and security policy.
  • Configure the
    Customer Credit Change Event
     business process and security policy.
  • Configure the
    Customer Payment Change Event
     business process and security policy.
  • Configure the
    Customer Summary Change Event
     business process and security policy.
  • Security:
    Set Up: Customer Maintenance
     and
    Set Up: Customer Notes
     domains in the Customers functional area.
After you create customers in Workday, you can edit the various customer attributes for convenient transaction processing.
  1. Access the customer you've created and click
    Overview
     profile group to enter additional details.
    As you complete the information, consider:
    Option Description
    Summary
    • Related Worktags
      : The customer is an object in Workday that you can also use as a worktag.
      Set up related worktags for this object using the related worktag types that you configure on the
      Maintain Related Worktag Usage
       task. Workday automatically populates transactions with the values in the
      Default Worktag
       column when you select the object on the transaction.
    • Restricted to Companies
      : Select 1 or multiple companies, or company hierarchies that you want to associate with the customer.
      Later, when you create a transaction and select a company, the
      Bill-To Customer
       and
      Sold-To Customer
       prompts display only those customers that you've access to and are in your selection.
      Workday behavior:
      • When you select multiple companies from the
        Restricted to Companies
         prompt, you can't remove a company from the customer while a transaction is in progress.
      • When you select only 1 company from the prompt, you can remove it even when a transaction is in progress between the company and the customer.
      • When the prompt field is blank, Workday includes all companies for transactions with that customer.
      When you've companies configured as customers, you can use the
      Initiate Only
       field on the
      View Intercompany Profiles
       report to determine the companies that can do transactions.
    Credit & Collections
    • DUNS Number
      : The Dun & Bradstreet number is a unique 9-digit identification number for each physical location of your business.
    • Credit Limit Currency
      : Required if
      Credit Limit
       or
      Hierarchy Credit Limit
       contain values above zero.
    • Hierarchy Credit Limit
      : The total amount of credit for this customer, plus all associated child customers in the hierarchy.
    • D&B
       and
      Customer Satisfaction
       information: Add credit, risk, and customer satisfaction information manually or with the
      Put Customer
       web service.
    • Dunning Options
      : Select the
      Exempt From Dunning
       check box when you don't want the customer to receive a dunning letter.
    Payment Details
    • Default Reference Type
      : A country that you do business in might require a reference type to support additional invoice reference numbers. If so, select a
      Reference Type
       to populate the field on a customer invoice.
      This field displays on the invoice when the address of the Company matches the bill-to-address of a customer.
    • Always Separate Payments
      : Select the check box to create 2 separate payments when you settle through direct debit or credit card. Workday creates 1 payment for an invoice and other for an adjustment. If unchecked, Workday settlement combines the customer invoices into a single payment for that customer.
    • However, Workday continues to:
      • Group multiple refunds together into 1 payment.
      • Net out the adjustment because Workday doesn't generate negative payments.
    • Remit-From-Customer
      : When you select a customer, Workday:
      • Enables you to use the value in configuring document delivery for the customer.
      • Retrieves invoices for both bill-to and remit-from customers during the payment application.
      This value can be different from bill-to customer.
    • Interest and Late Fees Rule Overrides
      : You can select an active interest rule or a late fee rule on the invoice. The selection you make here will override any other specifications.
      When you select the
      Exempt
       check box, Workday excludes all past due customer invoices from the calculation run. Only exception is when you override the rules on the billing schedule or customer invoice.
    Banking Information
    Manage and view banking details for a customer.
    • Settlement Bank Account
      : Specify details for processing electronic payments. You can create any combination of accepted payment types and a settlement bank account of the company.
      Intermediary Bank Accounts
      : Click to link to settlement bank accounts when the local government requires intermediaries for their banking.
      Requires Prenote
      : Select the check box for a given prenote payment type when you want the settlement bank to have preauthorization.
    • Credit Card Profile
      : Maintain information on the customer credit card when you process payments through Cybersource during settlement. Once you use a credit card for a payment, you can’t delete or inactivate that credit card.
    • Remit-To Lockbox
      : Configure to ensure that the customers remit the payment to the correct lockbox for a bank of a company.
    Select the
    For Supplier Connections Only
     check box to:
    • Create multiple bank accounts with the same payment types.
    • Enable any combination of accepted payment types and settlement bank accounts.
    For intercompany transactions, ensure to enable
    Intercompany Payment
     for bank account usage on the specified bank account.
    Tax Information
    Add
    Tax IDs
     and
    Tax Statuses
     for the countries in which you do business with this customer.
    You can have multiple tax IDs per country, but you can only have 1 tax ID for each unique combination of country and tax ID type. Also, you can only mark 1 tax ID as the
    Transaction Tax ID
    .
    Notes
    Notes are useful for:
    • Recording conversations with customers.
    • Accounting research.
    Workday records the name of the person adding the note along with a time stamp. You can enable the use of notes in the
    Set Up: Customer Notes
     subdomain as part of the
    Set Up: Customer
     domain in Customers functional area.
    To track when you need additional contact with this customer, you can use the
    Followup Date
     field. Workday displays this date in the customer profile header to remind workers to follow up. You can also create a custom report filtered by
    Followup Date
    , which enables you to track when you need to follow up.
    You can remove a
    Followup Date
     by creating a new note and deleting the date.
    Additional Data
    You can provide additional customized information on this report. Access the
    Configure Profile Group
     task to display custom objects and field data.
When you click
Submit
, Workday initiates the relevant business processes and updates the details you edit.
After defining the default attributes for your customer, you can configure customer contacts, billing address, shipping address, and set up a connection map.