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Administrator Guide
Last Updated: 2023-06-23
Set Up Customer Contacts and Addresses

Set Up Customer Contacts and Addresses

  • Define customer categories.
  • Configure the
    Customer Event
     business process and security policy.
  • Security:
    Set Up: Customer Maintenance
     and
    Set Up: Customer Notes
     domains in the Customers functional area.
You can create customers contacts to use for emailing customer documents as well as define the addresses for billing and shipping purposes.
After you set up bill-to contacts for your customers, you can:
  • Use the default bill-to contacts in the billing schedule and customer documents.
  • Identify a primary contact.
  • Define different customer contacts for different documents like invoices, statements, and dunning letters.
  1. Access the customer profile
  2. Enter contact and delivery details of the specific individuals on the
    Addresses and Contacts
     profile group.
    As you enter the contact and delivery details, consider:
    Option Description
    Contact Information
    • Enter customer information such as address, email, instant messenger, phone, and web address.
    • Select the
      Usage
       type to specify the various uses for the contact.
    • If you don't set up the
      Document Delivery
      , the email you specify on this tab becomes the primary email address for the customer.
    • When, you add a contact and set the
      Usage
       to:
      • Home
        , Workday automatically sets the
        Visibility
         field to
        Private
        . However, if you have access to the
        Customer
         domain, you can see the contact information even if it's private. Therefore, Workday recommends that you don't rely on this field for custom reporting.
      • Work
        , Workday automatically sets the
        Visibility
         field to
        Public
         making the contact information public.
      • Remit To
        , Workday automatically uses addresses associated with this usage type to populate the
        Remit-To Address
         report field for outgoing customer payments. This report field doesn't consider the Primary flag specified for a given address.
    Customer Contacts
    1. Click
      Add
       to enter a contact name for specific individuals.
    2. Use the
      Contact Information
       tab to enter email and phone number of a specific contact within a company. Select the
      Type
       to specify if the contact information is for work or home. Workday automatically sets it as a
      Primary
       contact.
      You can only have 1 primary contact.
    3. Click
      Set Up Bill-To Contacts
       to:
      • Set the primary and default bill-to contacts. The contact you select, populates the customer invoices, statements, and dunning letters.
      • Select the documents from the
        Email Documents
         field that you want to email to each of the contacts. You can select multiple documents for 1 contact.
      • Add comments related to your contacts. Example: You have different contacts for different customer contracts. You can note the contract associated with each contact in the
        Comment
         field.
    You can override the default settings on the billing schedule and invoice to suit your business needs.
    Connection Map
    • Click
      Edit
       to add ship-to customers on the
      Connection Map
       report. You can select a shipping address of your customer as the default
      Ship-To
       address on the invoice.
    • The ship-to address determines the default tax code based on country, region, and zip code when you use tax defaulting rules.
    • You can only select 1 address for the same customer as the default value.
    Document Delivery
    • Click
      Edit
       to access the
      Edit Document Delivery Options
       task. The task enables you to define the default delivery type and email recipients for each of the customer documents.
    • You have the option to override this default setting when you send the email.
    • You can also override this setting on a billing schedule. To view the origin of the document delivery configuration for emailing the customer invoice, see the
      Delivery Type
       value on the
      Create Customer Invoice
       task.
    • To email electronic invoices, first configure the document delivery type for delivery method of
      Integrations
      .
    • The document settings for customer invoices also apply to consolidated customer invoices.
    • Select a language from the
      Preferred Locale
       field to translate the labels in the customer documents.
  3. (Optional) Access the
    Edit Tenant Setup - Notifications
     task to configure the
    Notification Delivery Settings
    . The
    Notification Delivery Settings
     trigger email notifications if you have a related business process step.
When you generate customer invoices, Workday displays the default bill-to contacts in the
Bill-To Contact
 field on the invoice.
When you configure:
  • Only a
    Primary
     email contact and don't set up
    Customer Contacts
    , then Workday sends the customer invoice attachment to the primary email.
  • Both, the specific
    Customer Contacts
     and the
    Primary
     contact, Workday doesn't send the customer invoice attachment to the primary email.