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Administrator Guide
Last Updated: 2023-06-23
Create Consolidated Billing Schedules for Customer Contracts

Create Consolidated Billing Schedules for Customer Contracts

  • Enable consolidated billing for a billing schedule type.
  • Create and approve a customer contract.
  • Configure the
    Billing Schedule Event
     business process and security policy in the Customer Contracts and Project Billing functional areas.
  • Security:
    Process: Billing Schedule - Core
     domain in the Customer Contracts and Project Billing functional areas.
You can create consolidated billing schedules to specify billing and invoicing information for installment, transaction, prepaid, and usage-based customer contract lines.
Workday uses the billing schedule to determine how to bill customers for costs on your customer contract lines. You can group:
  • Customer contract lines that span multiple contracts in the same billing schedule.
  • Projects for the same company and customer in the same billing schedule.
When you generate installments, Workday associates 1 contract line with each installment line.
  1. Access the
    Create Billing Schedule for Customer Contract
     task.
  2. As you complete the task, consider:
    Option Description
    Schedule Type
    Select a consolidated billing schedule type.
    Customer Contracts
    When you create the billing schedule, Workday adds the lines from contracts you select.
    Billable Project
    Select the billable project associated with the customer contract lines that you want to create a billing schedule for.
  3. (Optional) On the
    Schedule Options
     tab, enter a date for the
    Recurring Invoice Day
    .
  4. (Optional) As you complete the
    Installment
     tab, consider:
    Option Description
    Billing Frequency
    When you select these options, installment periods start at the beginning of the selected time frame:
    • Calendar Week
    • Calendar Month
    • Calendar Quarter
    • Calendar Year
    When you select these options, installment periods start at the
    From Date
    :
    • Weekly
    • Monthly
    • Quarterly
    • Annual
    Recurrence
    Enter a number to generate installments in multiples of the billing frequency.
    Example: When the billing frequency is weekly, enter
    3
     to bill the customer every 3 weeks.
    Billing Period
    Determines whether the installment date is inside or outside the installment period. When you select:
    • Advance
      , installment dates start from the last day of the previous installment period.
    • Arrears
      , installment dates start from the first day of the next installment period.
    • Current
      , installment dates start from the first day of the current installment period.
    Installment Day
    When a month doesn't have the date you select, Workday uses the last day of the month. Example: When you select
    30th
    , Workday uses the 28th for an installment in February.
    When the billing period is:
    • Advance
      , Workday uses the occurrence of this day or date closest to the end of the previous installment period.
    • Arrears
      , Workday uses the occurrence closest to the start of the next installment period.
    • Current
      , Workday uses the occurrence closest to the start of the current installment period.
    Prorate First and Last Installment
    Displays when you select the
    Spread Even
     billing method and 1 of these billing frequencies:
    • Calendar Week
    • Calendar Month
    • Calendar Quarter
    Select to prorate the first and last installments when the installments don't cover a full installment period.
    Example: When the billing frequency is
    Calendar Week
     and the
    From Date
     is a Thursday, the first billing installment covers 4 days instead of a full calendar week.
    When both the first and last installments are partial periods, use these calculations:
    • First installment = (Number of days to bill ÷ Total number of days in the period) × (Total amount to bill ÷ Number of installments)
    • Last installment = (Number of days to bill ÷ Total number of days in the period) × ((Total amount to bill - First installment amount) ÷ Number of installments)
    • Other installments = (Total amount to bill - First installment amount - Last installment amount) ÷ (Number of installments - 2)
    When either the first or last installment is a partial period and the other is a full period, use these calculations:
    • Partial installment = (Number of days to bill ÷ Total number of days in the period) × (Total amount to bill ÷ Number of installments)
    • Other installments = (Total amount to bill - Partial installment amount) ÷ (Number of installments - 1)
    Automatically Regenerate Installments
    Select to generate new installments when you modify the contract line amount on the customer contract. When you enable proration for the first and last installments, Workday updates the proration calculations accordingly.
    Automatically Submit Schedule via Contract Amendment
    Displays when you select the
    Automatically Regenerate Installments
     check box.
    Select to submit new installments for approval. Workday doesn't update installments when you have contract amendments on a business process.
  5. (Optional) On the
    Transaction
     tab, select a
    Project Invoice Summary Definition
     to group time transactions instead of displaying individual lines.
    You can create project invoice summary definitions on the
    Maintain Project Invoice Summary Definitions
     task.
  6. (Optional) As you complete the
    Prepaid
     tab, consider:
    Option Description
    Invoice Prepaid Installments with Other Transaction Types
    Displays when you create a customer contract with at least 1
    Prepaid
     line type and 1 other line type.
    Workday automatically enables this check box and bills prepaid installments on the same invoice as other installments and transactions when you create customer invoices.
    When the check box selection you configure on the billing schedule is different from the check box selection on the
    Edit Tenant Setup – Financials
     task, Workday uses the selection on the billing schedule to bill prepaid installments.
    Prepaid Mapping
    Map prepaid customer lines to installment or transaction-type lines.
    Installments
    Set up prepaid installments for each prepaid mapping. To remove a prepaid line with a prepaid balance from the billing schedule, create a negative installment to zero out the prepaid balance.
    You can put prepaid installments into
    On Hold
     status, but you can't bill or consume against them. You can't cancel billing schedules that have prepayment balances.
  7. (Optional) Select
    Manage Attachments
     from the
    More
     menu to add attachments.
Workday routes the billing schedule to the
Billing Schedule Event
 business process for review and approval.
Create customer invoices for consolidated billing.