Steps: Manage Customer Invoice Proposals

Create transactions that are ready to bill.

You can create customer invoice proposals from billable transactions to preview, adjust, and review information before you create customer invoices. Creating invoice proposals eliminates the need to cancel and recreate invoices when you want to adjust figures or correct errors. When you add transactions to an invoice proposal, you can only invoice customers for those transactions by creating an invoice from the proposal.

(Optional) Access the

Edit Tenant Setup - System

task.

You can enable workers to add comments on customer invoice proposals. In the Activity Stream Settings section, select Customer Invoice Proposal
from the

Selected Objects for Activity Stream

prompt.

See Reference: Edit Tenant Setup - System.

Security: Set Up: Tenant Setup - System
domain in the Customer Central and System functional areas.

(Optional) Edit Business Processes.

Configure the Customer Invoice Proposal Event
business process and security policy to:

Route customer invoice proposals for review and approvals.

Automate customer invoice creation.

Edit Business Process Security Policies.

On the Customer Invoice Proposal Event
business process security policy, add the Approvers security group to the View and Approve actions. Workday routes the customer invoice proposal to a designated approver in your organization.

Set up the Create Customer Invoice
service step on the Customer Invoice Proposal Event
business process. Workday automatically creates customer invoices when they're approved.

(Optional) Access the

Create Customer Invoice Proposal

task.

In the search criteria, select an option from the

Project Owner

prompt to view billable projects for the user you select.

Workday automatically bills prepaid installments on the same invoice as other installments and transactions when you:

Enable the

Invoice Prepaid Installments with Other Transaction Types

check box on consolidated billing schedules.

Create customer invoice proposals.

Security:

Process: Billing - Invoice Proposal
domain in the Customer Contracts and Project Billing functional areas.

Process: Project Billing - Invoice Proposal
domain in the Project Billing functional area.

(Optional) Access the

Customer Invoice Proposal Workspace

task.

In the search criteria, select an option from the

Project Owner

prompt to view billable projects for the user you select.

As you complete the task, consider:

Option	Description
Search	Click to change the selection criteria. Workday saves your selection and uses it each time you access the task.
Billable Projects	Use the drill-down menu to view the project owner for the billable project.
Status of Pending Events	View the status of project transactions and billing schedules that are pending business process approval.
Create Invoice	Once you create a customer invoice, you can't revert it to an invoice proposal. You can cancel the invoice to return the transactions to Ready to Bill status. Then, you can create a new proposal.
Refresh	Click to update the selected proposals with new transactions in Ready to Bill status that meet the selection criteria.
Print	Click to generate PDF copies of the selected proposals. When the PDFs are available, Workday displays them in the PDF column on the grid. You can only print proposals for customers for which you have View access.
Cancel Proposal	Click to cancel the selected proposals and return transactions to Ready to Bill status.

Security:

Process: Billing - Invoice Proposal
domain in the Customer Contracts and Project Billing functional areas.

Process: Project Billing - Invoice Proposal
domain in the Project Billing functional area.

(Optional) From the

Proposal

column on the

Customer Invoice Proposal Workspace

task, open the

View Customer Invoice Proposal

report in a new window.

When you enable activity streams, you can add comments on the customer invoice proposal and view comments from other users.

Security:

Process: Billing - Invoice Proposal
domain in the Customer Contracts and Project Billing functional areas.

Process: Project Billing - Invoice Proposal
domain in the Project Billing functional area.

(Optional) From a row on the

Customer Invoice Proposal Workspace

task, click

Edit

to access the

Edit Customer Invoice Proposal

task.

To add ad hoc invoice lines on customer invoice proposals, you must have a project role or a company role that matches the company on the project. When you add ad hoc invoice lines on customer invoice proposals, you can only:

Add lines that have a

Revenue Treatment

of Invoice
.

Edit the description of invoice lines that you created on the

Create Customer Invoice Proposal

task.

Select nondeferred customer contract lines.

Select projects that you already included on the customer invoice proposal.

Refresh the customer invoice proposal when you:

Add a new line.

Change existing lines that impact the total invoice amount.

Remove a new line.