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Administrator Guide
Last Updated: 2025-10-31
Steps: Create Invoices for Cost Reimbursable Award Transactions

Steps: Create Invoices for Cost Reimbursable Award Transactions

  • Create an award with a billing schedule and cost reimbursable transaction lines.
  • Spend on the award, and complete the spend transactions.
  • Settle the spend transactions.
You can create invoices to bill your sponsors for the cost reimbursable transactions against your awards after you settle the spend transactions. You can search by company, bill-to sponsor, transaction date, or award for the transaction lines that are ready to bill, then either:
  • Create invoices manually by selecting individual transaction lines and specifying an invoice date.
  • Schedule creation of cost reimbursable invoices to automate the billing process.
Workday creates 1 sponsor invoice for each billing schedule on the award.
You can only create invoices for transactions that are ready to bill. When you want to create invoices for some but not all spend transactions for the same period, you can first access the
Maintain Billing Status for Cost reimbursable Award Transactions
 task to put the transactions that you don't want to bill
On Hold
 before you create the invoices. You can create invoices for the unbilled transactions later when you change their billing status back to
Ready to Bill
.
  1. Add
    Object Class
     as a worktag type on customer invoices to bill for cost reimbursable transactions.
  2. To create invoices manually, access the
    Create Invoices for Cost Reimbursable Award Transactions
     task.
    1. Specify the search criteria.
    2. Click
      Search
      .
    3. In the
      Output for Customer Invoice
       section, select an invoice date and the
      from
       and
      to
       dates that you want to print on the customer invoice header. When you select budget dates on the search criteria, Workday populates these customer invoice dates with the budget dates. Example: To print an invoice for the month of December, select
      December 1
       in
      Customer Invoice From Date
       and
      December 31
       in
      Customer Invoice To Date
      .
    4. From the list of transaction lines that are ready to bill, select the invoices you want to create.
    Security:
    Process: Billing
     domain in the Customer Contracts and Project Billing functional areas.
  3. To schedule the creation of invoices, see Schedule Cost Reimbursable Invoice Creation and Printing.
    Select the dates on the invoice and search criteria relative to today's date. Example: If today's date is 2024-10-28:
    Prompt
    Date
    First Day of This Year
    2024-01-01
    First Day of Previous Annual Cycle
    2023-10-01
    First Day of Previous Bimonthly Cycle
    2024-08-01
    First Day of Previous Quarterly Cycle
    2024-07-01
    First Day of Previous Semiannual Cycle
    2024-04-01
    Last Day of Previous Annual Cycle
    2024-09-30
    Last Day of Previous Bimonthly Cycle
    2024-09-30
    Last Day of Previous Quarterly Cycle
    2024-09-30
    Last Day of Previous Semiannual Cycle
    2024-09-30
Workday creates the invoices and corresponding accounting for the cost reimbursable transaction lines.
For multicompany awards, Workday groups the cost reimbursable transaction lines by worktag and award line company on the invoices. Workday generates intercompany journal entries between the award header company and award line company. The intercompany journal entries also include
Due To
 and
Due From
 entries.