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Administrator Guide
Last Updated: 2024-03-08
Steps: Set Up and Manually Consume Prepaid Award Lines

Steps: Set Up and Manually Consume Prepaid Award Lines

You can create prepaid award lines to bill your sponsor before incurring spends on your award. After receiving payment from the sponsor, you can consume the prepaid balance manually with cost reimbursable spend transactions or fixed amount installments.
  1. Add an award line with the
    Prepaid
     line type. Add at least 1 more award line with the
    Cost Reimbursable
     line type, and set the line amount to be the same as the prepayment amount. Select the same grant on both the award lines.
  2. Create an
    Installment
     type billing schedule and associate it with the
    Prepaid
     award line. Create billing installments for the number of prepayments and set the installment amounts to the prepayment amounts.
  3. From the related actions menu of the award, select
    Customer Contract
    Create Customer Invoice from Billing Installment
    .
    For
    Billing Installments
    , select the prepayment billing installments that you want to consume.
  4. Select the award sponsor as the
    Remit-From Customer
    , and enter the prepayment amount as the
    Total Payment Amount
    . On the
    Remittance Advice
     tab, add a row and select the invoice that you created from the prepayment billing installment. Specify the prepayment amount as the amount to pay.
  5. When you incur a cost reimbursable spend, add the grant for the cost reimbursable award line as a worktag on the spend transaction. Settle the transaction.
  6. Create a customer invoice for the cost reimbursable spending.
  7. From the related actions menu of the customer invoice for cost reimbursable spending, select
    Customer Invoice
    Change
    .
    Add a second invoice line and select the prepaid award line as the contract line. Enter the exact negative amount of the cost reimbursable spend in
    Extended Amount
    .
    Security: Configure the
    Customer Invoice Event
     business process and security policy in the Customer Accounts functional area.
Workday nets the total invoice amount to zero and calculates the balance on the prepayment amount.