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Administrator Guide
Last Updated: 2025-10-17
Schedule Cost Reimbursable Invoice Creation and Printing

Schedule Cost Reimbursable Invoice Creation and Printing

Security:
Process: Award Billing
 domain in the Grants Management functional area.
To simplify billing, you can automate your billing process by scheduling sponsor invoices to be created on future dates rather than creating sponsor invoices manually for every billing cycle. You can only schedule invoice creations for
Cost Reimbursable
 award lines, with the invoices created either on a specific frequency or based on the status of another process. You can schedule sponsor invoice creation in conjunction with these other scheduling tasks:
  • Schedule Create Customer Invoices for Billing Installments
  • Schedule Print Customer Invoices
  • Schedule Record Letter of Credit Draw Down
  1. Access the
    Schedule Create Invoices for Cost Reimbursable Award Transactions
     task.
  2. Select a run frequency. To create invoices upon a condition being met, select
    Dependent
    .
  3. Enter a name for the schedule request. When you need to make modifications to the schedule, you can use the name to identify the schedule from the
    Scheduled Future Processes
     task.
  4. As you complete the
    Criteria
     tab, consider that the dates on the invoice and search criteria are dynamic and relative to today's date.
    Output
    Enter the dates you want to put on the sponsor invoice based on your billing requirements.
    Search Criteria
    Enter the criteria for selecting the cost reimbursable spend transactions you want to include in the sponsor invoice.
  5. As you complete the
    Schedule
     tab, consider the run frequency that you selected at the beginning of the task:
    Run Frequency
    Details
    Daily/Weekly/Monthly Recurrence
    Specify the start/end dates and times, and the frequency between invoice creations.
    Dependent
    Specify a dependency condition.
    Example: To create an invoice only when an award task completes, select:
    • Dependency
      :
      Award Task
    • Trigger on Status
      :
      Completed
    Custom Recurrence
    You can customize the start date and time for each invoice creation.
  6. Click
    OK
    .
Workday creates 1 invoice for every billing schedule that meets the search criteria. You can find the invoices for an award line from either the
Award Line Summary
 tab on the award, or on the billing schedule associated with the award line.
To make changes to your scheduled process, access the
Scheduled Future Processes
 task. From the related actions menu of your request in the
Request Name
 column, select
Schedule Future Process
 followed by the action you want to take. You can also use the
View All Occurrences for a Schedule
 report to make changes to individual processes that haven't started.
To schedule a printing job for a sponsor invoice upon completion of the scheduled invoice creation job, access the
Schedule Print Customer Invoices
 task, and select:
  • Run Frequency
    :
    Dependent
  • Auto Start Email Process
    : Select this check box if you want to receive an email in pdf format when the process completes.
  • Invoice Print Options
    : Select which invoices to print.
  • On the
    Schedule
     tab, select:
    • Dependency
      : Find and select the request name of the creation schedule for the invoice you want to print.
    • Trigger on Status
      :
      Completed