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Administrator Guide
Last Updated: 2024-09-20
Steps: Manage Ad Hoc Payments

Steps: Manage Ad Hoc Payments

You can create ad hoc payments to use as one-time payments. You can also create ad hoc payments to make payments that aren't included in:
  • Supplier invoices
  • Refunds
  • Expense reports
  • Pay groups
  1. (Optional) Configure segmented security for ad hoc payments.
    Control access to the bank accounts and spend categories used for creating and editing ad hoc payments.
  2. Create an ad hoc payee with a given payee address and settlement bank account.
    When you create ad hoc payments, you can select the ad hoc payee or any other type of payee that already exists in Workday.
  3. (Optional) Configure payment purpose codes for your ad hoc payments.
    You can select payment purpose codes for the originating and receiving countries when you create and maintain:
    • Ad hoc payments.
    • Ad hoc payment templates.
    • Ad hoc payments from templates.
  4. (Optional) Configure intelligent prompt recommendations.
    When you create ad hoc payment lines, you can select intelligently recommended values on the
    Spend Category
     prompt.
  5. (Optional) Edit Domain Security Policies.
    Grant user access to these related actions on ad hoc payments:
    • Add Attachment
    • Add/Change Attachment
    Add security groups to these domains in the Banking and Settlement functional area:
    • Process: Ad Hoc Payment – Add Attachment
    • Process: Ad Hoc Payment – Add/Change Attachment
    Members of these security groups can use the related action to add or remove attachments for ad hoc payments in any status without additional actions or business process approvals.
  7. (Optional) Set up and use templates to create multiple ad hoc payments with similar attributes.
    2. Access the
      Create Ad Hoc Payment From Template
       task.
      Select the template to use for creating the ad hoc payment. Workday applies the header information, payment details, and lines from the template to create the payment. You can modify some of the automatically populated values, such as the payment details and line details. You can also create additional payment lines. Once completed, you can route the ad hoc payment for approval using the
      Ad Hoc Payment Event
       business process.
      Configure the
      Ad Hoc Payment Event
       business process and security policy in the Banking and Settlement functional area.
When you submit an ad hoc payment, Workday retains the address and settlement bank account information for an ad hoc payee. Workday locks this information to prevent any updates done to the ad hoc payee from affecting the submitted ad hoc payment. This process helps ensure that your ad hoc payees receive your ad hoc payments, and that you report them accurately. You can edit, change, or revise an existing ad hoc payment to modify its ad hoc payee information.
Settle the approved ad hoc payments. When the process completes, Workday updates the accounting entries for each payment.