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Administrator Guide
Last Updated: 2025-03-14
Record Cash Sales

Record Cash Sales

  • Configure the
    Cash Sale Event
     business process and security policy in the Customer Accounts functional area.
  • Security:
    Process: Cash Sale Payment - Core
     domain in the Customer Accounts functional area.
You can record cash sales when you receive customer or sponsor payments without invoices. Cash sales aren't restricted to cash; you can select any payment type available.
  1. Access the
    Record Cash Sale
     task.
  2. As you complete the
    Cash Sale Information
     section, consider:
    Option Description
    Customer
    You can select customers or sponsors. To record revenue on awards, select a sponsor.
    Currency
    Workday automatically populates the currency from the customer when you specify a
    Default Currency
     on the customer profile.
    When you record cash sales for sponsor payments on awards, select the award currency.
    Cash Sale Date
    Workday automatically populates this field with the current date. You can change this date to any date in an open ledger period.
    Memo
    Workday displays the
    Memo
     on the invoice header.
  3. As you complete the
    Payment Information
     section, consider:
    Option Description
    Reference
    Enter a value to identify the payment during bank reconciliation. Example: For payment by check, enter the check number.
    Control Total Amount
    Use this field to compare your estimated total to the total of the invoice lines in the
    Total Payment Amount
     field.
    Create Deposit
    Select this check box to add a bank account and complete a deposit.
  4. As you complete the
    Invoice Lines
     tab, consider:
    Option Description
    Company
    You can change the company if you've configured the header company for intercompany transactions with the line level company.
    Commodity Code
    To display options on this prompt, first configure commodity code types and add commodity codes. See Steps: Create Commodity Codes.
    You can select only 1 active code per commodity code type.
    Contract Line
    When you record sponsor payments, you can select the award contract line on which to record revenue. You can record cash sales only on fixed amount award lines without deferred revenue.
    Workday populates the revenue category from the award line that you select.
    Tax Applicability
    Workday requires this field when you have a value in the
    Tax Code
     field.
    Worktags
    When you record sponsor payments, Workday populates the grant worktag and related worktags from the contract line that you select.
  5. (Optional) Review the information on the
    Tax
     tab. This tab provides a summary of all tax codes and applicability from the
    Invoice Lines
     tab. If several lines share the same tax, Workday consolidates and summarizes the information.
If you've set up the
ID Generator for Cash Sales
 on the
Edit Tenant Setup - Financials
 task, Workday generates a unique ID number that displays as the
Cash Sale Number
 when you view the sale.
After you approve cash sales for sponsor payments, you can access the award line summary on the award and confirm that Workday adds the cash sale amount to the
Non-Billed Amount
 column.