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Administrator Guide
Last Updated: 2026-07-10
FAQ: Customer Invoices

FAQ: Customer Invoices

How do I cancel an unpaid customer invoice?
From the related actions menu of an invoice, select
Customer Invoice
Cancel
.
You can't cancel a customer invoice if:
  • You've applied a customer payment to it. Cancel any customer payment applied to the invoice first.
  • You've partially written off the invoice.
  • The invoice has a credit adjustment against it.
  • The invoice is prepaying other invoices.
How do I edit an unsubmitted customer invoice or adjustment?
From the related actions menu of an invoice that you haven't submitted yet, select
Customer Invoice
Edit
.
The fields you can change are the same as when you created the invoice.
How do I change a submitted customer invoice?
From the related actions menu of an invoice, select
Customer Invoice
Change
. For customer invoice adjustments, select
Customer Invoice Adjustment
Change
 from the related actions menu of an adjustment.
You can also select
Customer Invoice
Update Invoice Lines
 from the related actions menu of an invoice. This task makes it easier for you to manage invoices with large numbers of lines.
You can't change a submitted customer invoice or adjustment if:
  • You've applied a customer payment to it. You must cancel any customer payment applied to the invoice first.
  • You've partially written off the invoice or adjustment.
  • The invoice has a credit adjustment against it.
  • Payment activity is in progress or approved against invoice.
  • Interest or Late Fee Calculation run is in progress.
  • At least one invoice line is tied to a revenue recognition schedule.
  • Customer invoice or adjustment has a letter of credit draw down in process.
  • The Invoice has a rebill in progress.
  • The Invoice is part of a consolidated invoice.
  • The Invoice has a finalized date.
  • The Invoice has a related supplier invoice.
  • Customer for the invoice is Inactive.
  • Company for the customer invoice/adjustment is currently setup for Third Party Tax Option Customer Invoice but the customer invoice/adjustment was created when Company was setup for Third Party Tax Non-Reporting Option or vice versa.
After you change the invoice, the business process starts over as if you submitted the invoice for the first time.
The fields you can change are the same as when you created the invoice.
There’s an accounting impact if you change an invoice from a prior period. For the current period, Workday creates journal entries that reverse the previous entries and create a new set.
How do I cancel a customer invoice adjustment?
Select
Customer Invoice Maintenance
Cancel
 from the related actions menu of a maintenance transaction for a customer invoice. Workday then reverses the operational journal entries and updates the amount due on the invoice.
This option is available for invoice adjustments that you created using these tasks:
  • Perform Customer Invoice Maintenance
    .
  • Create Customer Invoice
     using the
    Auto-Apply Adjustment to Invoice
     check box.
You can't cancel a submitted customer invoice adjustment if:
  • You've applied a partial customer payment to it. Cancel any customer payment applied to the adjustment first.
  • You've partially written off the adjustment.
How do I prevent changes to customer invoices after the final print run?
Access the
Edit Customer Account Options
 task, then select the
Prevent Changes to Invoice after Final Print Run
 check box.
How do I change an existing customer invoice that didn't have the third-party tax enabled initially, but I later opt in the functionality?
  1. From the related actions menu of an invoice that's unpaid, select
    Customer Invoice
    Cancel
    .
  2. If you haven’t changed the tax setting, access the
    Third Party Tax Options
     tab on the
    Edit Company Tax Details
     task. You can configure the setting under:
    • Third Party Tax Options
       section: This option extends to both customer and supplier invoices. You must have an integration with the third-party tax service to import all tax calculations.
    • Customer Invoice Non-Reporting Option
       section: This option applies to only customer invoices. Select the
      Use 3rd Party Tax Service
       check box.
    Enter the third-party tax service name in either of the selection you make.
  3. Depending on the use case, copy or create a new customer invoice.
You can't enable the third-party tax services for an existing invoice. Such a change would alter the tax calculations and impact invoice totals. Workday wants to ensure that the tax calculations are the same throughout the life of the invoice.
How do I create a customer refund when a payment has been fully applied and then unapplied?
When you fully apply a payment but later unapply it, Workday enables you to put only a partial payment amount on-account. To create a refund, you must first create a debit memo to clear the on-account amount, then create a credit memo to offset the debit memo. You can now refund the entire amount through the credit memo.
Example: You want to refund the USD $100.00 that you first applied to a payment and then later unapplied the entire amount.
  1. From the related actions menu of an invoice, select
    Customer Invoice
    Create Adjustment
    .
  2. Select
    Debit (Increase Amount Due)
     option in the invoice header section.
  3. Add an adjustment line with a
    Revenue Category
    ,
    Tax Applicability
    , and enter USD $0.01 for the
    Extended Amount
    .
  4. From the related actions menu of an invoice, select
    Customer Invoice
    Create Adjustment
    .
  5. Select
    Credit (Decrease Amount Due)
     option in the invoice header section and add an adjustment line with a USD $0.01 for the
    Extended Amount
    .
  6. Access the payment you've unapplied and from the related actions menu of the payment, select
    Apply
    .
  7. On the
    Apply Customer Payment
     page:
    • Enter USD $99.99 in the
      Amount to Place On-Account
       field.
    • Select the debit invoice adjustment for USD $0.01 from the invoice line.
  8. Access the
    Create Customer Refund
     task. Select the customer payment for USD $99.99 under the
    On-Account Payments
     section and the credit invoice adjustment for USD $0.01 under the
    Invoice Adjustments
     section.
  9. Click
    Submit
     to process the refund.
How do I create a full credit adjustment for customer invoices tied to billable transactions, prepaid consumption, or prepaid installments?
For customer invoices originating from billable transactions, prepaid consumption, or prepaid installments, you can create full credit adjustments using the:
  • Create Adjustment
     option on the customer invoice.
  • Submit Full Credit Adjustment for Contract-Based Customer Invoice
     web service operation.