Steps: Consolidated Customer Invoices

Enable generation of unique IDs for consolidated customer invoices:

At the tenant level with the

Edit Tenant Setup - Financials

task.

At the company level with the

Edit Company ID Definitions

task.

You can consolidate up to 1,000 individual invoices into 1 invoice, simplifying presentation and payment. When a customer makes a payment, they can reference the consolidated invoice. You can then apply the payment to the individual invoices that make up the consolidated invoice. You can consolidate invoices that are:

For the same customer.

In the same currency.

For a parent customer and any of its child customers.

From different billing schedules.

In approved, unpaid status.

Not already consolidated.

Not part of another consolidated invoice.

This task doesn't support:

Consolidating customer invoices that use retention.

Direct intercompany invoices.

You can also include invoice adjustments and negative invoices to display an accurate balance. After you include an invoice adjustment in an approved consolidated invoice, you can't cancel, change, or update adjustment lines.

Access the

Create Consolidated Customer Invoice

task.

Specify the customer, sponsor, invoice, and payment criteria. When you use more than 1 prompt, Workday creates consolidated invoices only for the customers that match all selected prompts.

You can't consolidate more than 1000 invoices at once.

Security: Process: Customer Invoice - Core
domains in the Customer Accounts functional area.

(Optional) Access the

Schedule Create Consolidated Customer Invoice

task to schedule the creation of consolidated customer invoices.

This task enables you to consolidate more than 1000 invoices.

To view the details of consolidated invoices for a given customer, select the

Preview Invoices

flag. You can also exclude specific customers before submitting.

To set a run date that's before the customer invoice date, specify an

Invoice Date

under the

Number of Days the Run Date is Before

section.

You can find and edit scheduled jobs using the

Scheduled Future Processes

report.

Security: Process: Customer Invoice - Core
domains in the Customer Accounts functional area.

Configure email settings, notifications, and attachments to email the consolidated customer invoice automatically.

See Steps: Set Up Email for Customer Invoice Documents.

(Optional) Access the

Create Consolidated Customer Invoice Print Layout

task.

Select the business form layout. You can also specify a company logo.

Security: Set Up: Customer Accounts
domains in the Customer Accounts functional area.

Access the

Print Consolidated Customer Invoice

task to print and email the consolidated customer invoice, with or without its individual customer invoices.

When you select the

Include Individual Customer Invoices

option, Workday generates a single PDF with the individual customer invoices, in addition to the consolidated customer invoice PDF.

After Workday generates the PDF files, click

Email Consolidated Invoices

to send them to customers.

Security: Reports: Customer Documents
domain in the Customer Accounts functional area.

(Optional) Access the

Schedule Print Consolidated Customer Invoices

task.

Set up a schedule to print consolidated invoices automatically.

Security: Reports: Customer Documents
domain in the Customer Accounts functional area.

You can use the

Find Consolidated Invoice Printing Run Groups

reports to:

View a summary and status of your print runs.

View the invoices in a print run.

Reprint and email PDF files of invoices.

To view all print and email activity for a consolidated invoice, you can access the

Printing Runs

tab on the

View Consolidated Invoice

report.

You can apply customer payments to the consolidated customer invoice and any of its individual invoices.