FAQ: Customer Payments

What happens when I use auto apply rules but Workday can't apply those payments?: When you run the auto application rules, Workday applies payments to the corresponding customer invoice depending on the criteria you've set up. When there's no match, Workday sets the payment to an Unapplied
status. When the payment only covers a portion of the invoice, Workday sets the invoice status to Partially Paid
.

Is there an option to change the fields in the Auto Apply Customer Payment task?: You can't edit or customize the
Auto Apply Customer Payment
task.

When the payment amount is greater than the invoice amount, is it possible to create a rule that can put the remaining amount on account?: You can edit your Customer Payment Application Rule and select one of these 2 options:
Put Remaining Balance on Account
Put Unapplied Payments Fully On Account
However, you can't define a threshold for the remaining amount. For more information, see Create Customer Payment Application Rule.

Does the Auto Apply Customer Payment functionality consider payments with discount terms?: You can use the rule Referenced Invoices without Amount to Pay (Workday)
to process payments with these discount term scenarios:
The customer is eligible for the discount and applies it.
The customer is ineligible for the discount but applies it.
When the customer is eligible for the discount but doesn't apply it, Workday rules will process those payments and set:
The payment to Unapplied
and in Draft
status.
The invoice to Unpaid
.

Can you automatically apply a customer payment to a customer invoice that has a status of Canceled or Paid?: The
Auto Apply Customer Payment
task only checks for invoice that has an outstanding balance with a status of Approved and Unpaid
, or
Approved and Partially Paid
. When you need to record another payment that's linked to the same invoice, first unapply the initial payment.

Does Mass Record Customer Payment task also apply the payments?: Mass Record Customer Payment task only creates payments and sets them In Progress
. It doesn't impact the operational journal until you create a deposit. To apply these payments, find the customer payments in progress and apply each payment individually. You can also run the
Auto Apply Customer Payment
task to process these payments.

How does Workday sort and apply payments when there are multiple payments in the same day for the same customer and invoice?: Workday delivered rules match a payment to the oldest invoices first. When there are several invoices with the same date, we sort them by the index or the ID number generated by the sequence generator. When there are multiple payments for the same date, and same customer:
The automatic application processes the payment application in a random fashion.
After the rule identifies an invoice match, that invoice becomes ineligible for any further payment matches.
When the rules don't find an invoice match, Workday ignores the payments and skips the invoice for further rematch.
For advanced rules, you can define your own order and conditions.

Does the Auto Apply Customer Payment functionality consider partially paid customer invoices?: Workday applies the payments to invoices based on the amount due. When there's no match, Workday leaves the invoice as Partially Paid
.

Why can't I use the Last Customer Statement Balance (Workday) rule to create an advanced rule?: The Last Customer Statement Balance (Workday) rule requires additional custom report fields. These fields aren't available to all.

Can I clear open invoices and adjustments without including a payment amount in the customer payment?: You can set the total payment amount to 0 when you record or edit a customer payment, and then apply this zero-amount payment on the
Apply Customer Payment
task.

Can Workday calculate prompt payment discounts based on the net invoice amount instead of the total amount due?: You can opt in to the
Calculate Prompt Payment from Net Invoice Amount
option on the
Edit Customer Payment Application Configuration
task. When opted in, Workday populates a prompt payment discount based on the net invoice amount instead of the amount due during customer payment application.