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Administrator Guide
Last Updated: 2023-06-23
Create Invoice Eligibility Rules for Customer Portal Payments

Create Invoice Eligibility Rules for Customer Portal Payments

  • Create and host a web application to integrate Workday with the payment service provider.
  • Set up the payment type for the customer portal.
  • Add payment type to the bank accounts.
  • Set up a credit card payment provider.
  • Create merchant accounts for each payment service provider.
  • Security:
    Set Up: Customer
     domain in the Customers functional area.
You can create rules to determine which invoices are eligible for credit card payments in the customer portal. You can define them for companies that have a bank account associated with a customer portal merchant account.
When you create each rule, specify at least 1 customer or invoice attribute for a given merchant account.
Example: You've set up
Company A
 with the merchant account associated with the payment service provider. When you select this company for creating the rule, Workday automatically populates the
Merchant Account
 value. You must then either specify a criteria from
Customer Selection
 option, or select 1 criteria from
Invoice Type
,
Payment Type
,
Invoice Currency
, or
Invoice Total Amount Limit
.
  • Example: You select
    Customer 1
     as the only attribute for your rule, Workday will retrieve all open invoices for
    Customer 1
     regardless of the invoice type, payment type, currency, or amount.
  • If you select only the
    Customer Category
     of
    Business Services
    , Workday will retrieve all open invoices for any customer that is part of the
    Business Services
     category.
  • If you select only the
    Invoice Total Amount Limit
     of
    $50,000
    , Workday will retrieve all open invoices with an amount of
    $50,000
     or less. When you submit the rule, Workday also validates this amount against the
    Maximum Payment Amount
     limit you've set on the merchant configuration.
Workday evaluates rules in the specified order from top to bottom, and uses the first matched rule to retrieve invoices for payments. Make sure to list more specific rules first.
  1. Access the
    Create Invoice Eligibility Rules for Customer Portal Payment
    .
  2. As you complete the task, consider:
    Option Description
    Merchant Account
    Select the account that you've setup with the third-party payment service provider.
    When you've only 1 merchant account, Workday uses that account as the default value.
    Customer Selection
    When you select 1 customer, Workday automatically populates the:
    • Customer Category
       and
      Customer Group
       values and you can't edit them.
    • Payment Type
       value you set on the customer.
    Invoice Currency
    Select a currency associated with the customer. When you don't select a currency, payments are eligible in all currencies.
    Create separate rules for specific customer and currency combination.
    Invoice Total Amount
    Enter the maximum total amount of all invoices that Workday retrieves.
Select at least 1 invoice to pay.
Once a rule is in use by the merchant account, you can't delete the merchant account until you delete that rule.
  • You can test the rules by customer, customer invoice, and other criteria for a company.
  • The test result displays the invoices that match the rules and the search criteria.
  • You can edit, view, and delete the invoice eligibility rules by accessing these tasks and reports:
    • Delete Invoice Eligibility Rules for Customer Portal Payment
    • Edit Invoice Eligibility Rules for Customer Portal Payment
    • View Invoice Eligibility Rules for Customer Portal Payment