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Administrator Guide
Last Updated: 2023-06-23
Steps: Set Up Email for Customer Invoice Documents

Steps: Set Up Email for Customer Invoice Documents

After printing customer invoice documents, you can email the customer invoice document on its own, or with its associated attachments. To make emailing a seamless process, you need to:
  • Enable emailing in your tenant.
  • Enable attachments for email in your tenant.
  • Enable automatic emailing of invoices.
Workday automatically sends emails to the primary contact of a customer. When you want to email documents to specific billing contacts, and use document delivery types other than the default, complete these steps to configure your environment.
  • Configure document delivery types for a given delivery method.
  • Create document delivery rules to map the delivery type to desired integration system if you’ve one.
  • Assign customer documents to billing contacts of that customer.
  • Assign document delivery type to customer documents on the customer profile.
  2. Access the
    Edit Tenant Setup - Notifications
     task.
    For the
    Custom Business Process Notifications
     row of the Business Processes parent notification type, select
    Immediate Email
     in the
    Default Notification Channels
     field.
    Security:
    Set Up: Tenant Setup - BP and Notifications
    in the System functional area.
  3. Access the
    Edit Tenant Setup - System
     task.
    In the
    System Setup
     section, select the
    Allow Attachments within Emails
     check box.
    Security:
    Set Up: Tenant Setup - System
    in the System functional area.
  5. (Optional) Access the
    Maintain Document Delivery Types
     task.
    Create document delivery types and associate them to the desired Workday delivered document delivery methods.
    When your
    Delivery Type
     is associated with the
    Delivery Method
     of
    Integration
    , set the Document Types to only
    Customer Invoice
    .
    Workday automatically associates the
    Delivery Method
     of
    Mail
     and
    Email
     to
    Delivery Types
     of
    Mail
     and
    Email
     respectively. You can't change these default settings or set them to inactive.
    Security:
    • Set Up: Customer Accounts
       domain in the Customer Accounts functional area.
    • Set Up: Sponsor Accounts
      domain in the Grants Management functional area.
  6. (Optional) Access the
    Maintain Document Delivery Rules
     task.
    For electronic invoices, create document delivery rules and map the
    Document Delivery Type
     to the desired
    Integration System
    .
    To apply the external tax codes to electronic invoices, specify the
    External Tax Code List
     for the integration system.
    Workday displays the document delivery details on the
    View Integration Document Delivery Rule
     report.
    Security:
    Set Up: Customer Accounts
     domain in the Customer Accounts functional area.
  7. (Optional) When electronic invoices have a third-party tax code impact, create external tax code lists, and map them to internal tax codes in Workday.
  8. (Optional) Configure billing contacts and then the document delivery for a given customer so that they can receive the customer invoice documents. When you don't configure billing contacts, Workday sends the email to the primary contact. See Steps: Set Up Customer Addresses and Contacts.
Print customer invoices and email them.