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Administrator Guide
Last Updated: 2024-04-19
Set Up Account Posting Rules

Set Up Account Posting Rules

You can configure account posting rule sets that you can associate with a company and use to direct where operational transaction journals post in company ledger accounts. Each account posting rule set is for a specific operational transaction. Workday also uses account posting rule sets for manual accounting journals that have:
  • Facilities and Administration manual journal entries.
  • Intercompany manual journal entries.
  • Worktag balancing enabled.
  1. Access the
    Create Account Posting Rule Set
     task.
  2. Assign a
    Name
     and specify the
    Account Set
     you want to apply the posting rules to.
  3. Select a posting rule and click
    Edit Posting Rule
     to add posting rules.
  4. As you complete the header section, consider:
    Option Description
    Enable Control Account Warning
    Select the check box to designate that the specified ledger accounts in this posting rule are control accounts.
    A control account is a ledger account that includes operational journals from operational transactions only. When you create an accounting journal and select a control ledger account, Workday issues a warning. You can save the journal line to the control account.
    Default Ledger Account
    Select a default ledger account for any or all account posting types.
    Workday uses default accounts for transactions that don’t match any conditions on an account posting rule. When a transaction doesn’t meet any conditions, Workday assigns the:
    • Transaction to the default ledger account.
    • Default resulting worktags to the journal line.
    When you edit the posting rule, you can change this default ledger account for any individual posting rule.
    If you don't select a default ledger account, Workday flags transactions that don't match any account posting rules. To flag transactions that don't match any account posting rules as errors, leave the default ledger account blank. This configuration makes it easier for you to find and fix invoice or rule errors for nonmatching transactions (using the
    Fix Operational Journals with Errors
     task).
    Default Resulting Worktags
    Select 1 or more default resulting worktags for the account posting rule.
    Workday applies the default resulting worktags when transactions post to the default ledger account.
  5. As you complete the
    Posting Rule Conditions
     grid, consider:
    Option Description
    Evaluation Order
    Order conditions from most to least restrictive using Evaluation Order. If there are 100 or more conditions, you can prioritize each line by entering an alphanumeric string. If 2 or more conditions have the same string, Workday prioritizes those conditions at random.
    High-volume processes impact performance when processing account posting rules. To optimize performance, prioritize frequently used account posting rules when they don't include overlapping values.
    Resulting Ledger Account
    Select a ledger account to have Workday evaluate and post journals for transactions to specific ledger accounts based on whether the transaction meets select criteria.
    Resulting Worktags
    • You can't select Resulting Worktags that are already in use as primary or optional balancing worktags.
    • When you select
      Resulting Worktags
       values, Workday doesn't override current worktags on the operational journal line.
    Example: You configure these worktags:
    • Worker Defaults -
      Cost Center 1
      ,
      Fund1
      .
    • Costing Override -
      Location 1
      .
    • Resulting Worktags -
      Region 1
      ,
      Location 2
    Workday applies only
    Region 1
     as the Resulting Worktag and not
    Location 2
    . Since you've defined
    Location 1
     as a costing override.
    Condition
    For each condition, select from a predefined list of dimensions that make sense for the transaction type. For certain dimensions, such as various groups and accounting categories, you can select from a list of values that you defined. If you select
    Company
     as a dimension in the account posting rules, Workday validates that the ledger account is valid for use with the company or company hierarchy.
    Workday evaluates conditions from the top down, posting the journal for the transaction to the resulting ledger account of the first Dimensions and Values that match the rule.
    Workday doesn't support condition rules on derived lines.
    Example: You post to Account A based on company and cost center. You post to Account B based on the same company, the same cost center, and a region. Place the latter, more restrictive condition first. Otherwise, Workday posts journals for matching transactions to Account A, which is the first match it finds.
    Workday includes all dimensions for the resulting ledger account and any value in each dimension before Workday matches the rule.
  6. Click the
    Test Posting Rule
     button to test that transactions post to the correct accounts.
  7. To test 1 or more available dimensions of the posting rule, select values that a transaction should contain.
    Based on the posting rule conditions, Workday displays the ledger account and worktag to which transactions would post with the entered values.
    Example: In the
    Revenue
     posting rule, you create a rule condition that requires any transaction with revenue category of
    Product
     to post to the
    Product Revenue
     account.
Workday uses accounting post rule to determine:
  • The default ledger account to post the journals.
  • The default resulting worktag to post on the journal line for specific operational transactions.
Workday uses the accounting post rule conditions to determine which:
  • Resulting ledger accounts to post for debits and credits.
  • Resulting worktags apply to the journal line entry.
For optimized performance, when you exceed 100 resulting ledger accounts on a single account posting rule, Workday:
  • Displays the
    Add condition
     button, enabling you to add a single condition at a time.
  • Enables you to edit and delete posting condition rules individually.
You create a
Spend
 account posting rule to record the value of the purchase of an item. You also create a
Payable
 account posting rule to track the value of accounts payable.
When you submit a supplier invoice, Workday processes the account posting rules to debit the
Spend
 rule and credit the
Payable
 rule.
(Optional) To update a rule set, access the
View Account Posting Rule Set
 report. For a selected rule set, you can:
  • Edit the account posting rule set name.
  • Edit the default ledger account.
  • Edit the posting rule.
  • Test the edited posting rule.