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Administrator Guide
Last Updated: 2023-06-23
Add Billing Rate Rules to Contract Rate Sheets

Add Billing Rate Rules to Contract Rate Sheets

  • Create a customer contract with an approved billable project.
  • Configure the
    Contract Rate Sheet Event
     business process and security policy in the Customer Contracts and Project Billing functional areas.
  • Security:
    Process: Billing - Rate Sheet
     domain in the Customer Contracts and Project Billing functional areas.
Billing rate rules enable you to group rule types on contract rate sheets for use in project billing. You can create billing rate rules to apply:
  • A cap on project time and expenses.
  • Tiered rates on time transactions.
  • Override billing rates on expense, miscellaneous expense, supplier invoice, and time transactions.
  1. Access the
    Billing Rate Rules
     tab on the
    Create Contract Rate Sheet
     task.
    You can access the contract rate sheet from the customer contract line. When you select a
    Project Transaction Source
     and a
    Line Type
     of
    Project Time and Expense
     on the customer contract line, Workday enables the
    Contract Rate Sheet
     prompt. When enabled, you can access an existing contract rate sheet or create a new contract rate sheet.
  2. Click
    Add Billing Rate Rule Type
     to add to your rule set.
    When you create multiple rule types, Workday applies the override rate rules first, then the cap rules.
  3. Define the rules for each
    Billing Rate Rule Type Group
     that you add.
    For
    Expense
     and
    Supplier Invoice
     rules, consider:
    Option Description
    Expense Item
    To apply the billing rate rule, associate the expense report line with a billable project.
    Displays on
    Expense Caps
     and
    Override Rate (Expense)
     rule types only.
    Spend Category
    To apply the billing rate rule, associate the supplier invoice line with a billable project.
    Displays on
    Override Rate (Supplier Invoice)
     rule types only.
    For
    Override
     and
    Tiered Rate
     rules, consider:
    Option Description
    Adjustment Type
    Select:
    • Rate Override
       to enter an amount.
    • Percent
       to override by a percentage.
    A positive value applies a mark up and a negative value applies a discount.
    Revenue Adjustment Reason
    Select a reason to include when you create separate revenue installments for billable transactions with billing rate rule adjustments.
    Workday posts adjustments to the Revenue ledger account when you add
    Revenue Adjustment Reason
     as a dimension in your account posting rules.
    For
    Time
     rules, consider:
    Option Description
    Dimensions
    Enter project dimensions for the rule. You can limit the rule to:
    • A complete project phase.
    • A task that impacts multiple assignments or associations.
    • An individual worker.
    By Amount or Units
    For
    Project Cap
    , select to limit the cap by an amount or a number of hours for the project dimension specified. When you review billable transactions associated with the project, Workday displays zero for the
    Amount to Bill
     once you reach the cap.
    Cap Amount
    Cap Units
    Enter the amount or number of hours to cap for project billing against time spent on the project. The cap amount that you enter sets the limit for the project.
  4. To configure the billing rate rules to match the billing agreements with customers, select the
    Dimensions
     and
    Worktags
     that apply.
  5. Enter an
    Order
     for rule type groups with multiple entries.
    Order
     is an alphanumeric field. Workday applies the rules within each billing rate rule type in the order of entry, if not designated.
  6. (Optional) Complete the
    Reset Option
     section to reset contract rates periodically throughout the contract term.
    Displays on the
    Expense Caps
    ,
    Project Cap
    , and
    Tiered Rate
     rule types only.
Workday applies the billing rate rules on the contract rate sheet to project time and expense transactions when you approve:
  • Expense reports.
  • Supplier invoices.
  • Worker time blocks.
Review your billable transactions and invoice customers.