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Administrator Guide
Last Updated: 2023-06-23
Create Ad Hoc Project Transactions

Create Ad Hoc Project Transactions

  • Create custom references for ad hoc project transactions.
  • For Time transactions, create a project with assigned workers on the resource plan.
  • For Spend transactions, create a project.
  • Configure the
    Ad Hoc Project Transaction Event
     business process and security policy in the Project Billing and Projects functional areas.
Ad hoc project transactions provide flexibility when you log transactions in Workday. You can use ad hoc project transactions to:
  • Create one-off Time transactions for all projects requiring immediate action without using Workday Time Tracking.
  • Directly charge Spend transactions against projects without using Workday Expenses or Workday Supplier Accounts. Spend transactions include:
    • Expenses.
    • Miscellaneous expenses.
    • Supplier invoices.
  • Integrate your external time tracking and spend transactions with Workday.
  • Migrate your project billing into Workday and generate invoices and accounting internally.
  1. Access the
    Create Ad Hoc Project Transactions
     task.
  2. Enter transaction details.
    Users assigned to only 1 of the security domains might have limited access to these options:
    • Billing Status
    • Include Cost
    • Standard Cost Rate
    • Cost Currency
    • Rate to Bill
    • Billing Currency
    As you enter task details, consider:
    Option Description
    Billing Status
    Select
    Do Not Bill
     when you don't want to invoice your expense to the customer.
    Worker
    (Expense, Miscellaneous Expense, and Time) Displays all workers on the resource plan on the project.
    Supplier
    (Miscellaneous Expense and Supplier Invoice) Select a supplier to provide your item.
    Project Phase
    (Expense, Miscellaneous Expense, and Supplier Invoice) Displays only top-level phases for the billable project.
    Project Task
    (Expense, Miscellaneous Expense, and Supplier Invoice) Displays all tasks from all phase levels for the billable project.
    (Time) Displays all tasks from all phase levels assigned to the selected worker.
    Project Role
    (Time) Populates based on your selection for
    Transaction Date
    ,
    Worker
    , and
    Project Task
     if applicable.
    Include Cost
    (Expense, Miscellaneous Expense, and Supplier Invoice) Select to include a
    Unit Cost Amount
     and
    Extended Cost Amount
     for the transaction.
    (Time) Select to calculate the
    Standard Cost Amount
     and fully burdened cost amount for the transaction.
    Workday automatically selects this check box.
    Standard Cost Rate
    (Time) Enter a rate amount to override the standard cost rate from the resource plan line or the project standard cost rate sheet if 1 exists.
    Cost Currency
    (Time) Workday converts the
    Standard Cost Amount
     to the
    Cost Currency
    .
    Rate to Bill
    (Time) For billable projects, enter a rate amount to override the billing rate from the contract rate sheet if 1 exists.
    Billing Currency
    When you enter a currency different than the customer contract currency, Workday converts the
    Amount to Bill
     to the billing currency.
    Spend Category
    (Expense, Miscellaneous Expense, and Supplier Invoice) Select to associate items with their account posting rules and provide details for creating invoices. When you select an item before specifying the spend category, you can't change the value assigned to the item.
    Worktags
    The worktag derivation rules specified for the project hierarchy, or the worktags assigned to the contract line, determine the worktag assignment for the transaction. For billed transactions, the worktags apply when you create accounting entries. You can add or change worktags if needed.
    Memo
    For billable projects, this field displays in the note section of the customer invoice.
    Custom Reference 1
    Custom Reference 2
    Custom Reference 3
    Custom Reference 4
    Custom Reference 5
    Enter additional ad hoc project transactions details for billing and reporting purposes.
    Displays when you select the
    Enabled
     check box on the
    Enable Ad Hoc Project Transaction Custom References
     task.
    When you enter a
    Reference Name
     on the
    Enable Ad Hoc Project Transaction Custom References
     task, Workday displays the reference name instead of the Workday-delivered custom reference.
The ad hoc project transactions for the billable project become available for review on the
Manage Project Billing Transactions
 task.
Review the billable project transactions.