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Administrator Guide
Last Updated: 2026-09-18
Closed Prepaid Installments

Closed Prepaid Installments

Closed prepaid installments represent prepaid balances that are invoiced, accounted for, and recognized in a legacy system before Workday. These installments have a status of
Closed
, meaning Workday doesn't create a customer invoice for the original prepaid amount.
Example: A customer has a prepaid balance of 1000 USD invoiced in a legacy system with 200 USD already consumed. To load a legacy prepaid balance of 800 USD from a 1000 USD original balance with 200 USD already consumed, enter 800 USD as the prepaid installment amount and 1000 USD as the closed original installment amount. Workday calculates the closed consumed installment amount as 200 USD for reporting.
Use closed prepaid installments during implementation to load in-progress prepaid balances and legacy consumption so contract and prepaid reporting in Workday reflects the full balance for the remaining contract term.
You create closed installments in Workday through the
Submit Billing Schedule
 web service operation on consolidated billing schedules. Closed installments display on the consolidated billing schedule
Prepaid
tab.

Closed installments compared with other prepaid installment statuses

Status
Workday customer invoice exists for original prepaid amount
Typical use
Available
Yes, when billed.
Standard prepaid billing in Workday.
Complete
Yes; installment is fully consumed or billed.
Standard prepaid billing in Workday.
Closed
No.
Legacy prepaid installments loaded during implementation.

Consumption behavior

  • Workday treats closed installments like
    Complete
    installments when calculating starting prepaid balance for consumption.
  • Closed installments appear in
    Prepaid Balance
     and contract line
    Billed Amount
     drill-down views, and related billing views.
  • Billed Amount
     and
    Deferred Revenue Balance
     on the prepaid contract line include closed installment amounts.
  • The
    Prepaid Balance
     drill-down view includes a row for each closed installment, even when no Workday customer invoice exists for those amounts. The drill-down view shows the remaining balance and any new Workday consumption against that installment; it doesn't show legacy consumption history.

Reporting

The following report fields are available on the Billing Installment Line business object, for reporting on closed prepaid installment activity in project billing. All are secured to the
Internal Reporting
,
Reports: Customer Accounts
,
Reports: Project Billing
, and
Reports Organization: Customer Invoice Line domains:
  • Closed Original Installment Amount
    : The original installment amount from the legacy system available for prepaid consumption reporting.
  • Closed Consumed Installment Amount
    : The amount consumed from the closed original installment amount in the legacy system. Available in custom reports only, and returns a value only when Closed Original Installment Amount is provided on import.
  • Prepaid Balance
    : Updated to include the remaining balance on closed prepaid billing installment lines after consumption.
  • Prepaid Consumed
    : Updated to include amounts consumed from closed installments.
  • Consumption Invoice Lines for Prepaid Billing Installment Line
    : Prepaid consumption invoice lines and adjustment lines for a prepaid billing installment line, including closed installments.
These report fields are available on the Customer Invoice Line business object, for reporting on prepaid activity in project billing:
  • Secured to the
    Internal Reporting
    ,
    Reports: Customer Accounts
    ,
    Reports: Project Billing
    , and
    Reports Organization: Customer Invoice Line
     domains:
    • Prepaid Balance After Invoice Consumption
      : Updates the effective balance after a specific invoice line is subtracted, including closed prepaid billing installment lines and legacy consumed amounts.
    • Prepaid Consumption By Invoice Line
      : The amount that this customer invoice line consumes from the prepaid installment line balance.
  • Secured to the
    Internal Reporting
     and
    Reports: Billing
     domains:
    • Billing Installment Line for Prepaid Consumption
      : The billing installment line for the prepaid consumption customer invoice line or invoice adjustment line.

Web Services

For web services v47.0 and later, these web service operations support closed prepaid installments:
  • Submit Billing Schedule
  • Get Billing Schedules

Tax code and applicability

For standard prepaid installments, Workday copies the closed tax code and closed tax applicability from the prepaid installment customer invoice onto prepaid consumption invoice lines, so tax stays consistent even if the prepaid contract line tax settings change later.
For closed prepaid installments, Workday doesn't create a prepaid installment customer invoice for legacy prepaid amounts. Instead, you can specify the closed tax code and closed tax applicability on the closed prepaid billing installment line when you load the installment; Workday uses those values when creating prepaid consumption invoice lines that draw down the closed balance. If you omit the tax fields on import, Workday defaults them from the prepaid contract line at import; if you include the fields with empty values, Workday leaves tax blank on the closed installment.

Limitations

  • You can create closed prepaid installments only through the
    Submit Billing Schedule
     web service operation.
  • You can't delete closed prepaid installments that have prepaid consumption, but if there is no consumption, you can delete a closed installment through the web service.
  • You can't edit closed prepaid installments that have prepaid consumption, but if there is no consumption and you need to change a prepaid balance that's already imported, you can delete the installment and create a new one through the web service.
  • Closed prepaid installments don't generate customer invoices in Workday.
  • Closed installments apply to consolidated billing schedules only.