Steps: Manage Customer Invoice Proposals

Administrator Guide

Create transactions that are ready to bill.

You can create customer invoice proposals from billable transactions to preview, adjust, and review information before you create customer invoices. Creating invoice proposals eliminates the need to cancel and recreate invoices when you want to adjust figures or correct errors. When you add transactions to an invoice proposal, you can only invoice customers for those transactions by creating an invoice from the proposal.

(Optional) Access the

Edit Tenant Setup - System

task.

You can enable workers to add comments on customer invoice proposals. In the Activity Stream Settings section, select Customer Invoice Proposal
from the

Selected Objects for Activity Stream

prompt.

See Reference: Edit Tenant Setup - System.

Security: Set Up: Tenant Setup - System
domain in the Customer Central and System functional areas.

(Optional) Edit Business Processes.

Configure the Customer Invoice Proposal Event
business process and security policy to:

Route customer invoice proposals for review and approvals.

Automate customer invoice creation.

Set up worklets for custom reports. Worklets enable you to add custom reports to an approval step in the business process. For example, you could add a custom report that shows you information about previous invoices during the approval step of a new invoice proposal, to help you make your decision on approving or rejecting the invoice proposal.

Edit Business Process Security Policies.

On the Customer Invoice Proposal Event
business process security policy:

Add the Approvers security group to the View and Approve actions. Workday routes the customer invoice proposal to a designated approver in your organization.

Update your security policy if you plan to add the Review Customer Invoice Proposal
step to the Customer Invoice Proposal Event
business process. See the next step for details.

Add the Review Customer Invoice Proposal
step to the Customer Invoice Proposal Event
business process.

When an invoice proposal is routed to a reviewer's My Tasks, the reviewer can make edits to the invoice proposal. Reviewers see the

Approve

Deny

, and

Send Back

buttons if they have access through the security policy.

Reviewers with Edit Customer Invoice Narrative access can add or edit narratives on the

Invoice Narrative

tab. When a reviewer selects

Send Back

, the initiator can edit the narrative during their revision. When a proposal approval is in progress, reviewers can add or edit the

Invoice Narrative

tab only during the Review Customer Invoice Proposal
step.

Configure the business process type:

Access the Customer Invoice Proposal Event
business process type, and click

Edit Policy

In the Who Can Do Action Steps in the Business Process section, add security groups, such as Billing Specialist
, Project Manager
, and Project Billing Specialist
. This grants access to the Review Customer Invoice Proposal
action step.

Also add security groups for the appropriate actions, such as the Approve
and Deny
actions.

Access the

Activate Pending Security Policy Changes

task to activate the security policy changes you made.

Configure the business process definition:

Access the Customer Invoice Proposal Event
business process definition.

From the related actions, select

Business Process

Edit Definition

Add the Review Customer Invoice Proposal
action step to the workflow, and assign the appropriate security groups to it.

Security:

To edit the

Project Transactions

tab, reviewers need security access to all of the projects for the proposal, through security groups with Modify permission for either of these domains: Process: Project Billing - Core
or Manage: Billable Projects
.

To edit the

Prepaid

tab, reviewers need Modify permission for the Process: Invoice Proposal - Prepaid Installment
domain.

To edit invoice narratives during review, reviewers need security access to the Process: Billing - Invoice Proposal
and Process: Project Billing - Invoice Proposal
domains.

Set up the Create Customer Invoice
service step on the Customer Invoice Proposal Event
business process. Workday automatically creates customer invoices when you approve the customer invoice proposal.

Add an approval step to the Customer Invoice Proposal Event
business process, and add a custom report worklet to the approval step.

The custom report is embedded into the BP approval page as a worklet. Approvers can click the worklet to open the custom report during the approval process. For details, see Add Worklets to Business Processes.

(Optional) Access the

Create Customer Invoice Proposal

task.

In the Selection Criteria section, select an option from the

Project Owner

prompt to view billable projects for the user you select.

Workday automatically bills prepaid installments on the same invoice as other installments and transactions when you:

Enable the

Invoice Prepaid Installments with Other Transaction Types

check box on consolidated billing schedules.

Create customer invoice proposals.

Security:

Process: Billing - Invoice Proposal
domain in the Customer Contracts and Project Billing functional areas.

Process: Project Billing - Invoice Proposal
domain in the Project Billing functional area.

(Optional) Access the

Customer Invoice Proposal Workspace

task.

In the search criteria, select an option from the

Project Hierarchy

Project Owner

prompts to view billable projects for the option you select.

As you complete the task, consider:

Option	Description
Search	Click to change the selection criteria. Workday saves your selection and uses it each time you access the task.
Billable Projects	Use the drill-down menu to view the project owner for the billable project.
Status of Pending Events	View the status of project transactions and billing schedules that are pending business process approval.
Refresh	Click to update the selected proposals with new transactions in Ready to Bill status that meet the selection criteria.
Create Invoice	Once you create a customer invoice, you can't revert it to an invoice proposal. You can cancel the invoice to return the transactions to Ready to Bill status. Then, you can create a new proposal.
Create Invoice Proposal	Opens the Create Customer Invoice Proposal task.
Cancel Proposal	Click to cancel the selected proposals and return transactions to Ready to Bill status.
Print	Click to generate PDF copies of the selected proposals. When the PDFs are available, Workday displays them in the PDF column on the grid. You can only print proposals for customers for which you have View access.

Security:

Process: Billing - Invoice Proposal
domain in the Customer Contracts and Project Billing functional areas.

Process: Project Billing - Invoice Proposal
domain in the Project Billing functional area.

(Optional) Access the

Create Customer Invoice Narrative Template

task to create a template that you can apply to customer invoice proposals.

You can also edit or view the template with the

Edit Customer Invoice Narrative Template

task and the

View Customer Invoice Narrative

report. See Customer Invoice Narratives.

(Optional) From the

Proposal

column on the

Customer Invoice Proposal Workspace

task, open the

View Customer Invoice Proposal

report in a new window.

View and edit customer invoice custom objects on the

Additional Data

tab, or from the Additional Data related action in the Billing Information section. To view and edit customer invoice custom objects, you must first configure the custom object on the

Create Custom Object

task.

When you enable activity streams, you can add comments on the customer invoice proposal and view comments from other users.

Security:

Process: Billing - Invoice Proposal
domain in the Customer Contracts and Project Billing functional areas.

Process: Project Billing - Invoice Proposal
domain in the Project Billing functional area.

When you access a customer invoice proposal from a business process or

My Tasks

, you can view but not edit custom objects on the

Additional Data

tab.

(Optional) From a row on the

Customer Invoice Proposal Workspace

task, click

Edit

to access the

Edit Customer Invoice Proposal

task.

To add ad hoc invoice lines on customer invoice proposals, you must have a project role or a company role that matches the company on the project. When you add ad hoc invoice lines on customer invoice proposals, you can only:

Add lines that have a

Revenue Treatment

of Invoice
.

Edit the description of invoice lines that you created on the

Create Customer Invoice Proposal

task.

Select nondeferred customer contract lines.

Select projects that you already included on the customer invoice proposal.

To exclude transactions from prepayment consumption, you can select transactions individually, or select multiple transactions and use the

Exclude from Prepayment

mass action.

To exclude prepaid installments from the invoice proposal, on the

Prepaid

tab select the

Exclude

check box for those lines.

Refresh the customer invoice proposal when you:

Add a new line.

Change existing lines that impact the total invoice amount.

Remove a new line.

Security:

Process: Billing - Invoice Proposal
domain in the Customer Contracts and Project Billing functional areas.

Process: Project Billing - Invoice Proposal
domain in the Project Billing functional area.

Process: Invoice Proposal - Prepaid Installment
domain in the Customer Contracts and Project Billing functional areas. This domain provides access to modify prepaid installments on invoice proposals using the

Edit Customer Invoice Proposal

task.

(Optional) Add, edit, or preview customer invoice narratives. On either the

View Customer Invoice Proposal

report or

Edit Customer Invoice Proposal

task, select the

Invoice Narrative

tab.

When you select

Add

Edit