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Administrator Guide
Last Updated: 2024-10-04
Steps: Create Credit and Rebill Customer Invoices for Customer Contracts

Steps: Create Credit and Rebill Customer Invoices for Customer Contracts

Create:
  • A customer contract.
  • Billable transactions.
  • A billing schedule for the customer contract.
  • Customer invoices from contracts.
When you bill a customer invoice amount incorrectly and want to create 1 corrected invoice, you can configure Workday to credit the original invoice and create a new rebill invoice. Workday only supports full credit adjustments and full rebill installments.
  1. Unique invoice IDs enable you to comply with global accounting requirements. When you enable unique invoice IDs for credits, debits, and rebills, Workday creates and processes an adjustment with a unique invoice ID.
  2. Access the
    Edit Tenant Setup - Financials
     task.
    In the
    Customer Contracts Options
     section, select the
    Create and Submit Installment for Credit and Rebill
     check box to automatically create and submit new installments on the customer contract billing schedule when you create credit adjustments or credit and rebill customer invoices.
    Security:
    Set Up: Tenant Setup - Financials
     domain in the System functional area.
  3. Select
    Customer Invoice
    Create Credit and Rebill
    from the related actions menu of a customer invoice.
    The
    Create Credit and Rebill
     task is only available when:
    • The contract line is in
      Active
       status and is associated with a billing schedule in
      Approved
       status.
    • The customer invoice is in
      Approved
       status.
    • The customer invoice is in
      Unpaid
       status.
    • The customer invoice isn't created from interest and late fee calculation runs.
    • The customer invoice isn't direct intercompany.
    • The customer invoice isn't already linked to a credit adjustment or a rebilled invoice that's in
      Approved
       status or
      In Progress
       status.
    • Workday hasn't already created customer invoices from billing installments or billable transactions.
    • You enable the
      Create and Submit Installment for Credit and Rebill
       check box on the
      Edit Tenant Setup - Financials
       task.
    As you complete the task, consider:
    Option Description
    Invoice Lines To Copy
    (on the Create Credit and Rebill page)
    When you select to copy all the invoice lines, you can delete unneeded invoice lines on the rebill. When you adjust the rebill, Workday recommends that you also update the associated billing schedule to ensure that the amounts remain balanced.
    Bill-To Customer
    (on the Create Rebill page)
    To prevent users from changing the
    Bill-To Customer
    , create a custom validation.
    Workday doesn't support credit and rebill for:
    • Award contracts or student contracts.
    • Contract line fee, minimum commitment, prepaid billing using nonconsolidated billing schedules, order fulfillment, or retention.
    Configure the
    Customer Invoice Event
     business process and security policy in the Customer Accounts functional area.
Workday:
  • Automatically approves the
    Billing Schedule Event
     business process for credit and rebilled installments. You can also use the
    Rebilled Installment from Credit Adjustment
     report field in condition rules to define how Workday routes credit adjustments through the
    Billing Schedule Event
     business process.
  • Creates and applies a credit adjustment to the original invoice and creates a new rebill invoice. The new rebill invoice goes through the same business process approval as new invoices.
  • Rebills transaction-based invoices.
When you create a credit adjustment or credit and rebill:
  • An invoice, Workday displays the credit adjustment and rebill invoice in the
    Customer Invoices
     tab on the customer contract billing schedule. You can view the credit adjustment and rebill invoice in the
    Customer Invoices
     tab regardless of whether you enable the
    Credit and Submit Installment for Credit and Rebill
     check box on the
    Edit Tenant Setup - Financials
     task.
  • A prepaid installment, Workday displays the credit adjustment and rebill installment in the
    Prepaid
     tab on consolidated customer contract billing schedules.
When you view the credit adjustment or rebill invoice, Workday links to the associated billing schedule in the
Billing Schedule
 field.
If you enabled unique invoice IDs, Workday creates and processes the adjustment with a unique invoice ID to comply with global accounting requirements. If you didn't enable unique invoice IDs, Workday uses this naming convention so that you can easily track credited and rebilled invoices:
  • The credit adjustment appends
    CR
     to the original invoice number. If there are multiple credit adjustments, Workday numbers them sequentially. Example: 9531CR, 9531CR2, 9531CR3.
  • The rebill invoice appends
    RB
     to the original invoice number. Example: 9531RB. Multiple rebill invoices follow the same naming convention as multiple credit adjustments.