Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2024-05-03
Create Customer Invoices from Contracts

Create Customer Invoices from Contracts

Create:
  • A customer contract.
  • Custom references for ad hoc project transactions.
  • Billable transactions.
  • A consolidated billing schedule.
Security:
  • Process: Billing - Invoicing
     domain in the Customer Contracts and Project Billing functional areas.
  • Process: Project Billing - Invoicing
     domain in the Project Billing functional area.
You can consolidate across all billing schedules at the time of invoicing. You can consolidate billing installments, transactions, and usage-based transactions on customer invoices using consolidation grouping and invoice date options. You can also override the invoice date on an installment, and reconsolidate the charges using the new invoice date.
To create invoices, you can access either of these tasks:
  • Create Customer Invoices from Contracts
  • Schedule Create Customer Invoices from Contracts
  1. Access the
    Create Customer Invoices from Contracts
     task.
  2. As you complete the task, consider:
    Option Description
    Consolidation Options
    Select how you want to consolidate the invoices. Workday always uses the Customer and Billing Schedule consolidation option when the billing schedule contains prepaid lines.
    In addition to grouping invoices by consolidation options, Workday also groups invoices by these implicit consolidated fields:
    • Auto Submit Invoice
    • Bill-To Customer
    • Currency
    • Invoice Date
    • Invoice Type
    When invoices don't share the same values for the implicit consolidated fields, Workday won't consolidate them regardless of which consolidation options you select.
    Additional Consolidation Grouping
    Workday groups the consolidation option you select with the additional consolidation grouping options on the same invoice.
    Example: Select
    Customer
     from the
    Consolidation Options
     prompt and
    PO Number
     to group installments and transactions with the same customer and purchase order number on the same invoice.
    You can set up additional consolidation grouping options by accessing the
    Enable Ad Hoc Project Transaction Custom References
     task and selecting the
    Enabled
     and
    Consolidated Billing
     check boxes for the custom references that you want to add.
    Invoice Date Options
    Select:
    • Override Blank Transaction Invoice Date
       to update all transaction invoice dates.
    • Override All Invoice Dates
       to update all installment and transaction invoice dates.
    The
    Number of Days Before or After Run Date
     field displays when you select
    Run Date
     from either of the previous prompts.
Workday creates customer invoices for installments and transactions using the consolidation and invoice date options that you specify.
When you generate customer invoices from contracts with a negative amount due, Workday automatically creates credit adjustment documents linked to the billing schedule. When an invoice has retention, Workday instead creates a customer invoice with the negative amount.
When you enable the
Invoice Prepaid Installments with Other Transaction Types
 check box on consolidated billing schedules and create customer invoices from contracts, Workday automatically bills prepaid installments on the same invoice as other installments and transactions. Once you consume a prepaid installment, you can't cancel the associated customer invoice.
When you approve the customer invoices, Workday creates accounting using the dimensions that you configure in the account posting rules. Example: For the Deferred Revenue and Unbilled Receivables account posting rules, you can configure Customer Group or Project Hierarchy. You can also configure custom organization and custom worktag dimensions.