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Administrator Guide
Last Updated: 2023-10-06
Steps: Use Prenotes

Steps: Use Prenotes

Set up your bank accounts for electronic payments.
You can reduce the number of Automated Clearing House (ACH) payment rejections by sending prenote transactions to validate electronic banking information.
  1. Access the
    Edit Tenant Setup - Financials
     task.
    Specify an ID generator for the prenote run.
    Security:
    Set Up: Tenant Setup - Financials
    domain in the System functional area.
  2. Add a
    Batch/Job
     step on the
    Prenote Run Event
     business process, specify
    Prenotes Create (Job)
    , and select users with appropriate security access.
    See Edit Business Processes.
  3. (Optional) Configure the
    Payment Election Enrollment Event
     business process to issue prenotes when workers or students add or change bank accounts on payment elections.
    Add a
    Service
     step before the completion step and specify
    Prenote of Worker Bank Accounts if New or Changed
    . To issue prenotes selectively, include an entry condition rule.
    To issue prenotes for worker or student bank accounts, you must configure this step.
    See Edit Business Processes.
    1. Add
      Prenote Payment
       to the primary or additional purposes in the
      Bank Account Usage
       section.
    2. Configure the payment type and payment category for your prenotes on the
      Settlement Setup
       tab to automate prenote payments from your company bank account. If you leave the
      Payment Category
       field blank, Workday applies the configurations to all payment categories for the payment type selected. Example: If you define settlement setup for ACH payment types and leave the
      Payment Category
       field blank, Workday applies the configurations to all ACH payments, including prenote payments.
      If you don't configure the
      Settlement Setup
       tab for prenotes, you'll need to manually send the prenote payment files to your bank.
  5. Configure override payment types for the bank accounts for workers or student refunds. Workday uses the override payment type when prenotes return with these statuses:
    • Error
    • In Progress
    • Pending
    When a prenote returns with the status of
    Error
    , the worker or student must update their payment elections. If you haven't selected an override payment type for errors, Workday rejects the payment, requiring you to process it manually.
  6. Configure the
    Blocked Prenote Statuses
     field on the
    Student Payment Settings
     tab.
  7. (Optional) Access the
    Change Customer Banking
     task to enable prenotes for customer payments.
    Select
    Requires Prenote
     for the settlement bank account.
    Configure the
    Customer Banking Change Event
     business process and security policy in the Customers functional area.
  8. (Optional) Access the
    Change Supplier Settlement Bank Account
     task to enable prenotes for supplier payments.
    Select the
    Requires Prenote
     check box for the settlement bank account.
    Configure the
    Supplier Settlement Bank Account Change Event
     business process and security policy in the Suppliers functional area.
  9. (Optional) Enable prenotes for any of these payee types:
    • Ad hoc payees.
    • Miscellaneous payees.
    • Sponsors.
    • Tax authorities.
    Select the
    Requires Prenote
     check box for the settlement bank account on the
    Settlement Bank Account
     profile group.
  10. Create or schedule a prenote run.
    You can:
    • Access the
      Schedule Prenote Run
       task.
      Security:
      • Process: Customer Invoice Payment/Settlement
         in the Customer Accounts functional area.
      • Process: Customer Refund Settlement
         in the Customer Accounts functional area.
      • Process: Expense Report Payment/Settlement
         in the Expenses functional area.
      • Process: Payroll Settlement
         in the Core Payroll functional area.
      • Process: Pending Student Refund/Settlement
        in the Student Financials functional area.
      • Process: Settlement
        in the Banking and Settlement functional area.
      • Process: Student Payment/Settlement
         in the Student Financials functional area.
      • Process: Student Sponsor Refund/Settlement
        in the Student Financials functional area.
      • Process: Supplier Invoice Payment/Settlement
        in the Supplier Accounts functional area.
  11. (Optional) Access the
    Update Prenotes
     task.
    Update prenote payment statuses manually. Example: When the receiving bank returns exceptions, you can mark individual prenote payments as errors and cancel or reverse the accounting.
When you generate a prenote run, Workday:
  • Generates the prenote payments as payment files separate from the settlement run.
  • Sends the prenote payment to your bank based on the integration system set up in the
    Settlement Setup
     section of the company bank account.
Use these reports to track information on your prenote runs:
  • Find Prenote Run
    : View manually created prenote runs.
  • View Scheduled Runs
    : View and edit scheduled prenote run instances.