Create Recurring Supplier Invoices

For recurring invoices with variable amounts, route invoices for review and enable users to change amounts as necessary.

Include the Review Supplier Invoice
action step in the Supplier Invoice Event
business process. Add a condition rule that checks for Variable
recurring supplier invoices.

Set up supplier payment terms.

Configure the Recurring Supplier Invoice
business process and security policy in the Supplier Accounts functional area.

Define a supplier invoice template to create supplier invoices for goods and services your company incurs regularly. Determine whether recurring supplier invoices have Fixed
or Variable
installment amounts.

Access the

Create Recurring Supplier Invoice

task.

In the

Invoice Information

fields, specify header details.

Workday populates the

Currency

from the supplier. If the supplier doesn't have a default currency, then Workday populates the

Currency

from your company settings. The currency you select must be acceptable to the supplier.

Complete the fields in

Terms and Amounts

Option	Description
Payment Terms	Select the payment terms for this contract. Example: 2% 10, net 30 or Net 45 .
Fixed	Select if the invoice amounts are constant and users can't change the installments.
Variable	Select if you want to enable changing the Unit Cost , Quantity , or Extended Amount of installments.
Frequency Type	Select the frequency for recurring invoices, such as monthly or quarterly.
Separate Payment	Select to pay the invoice separately during a settlement run. You can populate this check box on all invoices for a supplier by selecting the Always Separate Payments check box in the supplier payment details or default remit-to connection.
Default Tax Option	Workday populates this value from the company accounting details. Workday automatically populates the tax option at the line from the header, but you can override it at the line level.
Default Tax Code	Workday populates the default tax code from the supplier. You can enter a different tax code if needed. Workday automatically populates the tax code at the line from the header, but you can override it at the line level. If you use a third-party tax service integration, Workday hides the field to support tracking and reporting on third-party tax calculations. You can set up a third-party service integration on the Edit Company Tax Details task.
Default Withholding Tax Code	Workday populates the default withholding tax code from the supplier profile. You can enter a different withholding tax code if needed. Workday automatically populates the withholding tax code at the line from the header, but you can override it at the line level.
Effective Date	Enter the date that this recurring supplier invoice is effective.
First Invoice Date	Specify the date to issue the first invoice.
End Date	Specify the date the recurring supplier invoice ends to ensure additional invoices won't process. Skip this field to calculate the end date based on Total Amount .
Total Amount	Specify a total if you haven't specified a Contract End Date . The total amount calculates the sum of all recurring installments against the total amount and enforces the amount limit.

Complete the fields on the

Recurring Invoice Lines

tab:

Option	Description
Company	If you select a different company than the company on the header, you must set up intercompany relationships to enable transactions between them.
Item	Either select an Item or Spend Category . There must be a currency conversion rate loaded into Workday if the currency associated with the item is different from the currency in the header. If you create a zero-cost recurring supplier invoice, you can add free items to a purchase when you have recurring invoice contracts.
Item Description	If you selected an Item , you can overwrite the Item Description .
Tax Applicability	Indicates whether the line is taxable and, if taxable, its recoverability. You can use tax applicability to filter transactions in reporting. It automatically populates from the item-specific tax rule based on ship-to address, first by purchase item and then by spend category. If there's no match, it automatically populates from the purchase item. Otherwise, it automatically populates from the spend category.
Tax Code	If taxable, the code automatically populates from the Default Tax Code on the header, which you can override.
Withholding Tax Code	The code automatically populates from the Default Withholding Tax Code on the header, which you can override.
Tax Recoverability	Workday automatically populates the recoverable percentage on the transaction line based on the specified tax applicability and tax code. You can override this selection. When you specify the tax recoverability, Workday applies the recoverable percentage and the allocation method to the tax amount for tax rates within a tax code. Use the Maintain Tax Recoverabilities task to specify the tax recoverability of multiple tax rates for each tax code.
Tax Option	Select Calculate Self-Assessed Tax when suppliers or payees don't charge tax. This option enables you to post your tax liability to a separate ledger account. Otherwise, select Calculate Tax Due to Supplier to post the tax payment made to the supplier or payee.
Quantity	Specify a Quantity for an installment.
Unit Cost	Enter the cost for each unit.
Extended Amount	If you select a quantity and unit cost, Workday calculates the extended amount; otherwise, you can enter a total amount.
Memo	Enter a specific memo for this invoice line.
Worktags	Select one or more Worktags , such as cost center and location.

(Optional) As you complete the

Currency Rate

tab, consider:

For foreign currency invoices, you can make adjustments to achieve a different conversion rate. Any changes you make on the

Currency Rate

tab register in the

Effective Currency Rate

field, that displays the rate used for accounting to convert installment amounts to ledger currency. Any overrides that you enter trigger the selection of the

Rate Override

check box.

Option	Description
Currency Rate Type Override	Select an option to override the default rate type used to look up the exchange rate.
Currency Rate Date Override	Select a date to override the default rate date used to look up the exchange rate.
Currency Rate Manual Override	Enter a currency rate to override the exchange rate or provide a rate when a default rate isn't available.
Defaults	This section displays the tenant default currency rate based on the invoice date.

Once the recurring supplier invoice is approved, the

Scheduled Installments

tab displays pending and paid installments.

From the

Scheduled Installment

related actions:

Generate the next supplier invoice.

Skip the installment.

Create Recurring Supplier Invoices Manually

Steps: Set Up Withholding Taxes