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Administrator Guide
Last Updated: 2023-06-23
Create Amortization Schedules and Installments for Prepaid Supplier Invoices

Create Amortization Schedules and Installments for Prepaid Supplier Invoices

  • Configure the
    Prepaid Spend Amortization Schedule Event
     business process and security policy in the Supplier Accounts functional area.
  • Specify
    Schedule
     as the
    Prepaid Amortization Type
     in the supplier invoice
    Prepaid Details
     tab.
You can generate installments for prepaid amortization schedules. Consider that:
  • If you set up amortization schedules for a supplier invoice related to a purchase order, Workday automatically populates the supplier invoice amortization schedule from the purchase order, but you can change it as needed.
  • If you generate prepaid amortization installments before approving the supplier invoice, Workday clears the installments as a safeguard in case you change invoice line extended amounts during the review step.
  • You can use the Submit Prepaid Spend Amortization Schedule web service to create custom schedules for prepaid spend amortizations.
  1. From a saved or submitted supplier invoice, select the
    Create Prepaid Spend Amortization Schedule
     related action or access the
    Supplier Invoice Workbench
    .
  2. As you complete the task, consider:
    Option Description
    Frequency
    Select a
    Frequency
     for generating installments, such as
    Quarterly
     or
    Monthly
    .
    Number of Installments
    Enter the number of installments for the amortization schedule.
    Schedule On Hold
    Check to place the schedule on hold, which prevents amortization accounting from processing.
    You can release schedules from the
    On Hold
     status when you're ready to process amortization accounting.
    Prepaid Amortization Date
    • Use Invoice Date
       - The schedule begins on the invoice start date.
    • From Date
       - Amortization begins on the date you specify.
      Example: Specify July 1 to amortize the first installment 7/1 and subsequent installments on the first of the next scheduled installment period.
    Add Lines
    Check
    Add Lines
     for each prepaid line or line split for the schedule.
    You can create multiple schedules for the supplier invoice if you require different installment details for groups of lines. You can also create a schedule for a single line.
  3. Click
    Save and Continue
    .
  4. Select:
    • Generate Installments
      If you generate installments, you can't change completed or amortized installments on a prepaid spend amortization schedule in draft status.
    • Edit Schedule
      Update installment and date information,
      Add Lines
      , or
      Remove Lines
       on the amortization schedule.
    • Put Schedule On Hold
       or
      Release Schedule From Hold
  5. Click
    Customize Installments
     to modify installment dates and amounts. Consider that you can:
    • Customize installments on a prepaid spend amortization schedule in draft status.
    • Change worktags on available installments without affecting completed installments.
    • Not change billable worktags in prepaid installments.
    • Not change billable project worktags in available installments, to prevent billing errors.
    When you change worktags on available installments, Workday:
    • Hides inherited worktags in the installments lines.
    • Populates the related worktags of the cost center restricted to a specific company if configured.
    • Supports worktag balancing.
    • Supports worktag validations in the installment lines based on your supplier invoice setup.
  6. Create additional amortization schedules for prepaid lines on the invoice as needed.
  7. Click
    Submit
    .
  • Access a schedule to view related installments from the supplier invoice
    Prepaid Details
     tab.
  • View amortization accounting from the
    Accounting
     related action of a posted amortization installment.
Release available prepaid spend amortization installments and generate accounting:
  • Use the
    Schedule Prepaid Spend Amortization Installments
    task to schedule amortization installments.
  • From the
    View Prepaid Spend Amortization Schedule
     report, select the
    Prepaid Spend Amortization Installment
    Amortize
     related action from an installment.