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Administrator Guide
Last Updated: 2026-03-13
Create Consolidated Student Sponsor Invoices

Create Consolidated Student Sponsor Invoices

You must have 2 or more student sponsor contract invoices of Unpaid or Partially Paid status that aren’t already included in a consolidated invoice.
Security:
Manage: Student Sponsor Contract Invoicing
 domain in the Student Financials functional area.
You can group multiple approved, unpaid, or partially paid invoices for a sponsor across different student sponsor contracts into a single consolidated document. This process improves efficiency when managing large volumes of invoices and provides a consolidated view of sponsor obligations.
  1. Access the
    Create Consolidated Student Sponsor Invoice
     task.
  2. Complete the header:
    Option Description
    Academic Unit
    Select the academic unit you want to use for the consolidated invoice.
    Academic Level
    Select an academic level to filter the students included in the consolidated invoice.
    Sponsor
    Select the sponsor for the consolidated student sponsor invoice.
    Sponsor Contract
    Select the sponsor contract you want to use for the consolidated student sponsor invoice. The available options depend on the academic unit, academic level, and sponsor chosen.
  3. Click
    OK
    .
  4. In the invoices grid, select between 2 and 1,000 invoices.
    Workday includes invoices that are approved and a payment status of unpaid or partially paid. Workday excludes invoices that are canceled, in progress, fully paid, or adjusted to zero.
  5. Click
    OK
    .
Workday creates the consolidated student sponsor invoice and displays the individual invoice lines and worktags.
After you create a consolidated student sponsor invoice, you can perform these tasks:
  • Print the document using the
    Print Consolidated Student Sponsor Invoices
     task.
  • Apply payments to the student sponsor invoices in the consolidated document using the
    Apply Student Sponsor Payment
     task. When you apply for a payment, the payment status of the individual student sponsor invoices updates. As a result, the payment status of the consolidated invoice also updates.
  • Create custom layouts for printed consolidated invoices using the
    Create Consolidated Student Sponsor Invoice Layout
     task.
You can use the
Cancel Consolidated Student Sponsor Invoice
 task to cancel a consolidated invoice. This task requires security access to the Manage: Student Sponsor Invoice - Cancel domain. You can cancel a consolidated student sponsor invoice when:
  • Some or all student sponsor invoices are partially paid.
  • Some, but not all, student sponsor invoices are fully paid.
  • Some, but not all, student sponsor invoices are adjusted to 0 through credit adjustments.
You can’t cancel a consolidated student sponsor invoice when all student sponsor invoices are fully paid and the consolidated invoice payment status is
Paid
.
When you cancel the consolidated invoice, the student sponsor invoices in the consolidated invoice become eligible again to be included in another consolidated student sponsor invoice.