Skip to main content
Documentation
Documentation
Administrator Guide
Last Updated: 2026-03-13
Create New Invoices for Student Sponsor Contract

Create New Invoices for Student Sponsor Contract

  • Configure the
    Student Sponsor Invoice Event
     business process and security policy in the Student Financials functional area.
  • Security: Manage: Student Sponsor Contract Invoicing
     domain in the Student Financials functional area.
You can use a student sponsor invoice to record a billing event and create receivables accounting for a sponsor based on the terms of a student sponsor contract. You can create a student sponsor invoice for:
  • Tuition and fees billed to a sponsor.
  • Specific contract lines within a student sponsor contract.
  • Adjustments to previous billings.
Workday generates accounting journals using the student sponsor invoice and posts them to the ledger accounts you configure in your account posting rules.
  1. Access the
    Find Student Sponsor Contracts
     report.
  2. Click a student sponsor contract, and then click
    Create New Invoices
    .
  3. Complete the task:
    Option Description
    Bill-To Contact
    Workday displays contacts from the sponsor profile. If you don't define a default bill-to contact for a sponsor, Workday leaves this field blank.
    These contacts receive student sponsor invoice emails.
    Bill-To Address
    Select the address you want to use for the student sponsor invoice. The prompt includes only addresses associated with the selected sponsor.
    Invoice Type
    You can use the
    Edit Student Sponsor Invoice Layout Rule
     task to configure invoice types to select on this prompt
    Invoice Date
    Workday uses this date to post the invoice to the first open ledger period.
  4. In the
    Contract Lines
     grid, select the checkbox for each line you want to invoice.
    Each selected line generates a separate invoice.
  5. Click
    OK
    .
When you submit the invoice, Workday initiates the
Student Sponsor Invoice Event
 business process. Once the process completes and the invoice is approved, Workday changes the status to
Approved
 and creates the accounting entries.
Draft invoices remain in
In Progress
,
Approved
, or
Canceled
 status. Standard customer account validations do not apply to student sponsor invoices, so unrelated Financials validation rules don’t interrupt automated sponsor billing.
  • Add Note
    ,
    Cancel
    ,
    Manage Attachments
    ,
    Print Student Sponsor Invoices
    , or
    Edit Approved Invoice
     tasks from the related action menu of an invoice to modify it.
  • Access the
    Create Consolidated Student Sponsor Invoice
     task to group multiple invoices for a single sponsor into 1 document.
  • Access the
    View Student Sponsor Contract
     report to see linked invoices. You can also access these reports to track and monitor student sponsor invoices:
    • Find Student Sponsor Invoices
       to view individual invoice details, including payment status, due dates, and associated sponsor information.
    • Find Consolidated Student Sponsor Invoices
       to track invoices that we have grouped into a single consolidated document.
    • Find Student Sponsor Contract Lines Requiring Rebilling
       to identify contract lines that require adjustments or re-invoicing due to changes in contract amounts.
    • Find Student Sponsor Invoice Printing Run Groups
       to monitor the delivery and bulk printing status of your invoice batches.
  • Print or email the invoices to the sponsor.
  • Apply sponsor payments to the new student sponsor invoices.
  • Select
    Student Sponsor Contract
    Sync up Invoices with Contract Line Amounts
     from the related actions menu of a student sponsor contract to correct invoice amounts after you’ve invoiced sponsors. See Sync Invoices and Contract Lines.
  • Select
    Student Sponsor Contract
    Edit
    from the related action menu of the contract to adjust line amounts.