Customers
Workday’s Customers functional area covers management of customer accounts, contracts, and invoicing, as well as processing of customer payments and collections.
Related Learning Hubs:
Customer Account and Contracts/Billing
Customer accounts in Workday include the customer’s profile information, bill-to contacts, and all contracts and invoicing activity associated with the customer. Cost Center Customer Specialists and Central Office Accounts Receivable users can create customers, create customer invoices and customer contracts, and generate billing schedules.
Terminology
- Credit and Rebill – Credit and rebill is a process in Workday that allows Cost Center Customer Specialists to correct an invoice that has been paid and to submit a rebill invoice.
Tasks
- Create Customer – This task is used to initiate a customer account by entering the customer’s profile information into Workday.
- Create Customer Invoice – This task is used to create customer invoices in Workday.
- Create Customer Contract – This task allows Cost Center Customer Specialists to create customer contracts, which can then be used to create billing schedules.
- Create Billing Schedule for Customer Contract – This task creates a billing schedule from a customer contract, which can then be used to generate billing installments and invoices.
- Create Request – Cost Center Customer Specialists can use the Create Request task to initiate a Customer Profile Change Request when a customer’s profile needs to be updated.
Reports
- View Customer – Cost Center Customer Specialists can use this report to search for a specific customer.
- Find Billing Schedules – This report allows Cost Center Customer Specialists to search for billing schedules associated with one or more customer contracts.
- Find Customer Contract Lines by Organization – Cost Center Customer Specialists can run this report to access customer contracts for their organization.
- Find Customer Invoice Lines by Organization – Cost Center Customer Specialists can run this report to access customer invoices for their organization.
This table includes the relevant course(s). You can enroll in courses at any time on the On-Demand Courses page.
| Course Title | Description |
|---|---|
| Customer Accounts and Contract/Billing | This course helps you understand managing customer accounts and customer contract/billing in Workday. You will learn how to create/maintain customer accounts, invoices, and contracts which can be used for invoice automation for recurring billing. |
Customer Payments and Collections
Customer payments and collections in Workday encompasses recording and applying customer payments, creating deposits, recording customer overpayments, processing refunds, and writing off bad debt.
Tasks
- Record Customer Payment – This task documents in Workday that a customer payment has been received.
- Create Customer Refund – Central Accounts Receivable users can use this task to create customer refunds from on-account payments or customer invoice adjustments.
- Print Dunning Letters – AR Operations Leads can use this task to print dunning letters to remind customers about the status of overdue invoices.
- Write Off Bad Debt – AR Operations Leads can use this task to write off outstanding debt and send it to collections.
Reports
- Receivables Aging Detail Standard Report – This report displays outstanding customer invoices, including the Aging Days, which can be used to identify invoices eligible to be sent to collections.
- RPT 335 RECEIVABLES Customer Invoice Writeoff Report – This report displays completed writeoffs. It should be sent to the state’s collections department on a monthly basis by the AR Operations Lead.