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Workday

The Workday modules allow you to monitor, create, update, list, retrieve, and delete the invoices in your Workday account.

Getting Started with Workday

Prerequisites

• A Workday account – you can create one at workday.com.

Note

The module dialog fields that are displayed in bold (in the Ibexa Connect Ibexa Connect, not in this documentation article) are mandatory!

Connecting Workday to Ibexa Connect

1. Log in to your Workday account.

   

2. In the Host Name, enter your Workday account's hostname. If your account's URL address is www.xyz.workday.com, then your hostname is xyz.

3. In the Tenant ID field, enter your account's Organization ID. You can find it at Your Profile Icon > My Account > Organization ID.

4. In the Username and Password fields, enter your Workday account credentials. Click Continue.

The connection is established.

Supplier Invoices

Search Supplier Invoices

Retrieves a list of supplier invoices filtered by criteria.

Supplier	Add the Supplier IDs whose invoices you want to search.
Company	Add the Company Reference IDs whose invoices you want to search.
Supplier Status	Add the Supplier Status of the invoices you want to search.
Invoice Date On or After	Enter (map) the date to search the invoices that have the date on or after the specified date.
Invoice Date On or Before	Enter (map) the date to search the invoices that have the date on or before the specified date.
Purchase Order	Add the Purchase Order Reference ID to search the invoices the math the specified purchase orders.
Supplier Hierarchy	Add the Supplier Reference ID to search the invoices that match the specified reference ID.
Invoice on Hold	Select whether you want to include the invoices in the search that are on hold.
Intercompany Invoice	Select whether you want to include the invoices in the search that are related to intercompany.
Payment Status	Add the payment status to list the invoices that match the specified status.
Created By Worker	Add the workers to search the invoices that were created by the specified workers. You can search the workers by their Employee ID or Contingent Worker ID.
Approving Worker	Add the approving worker for the invoice to search the invoices based that match the specified worker.
External PO Number	Enter (map) the external purchase order number of the invoice to search the invoices that match the specified PO number.
Invoice Status	Add the invoice status to search the invoices that match the specified status.
Limit	Set the maximum number of invoices Ibexa Connect should return during one execution cycle.

Create a Supplier Invoice

Creates a new supplier invoice.

Company Reference ID	Enter (map) the Company Reference ID to which the invoice belongs.
Supplier ID	Enter (map) Supplier ID associated with the invoice.
Contingent Worker ID	Enter (map) Contingent Worker ID associated with the invoice.
Payment Terms ID	Select or map the Payment Terms ID applicable to the invoice. Payment Terms are the rules for establishing when invoice payment is due and whether discounts are eligible to be taken or given for early payment. If no payment terms are specified, Workday will populate this with the customer's default payment terms if one is defined. Workday will automatically determine the due date and discount date based on the invoice date and payment terms.
Currency ID	Select or map the applicable Currency ID for the invoice.
Invoice Number	Enter (map) the invoice number. If adding a new invoice, then ensure to make the invoice number the same as Reference ID.
Gapless Document Number	Enter (map) the gapless document number on the supplier's invoice.
Invoice Date	Enter (map) the date on the invoice.
Submit	Select whether you want to submit the invoice for approval.
Locked in Workday	Select whether the invoice is locked in the Workday system.
Invoice Received Date	Enter (map) the date on which the invoice is received.
Accounting Date Override	Enter (map) the date to override the accounting date.
Control Amount Total	Enter (map) the expected invoice total including tax. An invoice cannot be submitted for approval if it has a non-zero control total that does not equal the sum of the extended amount for all invoice lines plus tax.
Freight Amount	Enter (map) the freight amount applicable to items in the invoice.
Other Charges	Enter (map) the details of other charges.
Worktag Allocation Template ID	Enter (map) the Worktag Allocation Template ID of the invoice.
Tax-Only	Select whether you want to mark the invoice as tax-only.
Due Date Override	Enter (map) the date after which you want to override the date used to look up the currency conversion rate. The default date is normally the same as the invoice date.
Payment Type ID	Select or map the Payment Type ID of the invoice/
Tax Option ID	Select or map the default Tax Option ID for the invoice.
Default Tax Code	Add the default tax code applicable to the invoices.
Withholding Tax Code ID	Select or map the Withholding Tax Code ID.
Address ID	Select or map the Address ID of the invoice to which the item should be shipped.
On Hold	Select whether this invoice is on hold.
Supplier Document Received	Select whether the supplier documents for this invoice are received.
Suppliers Invoice Number	Enter (map) the supplier's invoice number.
External PO Number	Enter (map) the external purchase order number of the invoice.
Referenced Invoices	Add the referenced invoices applicable to this invoice.
Invoice Type ID	Enter (map) the Invoice Type ID.
Supplier Contract ID	Search and add the Supplier Contract ID of the invoice.
Memo	Enter (map) the transaction header text which will be printed on the delivered transaction.
Employee ID	Enter (map) the Employee ID who has requested the invoice.
Contingent Worker ID	Enter (map) the Contingent Worker ID who has requested the invoice.
Invoice Line Replacement Data	Add the invoice line replacement data for the invoice:
External Supplier Invoice Source ID	Enter (map) the External Supplier Invoice Source ID of the invoice. By default, it considers the Web Service.
Cancel Accounting Date	Enter (map) the date on which the supplier invoice is canceled. Cancel Accounting Date is populated only when a Supplier Invoice is Canceled.
Invoice Accounting Date	Enter (map) the date for a Supplier Invoice Adjustment.
Payment Practices	Select whether the invoice eligible for the payment practices field to flag a Supplier Invoice for Payment Practices Reporting.
Budget Date	Enter (map) the date to override the Date on all supplier invoice lines and splits.
Tax Amount	Enter (map) the tax amount applicable to the invoice amount.
Withholding Tax Amount	Enter (map) the withholding tax amount of the invoice.
Document Link	Enter (map) the URL Address to the scanned image of the paper invoice.
Supplier Invoice Request ID	Enter (map) the Supplier Invoice Request ID who has requested the invoice.
Employee ID	Enter (map) the Employee ID who has requested the invoice.
Contingent Worker ID	Enter (map) the Contingent Worker ID who has requested the invoice.
Additional Reference Type ID	Enter (map) the Additional Reference Type ID that is encoded with key payment information on the invoice document.
Additional Reference Number	Enter (map) the additional reference number that is encoded with key payment information on the invoice document
Handling Code ID	This is the reference code of the payment handling instructions for the supplier invoice or supplier invoice adjustment.
Prepaid	Select whether this invoice is prepaid.
Prepayment Release Type ID	Select or map the Prepayment Release Type ID of the invoice.
Release Date	Enter (map) the date by when the items in the invoice should be released.
Frequency Behavior ID	Enter (map) the Behaviour ID for the invoice.
Number of Installments	Enter (map) the number of installment applicable for this invoice to complete the total payment.
Use Invoice Date	Select whether you want to use the invoice date for creating this invoice.
From Date	Enter (map) the date from which you want to use the invoice date.
Gross Invoice Amount	Enter (map) total gross invoice amount.
Total Amount Retained	Enter (map) the invoice amount kept pending.
Total Amount Released	Enter (map) the amount released for the invoice.
Retention Memo	Enter (map) the transaction header text which will be printed on the delivered transaction.
Currency Rate Type ID	Enter (map) whether you want to override the default Rate Type used to look up the currency conversion rate
Currency Rate Date Override	Enter (map) whether you want to override the date used to look up the currency conversion rate. The default date is normally the same as the invoice date.
Currency Rate Manual Override	Enter (map) whether you want to allows to directly override the currency conversion rate that will be used.
Document Currency Conversion Rate	Enter (map) the currency conversion rate for the accounting document ledger. This information is for outbound purposes only and is not processed on inbound Workday Web Services requests.
Rate Override	Enter (map) an indicator to whether the currency exchange rate has been overwritten or not. For example, Yes. This information is for outbound purposes only and is not processed on inbound Workday Web Services requests.
Currency Rate Lookup Override	Enter (map) the currency exchange rate derived based on the currency rate type override or currency rate date override. This information is for outbound purposes only and is not processed on inbound Workday Web Services requests.
Manual Override Percent	Enter (map) the percentage of the currency rate manual override against the default currency rate. This information is for outbound purposes only and is not processed on inbound Workday Web Services requests.
Default Rate Type	Enter (map) the default rate type applicable to the invoice when used for foreign currencies. This information is for outbound purposes only and is not processed on inbound Workday Web Services requests.
Rate Basis Date	Enter (map) a basis date to derive the currency exchange rate applicable to the invoice. This information is for outbound purposes only and is not processed on inbound Workday Web Services requests.
Default Currency Rate	Enter (map) the currency rate applicable to the invoice.
Attachment Data	Add the attachment to the invoice: Content Type Enter (map) the attachment content type. For example, HTML. File Name Enter (map) the attachment file name with extension. File Content Enter (map) the attachment content details. Encoding Enter (map) the encoding information available for the invoice. Compressed Select whether the attachment is a compressed file. Comment Enter any additional information about the attachment to share internally.
Tax Code Data	Add the ta code data: Tax Applicability ID Enter (map) the Tax Applicability ID for the invoice. Tax Code ID Select or map the Tax Code ID applicable to the invoice. Tax Amount Enter (map) the tax amount applicable to the invoice. Tax Rate Data Add the tax rate information.
Withholding Tax Code Data	Add the withholding tax code information: Withholding Tax ID Select or map the Withholding Tax ID applicable to the invoice. If left blank, Workday will consider the default withholding tax code from the invoice header, if there is one. Withholding Tax Amount Enter (map) the total tax amount for the withholding tax code. Withholding Tax Rate Data Add the withholding tax information.
Retention Release Line Data	Add the retention amount release line information of the invoice: Retention Release Line ID Enter (map) the retention Release Line ID of the invoice. WID Enter (map) the Purchase Order Number of the invoice. Amount Released Enter (map) the amount being released for the invoice.
Auto Complete	Select whether you want to complete the supplier invoice intercompany sub-process.
Skip	Select whether you want to skip the supplier invoice intercompany sub-process.
Business Process Comment Data	Add the comments for the invoice: Comment Enter (map) the comment text you want to add to the invoice. Worker Add the workers associated with the comment.
Business Process Attachment Data	Add the business process attachment data of the invoice: File Name Enter (map) the file name. File Content Enter (map) the details of the content in the file. Event Attachment Description Enter (map) the attachment details. Content Type Enter (map) the content type. For example, HTML. Event Attachment Category Enter (map) the attachment category.
Supplier Invoice Prepaid Amortization Schedule	Add the supplier invoice prepaid amortization schedule for the invoice: Prepaid Spend Amortization Schedule ID Select or map the prepaid spend amortization schedule ID. Frequency Add the frequency of the schedule. Number of Installments Enter the number of installments Use Invoice Date Select whether you want to include the invoice date for the schedule. From Date Enter (map) the date from which you want to add the invoice lines. Include All Available Prepaid Lines Select whether you want to include all the available prepaid lines Prepaid Supplier Invoice Lines Add the supplier invoice line IDs related to this invoice.
Tax Certificate Number	Add the tax certificate number of the invoice. Tax Certificate Number Enter (map) the withholding tax certificate number. Tax Authority Add the tax authority ID applicable to the invoice. Tax Category Add the tax categories applicable to the invoice. Last Updated Date Enter (map) the date on which the tax certificate number was last updated.
Work Queue Information Data	Add the work information for the invoice: Assignee Add the assignees of the work queue. Work Queue Tags Add the tags for the work queue. For example, new. Work Queue Notes Enter any additional information for the work queue which you want to add internally.

Get Supplier Invoices

Retrieves a list of supplier invoices with attachment data by their IDs.

Supplier Invoice ID	Add the Supplier Invoice IDs whose details you want to search.

Update a Supplier Invoice

Updates a supplier invoice by its ID.

Supplier Invoice ID	Select or map the invoice ID whose details you want to update.

See the Create a Supplier Invoice for field descriptions.

Cancel a Supplier Invoice

Cancels an existing supplier invoice by its ID.

Other

Make an API call

Performs an arbitrary authorized API call.

URL

Enter a path relative to https://{hostname}}.workday.com/ccx/service/{tenant}. For example: /Resource_Management/v35.2

For the list of available endpoints, refer to the Workday API Documentation.

Method

Select the HTTP method you want to use:

GET to retrieve information for an entry.

POST to create a new entry.

PUT to update/replace an existing entry.

PATCH to make a partial entry update.

DELETE to delete an entry.

Headers

Enter the desired request headers. You don't have to add authorization headers; we already did that for you.

Query String

Enter the request query string.

Body

Enter the body content for your API call.

Example of Use - Get Supplier Invoice

The following API call returns the specified supplier invoice from your Workday account:

URL: /Resource_Management/v35.2

Method: POST

Body:

               <bsvc:Get_Supplier_Invoices_Request>            <bsvc:Request_Criteria></bsvc:Request_Criteria>            <bsvc:Response_Filter>                <bsvc:Page>1</bsvc:Page>                <bsvc:Count>1</bsvc:Count>            </bsvc:Response_Filter>            <bsvc:Response_Group>                <bsvc:Include_Reference>0</bsvc:Include_Reference>                <bsvc:Include_Attachment_Data>0</bsvc:Include_Attachment_Data>            </bsvc:Response_Group>        </bsvc:Get_Supplier_Invoices_Request>

Matches of the search can be found in the module's Output under Bundle > Body. In our example, 1 supplier invoice is returned: