Customer Accounts: Record and Apply a Customer Payment in Workday

This guide will show users how to find an approved invoice and record and apply a customer payment to the invoice.

Step 1: In the Workday search bar, enter Find Customer Invoices and select Find Customer Invoices for Company task.

The Workday search bar showing "Find Customer Invoices" in the text field with the "Find Customer Invoices for Company" task highlighted.

Step 2: Enter desired search terms and select OK.

The Find Customer Invoices for Company screen shows the search parameters and filters. At the bottom of the screen is a white Cancel button and a highlighted OK button.

Step 3: Select Related Actions (three dot icon) next to the approved invoice in the search results. Select Customer Payment in the Actions menu, then Record.

The Related Actions icon is highlighted next to the specific invoice. The Actions menu is shown with the Customer Payment menu opened and showing the Record option.

The Record Customer Payment screen appears.

The Record Customer Payment screen shows editable fields under four sections: Payment Information, Payment Options, Deposit Information, and Remittance Advice. Any required fields are marked with a red asterisk.

Step 4: Select the type of payment to record from the Payment Type dropdown menu.

The Payment Type field in the Payment Information section is open to show the dropdown menu and the options listed.

Step 5: If the Payment Type is a check, you must enter Check Number information into the Payment Reference field. Please enter the Check # only.

The Payment Information is shown with the Payment Reference field highlighted with information entered.

Step 6: Enter Total Payment Amount and use the Memo field to enter any additional information.

The Payment Information field is shown with the Total Payment Amount, Payment Reference, and Memo fields highlighted and information entered.

Step 7: Under Payment Options, select Ready to Auto-Apply box to automatically apply the payment to the invoice.

The Payment Options section is shown with the Ready to Auto-Apply box checked and highlighted.

Step 8: If needed, use the Remittance Advice section to fill in the Amount to Pay. For additional remittance information, select the + icon with Other Remittance Information and fill in all supplemental information.

Step 9: Click Save and Apply Payment to directly submit the payment for approval.

Select Save Payment to save the payment information and apply later. In the next screen, Apply Customer Payment, ensure the correct invoice is selected and click Submit.

Three buttons are shown: a highlighted blue Submit button and two white buttons, Save for Later and Cancel.

Once the payment is approved, you will receive a notification to take checks and cash to the Office of Students Accounts within 48 business hours. Click on the link next to ‘Details’ and click on the PDF icon in the next screen to print out the page and bring to Student Accounts along with the cash/checks.

The Customer Payment approval page shows that the submitted customer transaction has been approved. At the bottom of the screen is the highlighted Details link.

The View Event: Customer Payment details page shows the information about the process, status, and details of the Customer Payment submitted. On the right side, the PDF icon is highlighted.

ACH payments will be recorded by the Controller’s Group.

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