Workday Financial Management

Modified on Tue, 13 Aug at 9:44 AM

With Workday Financial Management modules in Make, you can monitor, create, update, list, retrieve, and delete the invoices in your Workday account.

Note

To use Workday in Make, you must have the Enterprise plan.

All Enterprise apps are currently labeled as premium tier 3 in Make.

Refer to the Workday Financial Management API documentation and Workday Resource Management API documentationfor a list of available endpoints.

Connect Workday Financial Management to Make

You can establish two types of connection between Workday Financial Management and Make: with user credentials or OAuth2.

Establish the connection with Workday Financial Management in Makevia User Credentials

To establish a connection with user credentials:

Log in to your Make account, add a Workday Financial Management module to your scenario, and click Create a connection.
In the Connection type dropdown, select Workday Financial Management.
Enter your Host URL Address. For example, https://HostName.workday.com. Do not include a trailing slash.
Enter your Tenant ID. This can be located in your account URL address as follows: https://HostName.workday.com/TenantID/d/home/html.
In the Username and Password fields, enter the Workday Financial Management login credentials with API access.
Click Save.

You have successfully established the connection. You can now edit and add more Workday Financial Management modules. If your connection requires reauthorization, follow the connection renewal steps here.

Establish the connection with Workday Financial Management in Makevia OAuth2

Before establishing an OAuth2 connection, your Workday system administrator must complete the steps in the Set Up Workday Financial Management for OAuth2 Connections section to generate client credentials and refresh tokens.

Log in to your Make account, add a Workday Financial Management module to your scenario, and click Create a connection.
In the Connection type dropdown, select Workday Financial Management OAuth2.
Enter your Host URL Address. For example, https://HostName.workday.com. Do not include a trailing slash.
Enter your Tenant ID. This can be located in your account URL address as follows: https://HostName.workday.com/TenantID/d/home/html.
In the Client ID and Client Secret fields, enter your client credentials.
Enter the Refresh Token for the connection, provided by your Workday system administrator. Each connection should have its own refresh token as sharing tokens may result in connections being broken.
Workday system administrators can generate tokens in Workday > View API Clients > Manage Refresh Tokens for integrations.
Set the Access Token Expiry in Seconds, provided by your Workday system administrator. This value must be the same as the token expiry settings in Workday.
Click Save.

Set Up Workday Financial Management for OAuth2 Connections

Follow these steps in Workday to retrieve the client credentials and refresh tokens necessary to establish an OAuth2 connection:

Generate Client Credentials

In your Workday account search bar, search for and select the Register API Client for Integrations task.
Fill in the Client Name field.
Check the Non-Expiring Refresh Tokens box. This is important to minimize risk of integration down-time. If it is not selected, a new refresh token must be manually created and entered into Make after each expiration.
Add the following Scopes (Functional Areas): System for WQL functionality and Tenant Non-Configurable for RAAS functionality.
Click OK.
Copy the Client ID and Client Secret values and store them in a safe place. This is important as you will not be able to view the Client Secret again after leaving this page. If you lose the Client Secret, you will be required to generate new credentials.

You have successfully created the Client ID and Client Secret to be used when creating the OAuth2 connection in Make.

Configure Refresh Tokens

In your Workday account, go to View API Clients.
Find the relevant API Client and click on ... > API Client > Manage Refresh Tokens for Integrations.
Note: This is also where you can edit API Client scopes, generate new client secrets, and find new refresh tokens if an expiration date was set.
In the Manage Refresh Tokens for Integrations window, enter the Workday Account to be assigned to the API Client. This account must have access to the reports you would like to work with. WQL, RAAS, and SOAP API security is tied to the Workday account.
Click OK.
In the Delete or Regenerate Refresh Token task, click the Generate New Refresh Token box.
Copy the Refresh Token and store it in a safe place.
Note: Each Workday account will have its own refresh token, but can have the same Client ID and Client Secret as other accounts linked to the same API Client.

You have successfully created the Refresh Token to be used when creating the OAuth2 connection in Make.

Supplier Invoices

You can create, update, search, retrieve, and cancel invoices with the following modules.

Search Supplier Invoices

Retrieves a list of supplier invoices filtered by criteria.

Connection	Establish a connection to your Workday account.
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 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 for the invoices that match the specified worker.
External PO Number	Enter (map) the external purchase order number of the invoice to search for the invoices that match the specified PO number.
Invoice Status	Add the invoice status to search for the invoices that match the specified status.
Limit	Set the maximum number of invoices Make should return during one execution cycle.

Create a Supplier Invoice

Creates a new supplier invoice.

Connection

Establish a connection to your Workday account.

Company Reference ID

Enter (map) the Company Reference ID to which the invoice belongs.

Supplier ID

Enter (map) the 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.

Supplier Connection ID

Select or map the default Supplier Business Connection ID

Use Default Supplier Connection

Select whether you want to use the default supplier connection details for the invoice.

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 have been 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 is 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 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 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 installments 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) the 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 determine 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 allow a direct override of 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 and is not processed on inbound Workday Web Services requests.

Rate Override

Enter (map) an indicator of whether the currency exchange rate has been overwritten. For example, Yes. This information is for outbound purposes 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 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 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 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 an 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 the tax certificate number was last updated.

Work Queue Information Data

Add the work information for the invoice:

Assignee

Add the assignees to 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 you want to add internally.

Get Supplier Invoices

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

Connection	Establish a connection to your Workday account.
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.

Connection	Establish a connection to your Workday account.
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.

Connection	Establish a connection to your Workday account.
Supplier Invoice ID	Select or map the Invoice ID you want to cancel.

Other

List Currencies

Retrieves all existing currencies in a tenant.

Establish a connection to your Workday account.

Connection	Establish a connection to your Workday account.
Limit	Enter the maximum number of currencies Make will return during one execution cycle. The default value is 10.

Make a SOAP API Call

Performs an arbitrary authorized SOAP API call.

Note

For a list of available web services, their URLs, and request and response types, refer to the Workday Web Services Directory.

Connection	Establish a connection to your Workday account.
Web Service URL	Enter the web service URL for the request. For example, `/Adoption/v40.2`.
Request Type	Enter the request type. For example, `Get_Adoption_Items_Request`.
Response Type	Enter the response type. For example, `Get_Adoption_Items_Response`.
SOAP Body	Enter the body content for your API call. Do not include `<bsvc:Request Type>` or `</bsvc:Request Type>`, only include the body in between.
SOAP Header	Enter the desired request headers. Do not include `<soapenv:Header>` or `</soapenv:Header>`.

Make a SOAP API Call (Advanced)

Performs an arbitrary authorized API call.

Note

For a list of available endpoints, refer to the Workday Financial Management API documentation.

Connection	Establish a connection to your Workday account.
URL	Enter a path relative to `https://{hostname}.workday.com/ccx/service/{tenant}`. For example, `/Resource_Management`.
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. Only enter the body between `<soapenv:Body>` and `</soapenv:Body`>.

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></bsvc:Include_Reference>

<bsvc:Include_Attachment_Data></bsvc:Include_Attachment_Data>

</bsvc:Response_Group>

</bsvc:Get_Supplier_Invoices_Request>

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

Run a WQL Query

Runs a WQL Query. Can only be used with an OAuth2 connection.

Note

For information regarding WQL, refer to the Workday Query Language (WQL) Community guide. If you do not have access to Workday Community, you can request a community account.

Connection	Establish an OAuth2 connection to your Workday account.
WQL Query	Enter the query using WQL. Do not include the limit.
Limit	Enter the maximum number of bundles Make will return during one execution cycle. The default value is 10.
Offset	Enter an offset for advanced pagination. If more then 3,200 results are expected, use together with the `Repeater` module.

Get a RaaS Report

Retrieves a RaaS report by the report URL. Can only be used with an OAuth2 connection.

Connection	Establish an OAuth2 connection to your Workday account
RaaS Report URL	Enter the URL of the RaaS report to retrieve. The Raas Report URL must be in JSON format. For example, `https://wd3-services1.myworkday.com/ccx/service/customreport2/{tenant}/{user}/{custom report name}?format=json.`
Output Format	Select the format in which you want to get the RaaS report.
Unescape HTML Entities	Select whether you want to unescape HTML entities in the RaaS report.