Post Charges: Off-Campus Receivables

To charge an off-campus entity, you must use the University’s centralized financial management system, Workday. If you lack the necessary Workday roles to complete the step listed below, please contact your Finance Business Partner or submit a Workday Help request. Follow the steps listed below to post and adjust invoices.

Charge an off-campus entity

Step 1: Navigate to the Invoice Creator

• In the search bar, type “Create Customer Invoice.”

OR

• “Customer: [customer name]” → Invoices and Payments → Invoices → Create Invoice.

Step 2: Input Invoice Information

• Select the customer name as the “Bill-To Customer.”
• Confirm all contact information and dates are accurate.
• If applicable, enter the customer’s PO number.
• Add a Memo (this will appear on customer Statements of Account).
• Ensure the Control Total Amount matches the total amount billed on the invoice lines.

Step 3: Enter Invoice Lines

• Input the Sales Item and corresponding worktags.
• Enter the quantity and billing amount.

Adjust an invoice

Adjusting an invoice follows a similar process. Use the steps below to create adjustments.

Step 1: Navigate to Invoice Adjustment

• In the search bar, type “Customer: [customer name].”
• Select Invoices and Payments → Invoices → Customer Invoice (specific invoice number) → Related Actions → Create Adjustment.

Step 2: Create the Adjustment

• Choose whether to credit (decrease) or debit (increase) the invoice.
• Provide an adjustment reason.
• Follow the Invoice Lines steps outlined above to complete the adjustment.

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