Workday-FIN: Ad Hoc Events

Overview:

This document explains how central office staff can Create Ad Hoc Payments, Ad Hoc Bank Transaction, and Ad Hoc Bank Transaction templates.

The recommended browser for accessing Workday is Google Chrome. However, Mozilla Firefox and Apple Safari may also be used.
For assistance or training using these procedures, email XX at XX@xxx.edu.

Icons referred to in this document

Prompt	Related Actions	Required Field	Calendar
Checkbox	Add Row	Remove row	Radio

Create Ad Hoc Payment

Enter Create Ad Hoc Payment in the Search bar and select the task.
The Create Ad Hoc Payment page displays.
Fill in the information in the following fields underneath Ad Hoc Payment Information:
1. Company: defaults to your institution.
2. Bank account: use the Prompt to select the bank account.
3. Select the Radio to choose Payee and then use the Prompt to select a payee.

Note: Alternatively, select the Radio to choose New Ad Hoc Payee and type in the Name.

d. Currency: defaults to USD.

e. Payment Date: use the calendar to select the Payment Date.

f. Payment Type: use the Prompt to select Check.

g. Ship-To Address: use the Prompt to select Ship-To Address.

h. Handling Code: use the Prompt to select Handling Code.

Fill in the in the following fields underneath Payment Details section:
1. Control Total Amount: enter the control amount.

Note: This amount controls the line item amount. If the line item amount is less than the control total amount, you will receive an error upon submission.

b. Freight Amount: enter if applicable.

c. Other chargers: enter if applicable.

d. Memo: enter a short description.

e. Addenda: enter if applicable.

f. External Reference: Enter the State external reference.

Note: This is a required field for Ad Hoc Payments.

Scroll down to the Lines tab and scroll over to fill out the following columns:
1. Company: defaults to your institution.
2. Item Description: enter a brief description.
3. Spend Category: use the Prompt to select a Spend Category.
Scroll right and use the Prompt to select one of the following driver worktags:
1. Gift
2. Grant
3. Project
4. USource
Additional Worktags: automatically populates based on selection of driver worktag.
Enter the payment value in the Extended Amount field.
Add or remove lines as needed.

Select the Payee Address tab and select Add.
Fill in the following required information if it does not default:
1. Effective date: use the Calendar to select an Effective Date.
2. Country: defaults to United States of America.
3. Address Line 1: enter the address.
4. City: enter the city.
5. State: use the Prompt to select State.
6. Postal Code: enter the postal code.
7. Type: defaults to Business.
8. Primary: select the checkbox.

Note: If not selected, you will receive an error upon submission.

Select the Settlement Bank Account tab if it is an EFT and fill in the following fields:
1. Select Add.
2. Use the Prompt to select Country.
3. Use the radio to select Account type.
4. Fill in any optional fields.
Select the Attachment tab and drag or Select Files to upload related attachments.
Select Submit once complete.

Note: You will receive a notification if it is denied or corrected.

Create Ad Hoc Bank Transaction

Enter Create Ad Hoc Bank Transaction in the Search bar and select the task.
The Create Ad Hoc Bank Transaction page displays.
Fill in the following fields underneath Ad Hoc Transaction Information section:
1. Date: defaults to the current date.
2. Memo: enter a memo.
3. Company: use the Prompt to select your institution.
4. Bank Account: use the Prompt to select the Bank Account.
5. Currency: defaults to USD.
6. Use the Radio to choose either Deposit or Withdrawal.

Enter the following information underneath Ad Hoc Transaction Details section:
1. Transaction amount: enter the amount of the transaction.
2. Purpose: use the Prompt to select the Purpose.
3. Reference: enter a reference.
4. External Reference: enter the external reference.
5. Journal Source: Use the Prompt to select the Journal Source.

Note: This field may auto populate.

Scroll down to the Ad Hoc Bank Transaction Lines tab and scroll over to fill out the following columns:
1. Company: defaults to your institution.
2. Revenue/Spend Category: use the Prompt to select a Spend Category.
3. Ledger account: automatically populates based on Revenue/Spend Category selection.
4. Amount: enter the amount.
5. Memo: enter in a memo.
6. Use the Prompt to select one of the following driver worktags:
  1. Gift
  2. Grant
  3. Project
  4. USource
7. Additional Worktags: automatically populates based on selection of driver worktag.

Add or remove lines as needed.
(Optional) Select the Attachments tab and drag or select files to upload documentation.
Select Submit once complete.

Ad Hoc Bank Transaction Template

Enter Create Ad Hoc Bank Transaction Template in the Search bar and select the task.
The Create Ad Hoc Bank Transaction Template page displays.
Fill in the information in the following fields underneath Create Ad Hoc Bank Transaction section:
1. Company: defaults to your institution.
2. Template Name: enter a name for the template.
3. Memo: enter a memo.
4. Purpose: use the Prompt to select a purpose.
Select the following if applicable underneath Accounting Options section:
1. Exclude Bank Account Worktag on Lines
2. Eliminate Foreign Exchange Gain or Loss
Fill in the information in the following fields underneath Ad Hoc Bank Transaction Line Defaults section:
1. Company: use the Prompt to select the company.
2. Revenue Category: use the Prompt to select if applicable.

Note: When a Revenue Category is selected, the Ledger Account data associated with the selection automatically populates.

c. Spend Category: use the Prompt to select if applicable.

d. Use the Prompt to select one of the following driver worktags:

i. Gift

ii. Grant

iii. Project

iv. Usource

e. Additional Worktags: defaults based on driver worktag entry.

f. Journal Source: use the Prompt to select Journal Source.

g. Line memo: enter a line memo.

Select Submit once complete.

Note: You will receive a notification if it is denied.