Financial Management for Workday 32 “oN workday. | EDUCATION Training the way you want it, within your budget 'e offer a variety of learning delivery options, ranging from accreditation to self-paced independent learning offerings. Workday Pro This customer-focused accreditation program helps drive greater Workday competency and self-sufficiency for your organization. Workday Touchpoints Kit “The Workday Touchpoints Kit helps you identify cross-functional impacts across the full suite. By providing a macro view of the Workday components and the relationships among them, it ensures higher quality and smarter deployments, Adoption Kit This collection of templates and resources accelerates student training and your Workday rollout. It includes a combination of videos, job aids, and facilitation and marketing materials. All content can be tailored to your needs or used as-is. The Next Level ‘A series of online demonstrations that show Workday in action and give you tips on deploying features. Enablement Workshops In-person training with hands-on configuration in your own sandbox tenant. 6900909 Financial Management for Workday 32 4a Confidential ©2019 Workday, ncFinancial Management for Workday 32 Learn Independent This learning experience combines videos, interactive exercises, quizzes, and tests into a comprehensive, online learning curriculum that students can complete at their ‘own pace. Students also experience hands-on activities in a Workday tenant. Learn Virtual Our virtual classroom offers the advantages of live instructors without the expense and time associated with travel. Students connect to our training environment and participate remotely, complete hands-on activities, and interact with instructors and other students. Learn On-Demand As a supplement to instructor-led offerings, this training provides immediate access to specific courses and includes short, topic-specific videos and job aids. Learn In-Person This instructor-led, in-classroom training prepares students to meet their job requirements. It combines lectures, social learning, product demonstrations, and hands-on activities. 90 © 9 Learn more about our training opportunities on Workday Community: (oso) RISING https://community. workday. convtrainina/km Visit us at Rising! alee eR coe tus erin CONE ecto Financial Management for Workday 32 Confidential © 2019 Workday, Inc 3 WU EE Ta TE Ee hakFinancial Management for Workday 32 CONTENTS Financial Management for Workday 32... Descriptio Goal & Objectives... Course Structure. Chapter 1 - Core Concepts and Navigation.. Overview. Objectives... Core Concepts... Tenant... Business Objects... Basic Navigation — Application Header .. Basic Navigation — Landing Pages and Dashboards. Basic Navigation - Screen Icons .. Functional Areas. Domains ..... Business Process Framework. Configurable Security Activity 1.1 — Navigation & Security Scavenger Hurt... Chapter 1 Knowledge Check. Chapter 2 - Organizations and Worktags Financial Management for Workday 32 4 Confidential © 2019 Workday, Inc.Financial Management for Workday 32 Activity 2.1 — Create a Reorganization 2 Company Organizations Activity 2.2 - Create a Company .. Activity 2.3 - Add Company Contact Information... a7 Activity 2.4 — Add Company Tax ID Number. AB Bank Setup...... 49 Activity 2.5 — View Financial Institution and Create Bank Account Create Bank Routing Rule 52 Activity 2.6 - Create Bank Routing Rule 53 Organization Hierarchies 54 Activity 2.7 — Assign Company to Company Hierarchy .. 56 Activity 2.8 ~ Diagram Company Hierarchy and List Security Roles. ST Cost Center Organizations. Location Organizations 50 Supervisory Organizations...... 60 Activity 2.9 ~ Create a Cost Center.. 61 Activity 2.10 - Create a Cost Center Hierarchy 83 Activity 2.11 — Assign Cost Center to a Cost Center Hierarchy 85 Worktags .. Activity 2.12 — Enable Custom Worktag... 78 Activity 2.13 — Maintain Custom Worktag 77 Custom Organizations 79 Activity 2.14 — Custom Organization: View, Create, and Assign .. Activity 2.15 ~ Run Reorganization Report Chapter 2 Knowledge Check... Chapter 3 ~ Financial Accounting Setup. Financial Management for Workday 32 Confidential ©2019 Workday, Inc 5eS ww we we We eee eee eee Financial Management for Workday 32 Overview. Financial Accounting Set Security Policies . Touchpoints. Financial Transaction Flow... Company Accounting Details. Activity 3.1 - View a Fiscal Schedule. Activity 3.2 - Edit Account Set.. Activity 3.3 — View Account Summary. Activity 3.4 — View Account Control Rule Set.. Activity 3.5 — Edit Company Accounting Details. Ledger Setup. Activity 3.6 — Create Ledger... Activity 3.7 — Create Ledger Year and Ledger Periods..... Ledger Period Status Activity 3.8 - Update Ledger Period Status... Chapter 3 Knowledge Check Chapter 4—- Account Posting Rules. Overview. ‘Account Posting Rules.. Multipurpose Rules ‘Supplier Accounts and Spend Rules..... Business Asset Rules... Customer Accounts and Revenue Rules ... Financial Management for Workday 32 6 Confidential ©2019 Workday, Inc.Financial Management for Workday 32 Credit Card and Expense Report Rules 128 Payroll Rules ..... 429 Facilities and administration, fringe benefit, labor cost and inventory rules 2130 Chapter 4 Knowledge Check .. 131 Chapter 5 - Security and Business Process Overview. 133 Overview... 133 Objectives... 55163 Security Policies... 184 Configurable Security Framework. 135 ‘What Does Configurable Security Provide? 138 Secured Items 139 Steps for Configuring Security 139 Configuring Role-Based Secutity....... Access Rights to Organizations 143. Modify Security Groups... 144 Activity 5.1 — Copy Security Group 145 Benefits of Workday Business Process Framework. 148 Business Process Overview. N49 150 Business Process Terminology. The Business Process Definition ... 152 Business Process Step Types 158 Business Process Visualization iene ace BO. Organization Process Hierarchy ... 160 161 Editing Business Processes. Basic Step Types... 163 Order of Execution. 166 Financial Management for Workday 32 Confidential © 2019 Workday, inc. 7Financial Management for Workday 32 Condition Rules . 167 ‘Troubleshooting. Activity 5.2 — Modify the Accounting Journal Event Business Process... 170 ‘Security-Related Reporting. 174 Activity 5.3 — View Security for Securable Item. 175 Demo 5.4— Unassigned Task. oe 176 Chapter 5 Knowledge Check .. 179 Chapter 6 - Accounting Journals... Overview. Objectives.. Security Policies .. Journal Setup ... Activity 6.1 — Assign Security Role to Company Activity 6.2 — Create an Accounting Journal... Activity 6.3 — Create a Reversal Accounting Journ: EIB - Upload a Journal Entry. Activity 6.4 — Create Joural Upload Template... Activity 6.5 — Populate Journal Template... EIB Errors. Chapter 6 Knowledge Check..... Chapter 7 - Suppliers .. Financial Management for Workday 32 8 Confidential ©2019 Workday, Inc.Financial Management for Workday 32 Activity 7.1 — Maintain Supplier Category .... Activity 7.2 — Create Supplier... ‘Spend Categories and Purchase Items.. 208 Activity 7.3 — Maintain Spend Category Activity 7.4 — Create Spend Category Hierarchy Activity 7.5 - Create Purchase Item. Activity 7.6 - Edit Posting Rule... Maintain Worktag Usage.... ‘Activity 7.7 - Supplier Invoice Layout... Activity 7.8 ~ Maintain Worktag Usag Chapter 7 Knowledge Check Chapter 8 - Supplier Invoices. 2.227 Security Policies .. 228 ‘Supplier Invoice and Adjustment. ..229 Activity 8.1 — Assign Security Role to Company ...... Activity 8.2 — Create Supplier Invoice Activity 8.3 — Create Supplier Invoice Adjustment. Chapter 8 Knowledge Check .. Chapter 9 - Customers. Objectives. Security Policies ... Customer Setup... Financial Management for Workday 32 Confidential ©2019 Workday, Inc. 9Financial Management for Workday 32 Maintain Related Worktag Usage Activity 9.1 — Maintain Customer Category Activity 9.2 — Maintain Customer Groups Activity 9.3 — Maintain Related Worktag Usage 244 Activity 9.4 — Create Customer: 245 Revenue Categories and Sales Items. 249 Activity 9.5 — Create Revenue Category. Activity 9.6 — Create Sales Item.... Activity 9.7 — Edit Posting Rule. Custom Validations... Activity 9.8 - Maintain Custom Validations ... Chapter 9 Knowledge Check Chapter 10 - Customer Invoices.. OVE NVIEW. nsec 287 Objectives. 287 Touchpoints, 268 Security Policies ...... Customer Invoices and Adjustments... Troubleshooting Activity 10.1 - Assign Security Role to Company. 272 Activity 10.2 — Create Customer Invoice ... 273 Activity 10.3 - Create Consolidated Customer Invoice ..... 278 Activity 10.4 — Create Customer Invoice Adjustment Chapter 10 Knowledge Check Chapter 14 — Customer Receipts. Overview... Financial Management for Workday 32 10 Confidential © 2018 Workday, Inc.EE EEEEEESE=S:CS ~~ rr Financial Management for Workday 32 ‘Customer Account Management. = Activity 11.1 — Record Customer Payment With an On-Account Amount... Activity 11.2 ~ Record Customer Payment With Short Payment... Activity 11.3 ~ Deposit Customer Payments. Activity 11.4 — Create Customer Refund Chapter 11 Knowledge Check . Chapter 12 Settlement. Overview... Objectives. Touchpoints... Security Policies .. Cash Flow. Activity 12.1 — Assign Security Role to Company... Activity 12.2 — Create Settlement Run.... Activity 12.3 - Print Check Task Chapter 12 Knowledge Check Chapter 13 - Close and Report. Overview. Period Close Notification, Activity 13.1 — Update the Period End Checklist... Financial Management for Workday 32 Confidential ©2019 Workday, Inc. "Financial Management for Workday 32 Period Close... Activity 13.2 - Start a Close Process... Bank Reconeiliation .. Financial Reporting... Activity 13.3 - Continue the Close Process .. Activity 13.4 Roll Forward Year-End Balance and Close Year Chapter 13 Knowledge Check ... Chapter 14— Workday Reporting. Overview. Objectives. 331 Workday Reporting Overview 332 Workday Standard Reports... 333 Activity 14.1 — View Workday Standard Reports... Metric Reporting . Activity 14.2 — View Financial Metrics Security Policies ........ Reporting Terminology... Report Data Sources Class Report Fields Determining the Primary Business Object and Data Source .... Business Object Details Report Contextual Reporting 345 Creating a Custom Report 348 349 349 351 Financial Management for Workday 32 12 Confidential © 2019 Workday, Inc.Financial Management for Workday 32 Totaling, Grouping, And OUtiiningOutlining. Security Sharing Reports... 354 ‘Scheduling a Report... 355 Activity 14.3 - Copy and Edit Custom Repott. 357 Chapter 14 Knowledge Check... Appendix A — Financials for Global Customers..... Objectives, Security Policies Currencies Consolidation Overview... Activity A.1 — Review Consolidation and Company Currency ...0..00ennn 365 Activity A.2 — Create a Multicurrency Accounting Journal... 366 NNR SZ tg eee RSE. st 368 Activity A.3 — Create a Multicurrency Ad Hoc Payment... 369 Activity A.4 — View Consolidated Trial Balance... Additional Global Deploymert..... Appendix B - Class Evaluations. Available at the Start of the Last Day of Class Available After Class Ends and Roster Submitted, Appendix C - Workday Resources... Overview, Objectives. 376 Workday Community . 377 Adoption Kit... 382 Financial Management for Workday 32 Confidential © 2019 Workday, inc. 13, MAAOrinrnninrnnnnnnnnrwnnnnmnnonnn PpFinancial Management for Workday 32 Leaming Management System... ‘Appendix D - Knowledge Check Answer Keys... Introduction. Chapter 1 Knowledge Check... Chapter 2 Knowledge Check ... Chapter 3 Knowledge Chec! Chapter 4 Knowledge Check ... Chapter 5 Knowledge Check .. Chapter 6 Knowledge Check .. Chapter 7 Knowledge Check .. Chapter 8 Knowledge Check .. Chapter 9 Knowledge Check .. Chapter 10 Knowledge Check Chapter 11 Knowledge Check .. Chapter 12 Knowledge Check ... Chapter 13 Knowledge Check . Chapter 14 Knowledge Check .. 14 Financial Management for Workday 32 ‘Confidential ©2019 Workday, ne.Financial Management for Workday 32 FINANCIAL MANAGEMENT FOR WORKDAY 32 This course is designed to assist you in learning the necessary fundamentals to begin your Workday Financial Management deployment. In this class, we will execute major financial events (transactions), perform administrative activities, and perform setup of the core system functionality. This class will consist of lectures, demonstrations, and individual hands-on activities. By the end of this class, you should be able to: ‘+ Navigate the Workday system and use common screen elements. + Set up a new company, cost center, and custom worktag. * Set up a new bank account. ‘+ Set up financial accounting for a company. «Set up security and business processes. * Create a supplier and enter supplier invoices. * Create a customer and enter customer invoices. ‘* Settle customer and supplier payments. * View automatic bank reconciliation. * Process multicurrency invoices. * Run the close process and report. © Create a custom report. ele Si eeua vent - ‘You will use this course manual throughout the class. There are various interactive elements throughout this course, including: Activities You will use your individual training tenant to perform activities in the Workday system. These activities reinforce concepts discussed in the videos, demos, and course manual. Knowledge At the end of each chapter, you will complete a knowledge check Check related to the concepts, terms, and activities for that section. Financial Management for Workday 32 Confidential © 2019 Workday, nc 15Chapter 1 - Core Concepts and Navigation CHAPTER 1 - CORE CONCEPTS AND NAVIGATION Workday Financial Management was designed and built to meet the specific needs of finance organizations. Workday Financial Management is an object-oriented, cloud-computing software solution to handle financial needs and business objectives. As part ofthis course, we will present a comprehensive overview of Workday Financial Management, including a product pverview, functionality, benefits, roles, security, business processes, setup, and ‘transactions. In this chapter, we will take a high-level look at the core concepts within Workday Financial Management. This content will provide you with an overall view of what is needed to perform transactions in Workday. We will discuss the building blocks for Workday financial solutions, which will help you to understand and progress through your Workday Financial Management deployment. Navigating through Workday is made simple through the use of powerful search capabilities and multiple navigation tools. In this chapter, we will review these tools, as well as discuss the many methods you can use to find tasks, reports, and business objects. Often, there is more than one way to perform an action on an object. a ae By the end of this chapter, you should be able to: © Describe Workday core concepts. ‘+ Log in to a Workday tenant. «Demonstrate navigation techniques. Financial Management for Workday 32 16 Confidential ©2018 Workday, Inc.Chapter 1- Core Concepts and Navigation + Organizations: The foundation of Workday Financial Management is the Company organization. Ths ype of organization defines a way to group workers and financial transactions. (2° anganniy Financial Accounting: A unique, event-driven accounting approach with a bul-n, internal control framework, and a robust multicompany, multicurrency model. Financial Events: The automation of the accounting resulting from business operations. Domains: A predefined set of related, securable items (e.g, reports, tasks, instance sets, report fields, data sources). $0" ) Business Processes: A sequence of one or more tasks that accomplishes a desired business objective. * o°’" © Security: A security group is a collection of system users used to grant access to Workday. «Reporting: User-defined, real-time query that provides insight whenever and wherever it is needed. cele ae Saati) eure ve Ts tec) Financial Management for Workday 32 Confidential ©2018 Workday, Inc. 7Chapter 1 - Core Concepts and Navigation ‘A tenant is a unique instance of the Workday system with data separated in a database that is securely segregated through password-controlled access. You can configure the tenant tomeet your unique business needs. Workday performs most of the tasks that ‘support your tenant during your initial deployment. Workday provides several tasks for configuring specific areas of your tenant, as needed. These toske are accessed by navigating to the Tenant Setup report and selecting a tenant setup task specific to the changes needed. Throughout this guide, there willbe references made to different Edit Tenant Setup tasks to assist with various system configurations. Resource: More information about tenant setup and management is available on Workday Community. Financial Management for Workday 32 18 Confidential © 2019 Workday, ncChapter 1 — Core Concepts and Navigation a organizations, suppliers, ledger accounts), which are similar to database tables or worksheets in Excel. Just as a database table or worksheet has columns and rows, a Workday business object has fields and instances Workday automatically li it ether. For example, a supplier associated with supplier invoices, the invoice is associated with a supplier invoice payment, and the payment is associated with a bank account. Tees eso Parent / Child Workday uses a very powerful, object-action model that drives navigation and reporting. When you view a page in Workday, most of the items on the screen are links, and many of those items have a Related Actions icon next to them. These features make Workday reports and viewable ages actionable. s ‘The Power of Objects: When you see something in Workday, you can perform an action on it. For example, by clicking a supplier's Related Actions icon, you can see the available actions and a quick view of supplier information. Financial Management for Workday 32 Confidential © 2019 Workday, Inc.Www u Ww eee Chapter 1 - Core Concepts and Navigation Dell eam Supplier seep Actions ‘Supplier Dell pr > Supplier Details Financial Snapshot umemshoces > deport Omang a sea somos Paced BASIC NAVIGATION — APPLICATION HEADER The application header always displays while you navigate throughout Workday, and includes: the Home icon, search bar, Workday logo, name, and worker profile icon. w 2 o a @ HOME Clicking the Home icon-takes the-user-to:their-preferred Home landing page. Users can override their preferred landing page in their Change Preferences task: Financial Management for Workday 32 20 Confidential © 2019 Workday, Inc.Chapter 1~ Core Concepts and Navigation SEARCH The search bar allows you to search for business objects, reports, tasks, workers, and more by {yping in key terms. For example, if you enter “customer,” you will see reports, tasks, and business objects that contain the word “customer.” The search bar also retums type-ahead, Predictive results. You can narrow down search results by categories, such as Banking, Reporting, and Security, {ocated on the left side ofthe page. You can also use search prefixes. Search prefixes allow you to narrow down your results to a specific type of search result. When using a search prefix, Workday searches all tems ofthat type and retums all of the results available to you. Examples of common search prefixes include ‘org: for organizations and ‘bp:’ for business processes. To find all search prefixes you have access to, type a question mark (2) into the search bar. After you have typed three characters into the search bar, Workday returns the seven best matched results; the results can include up to two people and two organizations. The search bar automatically performs searches using an AND operation. Additional boolean operators can be used in Find reports to customize your search. NOTIFICATIONS Notifications display reports you have run, processes that are complete, and documents that are available for review. Notifications do not show actionable items. Actionable items are displayed in the Inbox. — —_ INBOX ‘The Inbox s an activity stream that combines business process actions and notifications. You can view your pending approvals or steps thal need fo be completed for business processes. You can also view notifications regarding your requested processes. Use the Archive tab to access process status and historical actions. From the Inbox, you will see your most recently received action items, When you select an item, it will take you directly to that item in the full Inbox view. . PROFILE ‘Your profile displays a picture ofthe currently logged in user (you). Click the profile icon to open the main menu and access landing pages, the Inbox, Notifications, Favorites, the Drive, your Profile, and more. Depending on your security, you may see fewer options on the My Account menu than another user. The View Profile selection is a composite view of a worker that displays a collection of information. The profile can include contact information, job information, time off, ete. Financial Management for Workday 32 Confidential © 2019 Workday, inc. 24eae ee he eee eee me Chapter 1 - Core Concepts and Navigation The Home link will take you to the Home landing page, if enabled, not your preferred landing Page. Through the Home landing page, team members display commonly used applications to Support employees or contingent workers. Managers have access to tasks and reports about themselves and their team from one main consolidated view. You can configure a new landing Page using the Maintain Dashboar Raa eae You can also access other landing pages. Landing pages display a collection of applicationé to Quickly view data and perform tasks. There are different landing pages to support different functions. Home is a landing page that has its own icon. The Workbench landing page provides quick and easy access to existing tasks and reports for technical administrators and deployment Partners. All the tools you need to create and manage custom reports, calculated fields, and analytic indicators are available from one convenient location. The Workbench landing page ‘also helps to highlight new and existing functionality, which you may not be familiar with, At the top of each landing page, you will find a “Configure this page” E* icon) By clicking the icon, you can personalize the landing page by adding or removing any required or optional plications to or from this page. You can also specify the order in which you would like the applications to appear. yrolalehi yup Prgrrelele ace tr remity Other pages available from the menu also display data based on your security. They include: ised navigation. ects, reports, custom reports, and shared reports you have added as favorites. * Drive: You can set up Drive to consolidate file management for several file types in Workday, such as Worksheets workbooks, Microsoft Excel® and Word® files, images, media files, and PDFs. * My Reports: Stores generated reports on a virtual drive. This area is not a mapped drive located on your computer. * Documentation: Opens the Workday Administrator Guide where you can search for information about the Workday system. + Help: Directs your workers to your training and help documents. Use the Edit Tenant ‘Setup - System task and enter your training and help website's URL in the "Help” link field. * My Account: Allows the worker to change their Password, change their preferences, and sign out of Workday. Financial Management for Workday 32 22 Confidential © 2019 Workday, Inc.Chapter 1 ~ Core Concepts and Navigation BASIC NAVIGATION — LANDING PAGES AND DASHBOARDS LANDING PAGES AND APPLICATIONS. Applications are reports that can be displayed as tiles on a Workday landing page. They provide users quick access to frequently referenced data and tasks common to a specific functional area. Applications can be identified as required or optional on landing pages based on one or ‘more of the user's security groups. Required applications cannot be removed or rearranged from the page. Users can add or remove optional applications. A worker's personal information, ‘such as Time Off. + Amanager's direct reports, such as My Team Time Off. Security determines which applications are available. For example, the Personal Information pplication is available to the Employee as Seif security group, in which every employee is a ‘member, while the My Team Management application is only available to managers, Note: We recommend that you enable the Home landing page for all users. DASHBOARDS Dashboards consolidate key management information and actionable items in one location, and are secured to specific domains. Users access dashboards based on configurable security. Workday delivers dashboards with applications that are specific to them. Since the applications ‘may be built with the Workday Report Writer tool and report-specific calculated fields, you can copy and modify them if you have unique requirements. You can add additional custom applications to these dashboards using the Report Writer tool. To optimize performance, most of the delivered applications for these dashboards are cached. Use the Maintain Dashboards report to view the list of enabled dashboards, configure them, and change their descriptions. You can add menus and announcements to any Workday-delivered or custom dashboard. BASIC NAVIGATION ~ FIELD TYPE. “There are multiple field types in Workday. The most common are single and mult-select fields. 7 Single-Select Fields When clicking on a prompt, you are required to select one of the available options. In single- select fields, only one value is allowed and the prompt list will disappear once a value is chosen. Financial Management for Workday 32 Confidential © 2019 Workday, Inc. 23 eo Se : : IFChapter 1 — Core Concepts and Navigation \ MultiSelect Fields \{fa field permits more than one value, you will see checkboxes in the pull-down menu. After you select your options, they will appear in the field, which will expand as you enter additional values. The prompt list will stay open until you close it to allow you to choose as many values as you need. While the prompt is open, you can either click the X to remove entries or you can click on the checkboxes to clear them. After the prompt is closed, you can still remove entries by clicking on the X. BASIC NAVIGATION ~ SCREEN ICONS PAGE ICONS This table contains commonly used page icons in Workday: ry er a Home: Takes you to your Home page. wa Sea mi Workday: Takes you to your Home page. ae Worker Profile: Click the name or picture to view the worker profile, access menu items, manage your user preferences, or sign out of the Workday session. Related Actions: Right-clicking on a user's name displays the Related Actions menu for an object (available only if the user has permission to perform additional actions on that object). Filter: Narrows down data by creating a row on your report where you filter data to display from one or more columns. Print: Displays the page as a printable PDF file. This function can be restricted using the Export to PDF and Excel domain. Excel: Displays the page as an Excel file. This function can be restricted using the Export to PDF and Excel domain. Export: Exports to a workbook. Talent Pool Tag: Puts a worker into a selected talent pool. Back Arrow: Changes prompt values and reruns either a report or a task with new values. Configure this Page: Appears in the upper-right side of landing pages, dashboards, and select applications. This functions as a ‘menu or settings option. 24 Financial Management for Workday 32 Confidential ©2018 Works, Inc.Chapter 1 - Core Concepts and Navigation irre Peers ag Q Magnifying Glass: Opens the associated instance, replacing the current view page (only available on select view pages). Alerts: Soft warning message that alerts you about system limitations based on configuration. You may continue your process or configuration. Errors: Hard warning message that alerts you of a critical error. ‘Must be corrected to move forward in a process or to enable your configuration to function. Required field + | Required Field Indicator: Indicates that you must enter a value for the field before saving or submitting the page. Prompt Displays a list of available values sorted in folders (if applicable). Calendar: Opens a calendar to select a date. Add/Remove Row: Adds or removes a row to the grid. OK: Accepts your changes. Submit: Accepts your changes and moves you to the next step in the business process. Done: Closes the confirmation screen. canes Cancel: Disregards all changes. 2H Save for Later: Saves the item in your Inbox until action is taken. Moe ¥ More: Shows more choices, depending on the business process. Sort Ascending/Descending: Appears when you click on a column heading in a report. Displays a context menu that enables you to sort the report output by the results in the selected column or apply a filter to the selected column. 4 Sort Ascending 1 Sort Descending Q Open the associated instance, replacing the current view page (only available on select view pages). Each Workday product (like Workday HCM and Workday Financial Management) is grouped into a distinct functional area. A functional area is a grouping of tasks, reports, and objects. For perk L 4 Financial Management for Workday 32 t Confident! ©2019 Workday, re 25 BRrennririnrnriireienoppenrfrmenreneptenhnninitninntnt mn‘example, the Workday Financial Management product includes the following functional areas: Financial Accounting, Business Assets, and Supplier Accounts. A functional area is a collection of related securable items, where each functional area is further divided into domains and business processes. The Functional Areas report will display all functional areas and included domains and business processes. Functional areas can be ‘enabled and disabled for each tenant. eae oaaa paseo rer = perfec emacs based] eeceseem oes ratio tnt ees = crores Se ea ol agarmnennioay SS eee oe te ee ek vc Se eeremeroe: a eres he ee _ Seseroocal reed Swe) Generally speaking, a domain relates to setup data, which is an area that power users or administrators complete. The setup data is completed on an as-needed basis. High-level security protects the domains and they cannot be configured. Additionally, there is no workflow ‘or approval process for these tasks. Business processes cover the daily transactions completed by workers in Workday. These business processes are secured by very granular security, can be configured, and may include workflow for approvals. > CANNOT DEFINE NEW PomAms If WP ovis j Pre ‘A domain is a predefined set of related securable items (e.g., reports, tasks, instance sets, report fields, data sources). Workday predefines domains and their related securable items. Customers cannot modify them. For example, the Workday Financial Management product includes the Customer Accounts functional area. The Customer Accounts functional area includes several domains including the Process: Customer Payment domain. This domain, in tum, contains several related securable items such as instance sets, report fields, reports and tasks, and web services. Although you cannot change.which securable items comprise a domain, Workday allows you to configure secuity policies that govern permissions for the content of a domain. A domain security policy grants a group of user's access to the securable items contained in the domain. dowowm ~ which we do wil do fom Akes vel { compa Financial Management for Workday 32 26 Confidential © 2018 Workday, InChapter 1 ~ Core Concepts and Navigation Functional areas also include business processes. A business process is a set of configurable steps used to complete a larger overall task, like creating a customer invoice. Business process definitions are used to automate business events in Workday wai > pet ngwall SS Abpea /Abus!neés process is the definition of asks that riééd to be done for an event to occur, the order in which they must be completed, and who must do them. The business process definition specifies the security group responsible for each step in the process, notifies the workers in these groups, and gets feedback on when each step is complete so it can move on to the next step. Steps can also be conditional. In its most basic form, a business process is a set of tasks that are initiated, acted upon, and completed by users in Workday. Once a business process is initiated, Workday routes the tasks to the responsible roles (users who can complete the tasks based on their membership in security groups), and ensures that security and business rules are enforced throughout the execution of the business process until it is complete. TrMOririninoeny?r CrlnoT déFine Gor cAW Conti GurE 0 yur ON, dower” Financial Management for Workday 32 ‘Confidential © 2019 Workday, Inc 2 TLirenrinrienrernrernrenrnanrienrnnrnnranrynyreChapter 1 — Core Concepts and Navigation tina Workday provides a configurable security framework, which allows you to control view and modify access to the Workday application via security groups and security policy updates, The Workday security framework supports your organizational structures, roles, global models, and is integrated across the application, from the user interface pages, to reports, integrations, and business processes. ‘Securable items are grouped into domains and business processes. Each group has a corresponding domain or business process security policy. These groups are predefined and cannot be changed. You can edit which security groups can access the securable ites in a domain or business process, but you cannot edit the securable items in a policy or delete a Policy. High-Level Security Framework SECURITY GROUP TYPES Membership in a security group dictates what you can view and which tasks you can perform. Security group types are Workday-delivered and describe how security is assigned to users. You can create new security groups using the security group types. Next, we will review two of the security groups that will be used in this class. Additional security groups will be discussed in a later chapter. Financial Management for Workday 32 28 Confidential © 2019 Workday, Inc.Chapter 4 - Core Concepts and Navigation ROLE-BASED SECURITY GROUPS > prnoi4 organ nphiow Afectfic, Role-based security groups are commonly used to identify users in key support or leadership roles supporting different organizations. These security groups can be defined as constrained or unconstrained. Constrained role-based security groups are a common way to identify and constrain your support staff to target instances in a given organization that they support or lead. Role-based security groups use assignable. oles. A member of a role-based security group resides in a position o job, which isv@ssigned to the rol. This role is then referenced in t based security group definition. Role assignments involve assigning p job for a specific organization or role-enabled instance. USER-BASED SECURITY GROUPS ~> (.r0» User-based security groups are commonly used to provide administrators system-wide access to data in permitted security policies. User secur signed to a (Geiand stay with the user, regardless of position or job changes. : Examples of user-based security groups include: HR Administrator Payroll Administrator Finance Administrator ‘Security Administrator Report Writer Auditor Workday provides system defaults of several user-based ‘security groups as starting points to leverage and assign to your workforce. You can also create your own user-based security groups as needed. Financial Management for Workday 32 Confidential © 2019 Workday, Inc 29feeb eee eee a 2 2 2 oe Te Chapter 1 - Core Concepts and Navigation a ACTIVITY 1.1 - NAVIGATION & SECURITY SCAVENGER HUNT | Business Case: Complete the scavenger hunt. Note the worker you have been assigned: r badans TASK #1: WORKER PROFILE Use the worker's profile to answer the following questions: 1. Whatis your title? Slipping 4 Recinigy assoc 2. Whois your manager? “init V 3. Do you have any company property? If so, what? Y<> , Secu TASK #2: SEARCH BAR AND MENU Use the Search bar and menu to answer the following questions: 1, Do you have any favorite reports?) <| 2. How many applications are on your Home page? \o 3. Whois employee 21002? _ ro oe 4. Can you run the Create Customer Invoice task? jo 5. Can you run the Find Supplier Invoice report? > 6. Do you have anything in My Reports? If so, what is the filename?) . (A Activity Complete Financial Management for Workday 32 30 ‘Confidential ©2019 Workday, Inc.Chapter 1 - Core Concepts and Navigation gx CHAPTER 1 KNOWLEDGE CHECK 1. Which of the following describes a domain? (Select all correct answers.) LA: Setup Data UB Power Users <% Static Data D. Highly Configurable 2A is a set of tasks that is initiated, acted upon, and completed by users in Workday. AC Business Process B. Functional Area C. Supplier Invoice Financial Management for Workday 32 Confidential ©2019 Workday, In. 34 rel sms ho ho ho 2 ED Dk OR Dh ss. 18 1D 1D 2 oes oftChapter 2 ~ Organizations and Worktags CHAPTER 2 — ORGANIZATIONS AND WORKTAGS i Workday supports several organization types, but the primary organizational structure for Workday Financial Management is the Company organization. In this chapter, we will begin by focusing on the company organization and then look at other common organization types that can be created and maintained. This includes custom organizations, which are optional and may be required to support your individual business and report requirements. Financial transactions are grouped and tracked within company organizations. You can also use other organizational structures to represent multiple organization views. In addition, we will explore the purpose and definition of organization hierarchies. Once you create your organizations and organization hierarchies, these structures may change over time. ‘The reorganization tasks allow you to restructure as your business changes. Workday also provides another dimension, called worktags, to use when reporting on financial transactions. Additionally, if you need further reporting dimensions, you can use delivered and custom worktags. By the end of this chapter, you will be able to: © Create a company and attach it to an existing company hierarchy via a reorganization. «Set up a company address, a tax ID, and banking details. Create new cost centers and include them in a newly created cost center hierarchy. «Demonstrate and explain how roles are assigned and inherited on companies and company hierarchies, as well as cost centers and cost center hierarchies. ‘+ Enable custom worktags and configure a custom worktag pickiist. Add anew custom organization to an existing custom organization structure Financial Management for Workday 32 32 Confidential © 2018 Workday. neChapter 2 - Organizations and Worktags ‘As you deploy Workday, you will configure security policies to ensure the appropriate security groups have the right permissions. SECURITY GROUPS * Finance Organization Administrator: This user-based security group creates and maintains all organization setup data and financial organizations. Examples include organization types and subtypes, companies, cost centers, and regions. * Finance Administrator: This user-based security group creates and maintains all financial setup data, regardless of organization. Examples include financial institutions, financial accounting data, ledgers, journal sources, account control rules, fiscal schedules, items, and taxes. No approval authority. * Bank Administrator: This user-based security group creates and maintains all bank setup data, regardless of organization. No approval.authority. Examples include bank, branch, and bank account maintenance. + Settlement Administrator: This user-based security group creates and maintains all settlement setup data, regardless of organization. Examples include financial institutions, bank accounts, payment types, bank routing rules, and bank reconciliation. No approval ‘authority. DOMAINS A domain is a predefined set of related securable items (reports, tasks, instance sets, report fields, data sources, and so on). Workday predefines domains and customers cannot modify them. The following domains are covered in this chapter: at ey pT Companies | Organizations and Roles Create: Company Cost Centers | Organizations and Roles Create: Cost Center Custom Organizations and Roles Create: Custom Organization Organizations Custom ‘Common Financial Set Up: Maintain Custom Worktags Worktags | Management Banking & | Banking and Settlement Process: Banking Settlement Reports: Banking Set Up: Bank Entity Financial Management for Workday 32 Confidential © 2018 Workday, In. 2 rnoennrinrnepwrenapnorieninonnres#g Drrarnmrinreuoxien#&uoiiypeo weuw we se wee eNeULeeOULeOUeEULeOUeOeOO ee Chapter 2 - Organizations and Worktags BUSINESS PROCESSES Bank Account Event ‘An organization is a basic building block to the Workday application. Organizations are defined as a way to group workers and financial transactions. You can use organizations to: + Aggregate data for reports. ~* Assign workers to their management and support teams. “+ Run business processes. Workday defines and delivers the most common types of organizations. Within each type, you ‘can define organizations to reflect your company's requirements. You can also create unlimited numbers of each type of organization and then use them for different types of reporting. Some types of organizations can be combined in a hierarchy to represent a structure. Note: Every instance of any delivered organization type (.e., Company, Cost Center) is a worktag. Nonorganizational, delivered worktags and custom worktags Gannot be used as organizations (i.e., customer, revenue category and spend category). ORGANIZATION TYPES Legel oth / EA" o Workday organizes the organizations into different areas of Costing, Hierarchy, HR, Pay, and Custom. Each of the different types can be placed into a hierarchy of the same type for reporting purposes. nite , Costing Organizations 10 HU VUE ‘Companies are organizations within Workday and represent the internal business entities to which transactions are posted. Payroll and Financials use Company to control accounting and reporting functionality. Company is considered the level at which you hold a balanced set of books. In most cases, Legal Entities should be represented as companies, but companies do not have fo be Legal Entities, and Company can be defined at a lower level than Legal Entity. This function can be used when the customer needs to segregate security at a lower level for decentralized processing or other needs. Company is the level at which the financial accounting details are defined. palamciy segnsnt & legate SUH one Company. v Rncenas vet qb ¢ Financial Management for Workday 32 4 Confidential © 2019 Workday, Inc.Chapter 2— Organizations and Worktags Cost centers are used to hold financial transactions, budgets as well'as workers. Often, cost centers are departments within a legacy system. As a general guideline to defining cost centers, they should have 2A manager. +A financial impact. ao Abudget. There may be cost centers that do not meet the criteria above; itis provided as a guideline. {tis important to note that more granular definitions of cost centers may overtap with other worktags and require more effort to administer. For ‘example, if you need to report salary expenses for one or two employees, you can extract reports from payroll accounting and avoid setting up a dedicated cost center for this purpose. It is also important to note that this is how you report and manage cost, but not how you report and manage your People; Workday has the supervisory organization for that purpose. Location Location represents the physical location of the worker (or business asset), Whereas Region represents a geographic area for cost or revenue capture. For example, two sales people might be in the Miami office, but one has. responsibilty for the US-South region, while the other is responsible for the South America region. In Financials, it can be useful to think of the location as the origin of the cost and region as the destination Defining the level of granularity of locations is important, as location is used by all product lines (Workday HCM, Payroll, and Financials). For platform deployments, consensus must be reached between all functional areas as to the level of location granularity. It is recommended that location be owned (defined, built, and moved) by a single resource obtaining requirements from all product areas. Financials = Locations are used to reflect an asset's physical location., Region Regions are an optional organizational structure and can be used to reflect the area of responsibilty for a worker instead of the work location — which is Gifferent than the location hierarchy. For example, a salesperson might work ‘from (be located in) a Miami location, but may be responsible for Sales in the Latin American Region. Note that Workday Student is using Region for the region of student recruitment. Program Programs are primarily used by public sector and higher education ‘organizations. Programs typically have long term, if not permanent, high- level purposes. Programs are used to manage items that are larger than Projects and do not have defined start and end dates. Financial Manager ment for Workday 32 Confidential ©2018 Workday, Inc 35 ToT TMmryrywiemipesiyrmoe ee eee eae a ee nan nn nana a Chapter 2 - Organizations and Worktags Fund Fund accounting is unique to the public sector — governments, nonprofits, Universities, and schools. It requires separate self-balancing journals to track each fund's revenues and expenditures. Funds are separated into fund types and are characterized by restrictions. You can use funds as a worktag in financial and payroll transactions. They are often grouped into hierarchies for reporting. Gift Gifts are primarily used in higher education and nonprofit organizations and typically represent gifts of money as a funding source. A common type of gift is an endowment. Business Unit Business Unit is often used to define a line of business or an operating unit. Although a Business Unit can be assigned to workers during Assign Organizations, there are some staffing limitations. Grant Grants are primarily used by public sector and higher education organizations. Educational, governmental, and nonprofit institutions receive a range of support - grants, contracts, cooperative agreements, and gifts. These awards originate with a variety of sponsors — governmental, corporate, foundations, and private donors. Grants is an entire solution and should be considered in the scope of your initial design sessions, based on your requirements, Project Projects enable you to effectively plan, track, and manage projects and work. A project belongs to one project hierarchy, and the resource plan to assign workers to a project can be defined on the project or inherited from the project hierarchy. You can use billable projects to bill time, expenses, and supplier invoices to customers. Project scenarios can be used for project planning purposes and initiatives allow you to align projects with organizational goals. Type Matrix Workday HCM Organizations Pe Matrix organizations contain workers from different supervisory organizations who work together. Each matrix organization has a manager who has a dotted-line relationship to all the members of the Matrix organization. However, the Manager of a worker's supervisory organization retains ultimate authority over the worker. ion Supervisory ‘Supervisory is the primary organization for Workday HCM as it groups workers into a management hierarchy. Jobs, positions, and compensation sffuctures are associated with supervisory organizations, and workers are hired into jobs or positions associated with a supervisory organization. Retiree Retiree is an organizational structure designed to hold retirees, and provide visibility and management access for retiree administrators and partners. Financial Management for Workday 32 Confidential © 2019 Workay, nc.Pay Organizations Pay Group \o" WS | aes \ EEEEESS:=’S'S~ Chapter 2~ Organizations and Wor pea Miscellaneous Organizations arc Academic Unit offer programs of study, offer courses, or administer financial aid. Workday HCM uses academic function as the organization assignment for Academic Affliates and Named Professorships. govern how their pay 's calculated. Each worker who receives pay through Workday Payroll that can recruit prospects, admit students, units for academic appointments and AU rktags Committee to regulatory or special subcommittees. ‘Track various types of committees from corporate or department level, Custom Organization when creating custom organizations and communicate to all teams when a custom organization is being proposed so you do not get into the situation where multiple custom organizations are created for the Same use. Before using a custom organization, ensure you have ‘exhausted the possibili in Workday to achieve the same result. Do not create a custom organization for an organization type that already exists. ‘There is no limit to the number of custom organizations that can be Created; however, only 10 custom organization types can be specified for use in Workday Financial Management transactions. (ie, an it's very important you consider this limit when deploying Workday HC! or Workday Payroll without Workday Financial Management. All product lines can use custom organizations, so you must be judicious lity of using any other existing fields and structures organization that can be used as a worktag or used in payroll costing) so Financial Management for Workday 32 Confidential ©2019 Workday, inc. a7eM 0 ww nw Wh Chapter 2 - Organizations and Worktags REORGANIZATION When creating organizations, such as companies, cost centers, and supervisory organizations, a reorganization event needs to be created. A reorganization event enables you to group reorganization activities into an event that can be tracked in the Workday system. You can apply ‘a common effective date to the reorganization activities and view and manage those activities in delivered reports and queries. Create Reorganization Reorganization Name * Reorganization Date * NM/DD/YYYY fj Description ‘There are a few things to consider before you group your reorganization activities. ‘© Logical Relationships: The activities you group within a reorganization event should be logically related. Avoid grouping unrelated tasks or breaking apart activities that are part of a single, coherent event. «Effective Date: Only bring together activities in a reorganization that you can logically represent as taking place at the same time. This is because the effective date of a reorganization event becomes the effective date of the changes collected in the reorganization. + Staffing Activities: If you perform staffing activities, such as Move Workers or Assign Workers, periodically, and these changes are not related to larger structural changes to ‘an organization, consider creating separate reorganization events by period with an effective date equal to the beginning of each period Financial Management for Workday 32 38 Confident ©2019 Workday, neChapter 2 - Organizations and Worktags Note: In Workday, you must create a reorganization event not only when you create a new organization, but also when you reorganize an existing company or other organizational entities. This is because all activities relating to an organization, including the initial creation task, are part of an organization's history and must have a reorganization name to be tracked in the system. FUNDAMENTAL CHARACTERISTICS AND STRUCTURAL ASPECTS The different organizations share some fundamental characteristics and structural aspects. pond Availability Date* . organization becomes generally visible and available in prompts. Name* Name of the organization. Requirements of a name depend on the type of organization. Pay attention to search capabilities when naming organizations. Try to avoid abbreviations (e.g., "Finance/Accounting” is easier to search for than "Fin/Acct.") Code Optional field that can be used as an additional identification field. Workday recommends the code be a way to identify the organization. The Reference ID used in integrations should match the organization code. For example, the cost center ‘organization code might be the cost center number, and the Integration ID > Ref ID should be the same number. ‘Subtype User-defined field. Can create hierarchies and is reportable. Visibility ‘When determining who can view an organization, Workday prioritizes organization visibility over the access rights of the worker's role-based security group. Visibility also controls whether workers can see the organization details or only the organization header. External URL Allows you to identify a URL associated with the organization. Roles Assignable roles dictate the security tasks and involvement in business processes “Required fields Financial Management for Workday 32 Confidential ©2018 Workday, Inc. 39 = 5 sg Pema yy o6UgnhkmaesSOoak Ooo = -- = “ = = = =RWwuiud ud fb wd ww a nn Chapter 2 - Organizations and Worktags SUBTYPES Organizations can have organization subtypes such division and/or department. You define ‘each organization subtype (managed with the Maintain Organization Subtypes task) for your specific needs. All organization subtypes are tenanted data. Ifyou have the business need to do so, you can also set up and enforce the hierarchy of your organization subtypes. VISIBILITY ‘An organization's visibility determines who can view the organization. Visibility options inclu A) le rt Everyone ‘Anyone can see this organization. Most supervisory ‘organizations are set up this way. Role Assignees ‘Only a worker assigned to a role in the organization can view the organization. Workers can only view subordinate organizations if they inherit their role in the subordinate organization. If you are no longer the role assignee, the organization is no longer visible to you, even ifthe role's role-based security group has access rights of “Applies to Current Organization and All Subordinates.” Example: Use this option before a planned reorganization becomes effective. At the end of the reorganization, you can change the visibility of the organization to Everyone. Role Assignees and | Only members and workers assigned to a role can view the Members ‘organization. Role Assignees of |__| Only workers assigned to a role in the organization or a superior Current and Superiors | organization can view the organization. Workers who can view the organization can also view all subordinate organizations. ASSIGNABLE ROLES —> “9\© co! ‘Assignable roles dictate the security tasks and involvement in business processes. Assignable roles reside in each type of organization (e.g., Company, Supervisory, Custom). Roles are used in business processes to assign tasks; they can either be inherited from a superior organization, specifically assigned to an organization, or defaulted. These role assignments and the security groups to which they are linked are critical for business process routing and notifications. Roles are assigned to a position created by Workday HCM. Each organization has an owner by default who is assigned to the position that displays the position of the user that created the organization, but other roles can be assigned based on which type of organization you are Financial Management for Workday 32 40 Confidential © 2019 Workday, Inc.