Workday - Processing Pre-Paid (Multi-Period) Requisitions

Workday - Processing Pre-Paid (Multi-Period) Requisitions

In Workday, expenses that are spread over multiple accounting periods (Pre-Paid) are processed with a requisition that is noted as prepaid.  The AP team will add the prepaid schedule to the invoice prior to matching the invoice to the PO.  

***In order to qualify for prepaid allocation across multiple accounting periods, the amount per period must be 100.00 or more.***

  1. On the procurement side, while creating requisitions for these expenses, select the correct Cost Center and Spend Category for the expense and note on the line items that it is prepaid and provide the periods to apply the expense.  

  1. The budget check process will run for the full amount of the expense for the period of the requisition date.  
  2. Do not process the receipt on the PO immediately.  Wait for the invoice task to come to the GM or Finance Approver.  
  3. GM or Finance approver will use the Send Back option on the supplier invoice task to send the PO number and the prepaid schedule back to the AP team so they can update the invoice.  Example below:
    1. PO-10101010 Prepay April, May, June 2025
  4. GM or Finance approver processes the receipt on the PO
  5. The invoice will process, match and approve to the Open Payables report.  
  6. The accountants will receive a task to complete the Schedule in the final task of the business process.  
  7. They will review the expense, confirm that it qualifies for prepaid and then process the schedule to post in the appropriate periods.