Workday purchase to pay: see where each purchase order waits

What does Duaer read from Workday?

Each purchase order is a case, with the supplier, currency and order amount (the sum of its line amounts). The steps are:

• Requisition created: the requisition date of the requisitions the order was sourced from.
• Order created: the order's document date.
• Goods received: the document date of each receipt of the order; canceled receipts are left out.
• Invoice posted: the invoice date of supplier invoices matched to the order; canceled invoices are left out.
• Paid: the payment date of a payment whose remittance documents list one of the order's invoices; canceled or voided payments are left out.
• The steps match the purchase to pay template, so the purchase to pay board in My processes on the employee portal works as it is; refer to process findings.

How do you connect Workday to Duaer?

1. In Workday, create an integration system user in an integration system security group, give the group Get access to the procurement, supplier accounts and settlement domains, and activate the security policy changes.
2. Run the Public Web Services report in Workday and note the web services host (like wd2-impl-services1.workday.com) and the tenant name.
3. In Duaer, create a Workday API credential with the host, the tenant, and the integration system user's user name and password. When the user name has no @tenant, Duaer adds it.
4. As an owner or admin, open Data sources in the sidebar, select Add source, choose Workday under Purchase to pay, choose the credential and select Check tenant. Any operation the user cannot use is listed with its status code.
5. The mapping is fixed. Preview, set the schedule and who sees the cases, and confirm.

How often does it read, and how much?

Each run reads three streams, one page each at most: purchase orders by change (with their requisitions, receipts and invoices), new invoices by invoice date (with their order's receipts), and payments by payment date. Each stream reads a time window to its end, then goes on from there; a first read covers all past orders and payments and finishes over several runs. A step is never written twice. Read only: Duaer never writes to Workday.

What are the limits?

• Integration system user and password only for now; OAuth 2.0 API clients follow once they are tested with a real tenant.
• A payment reaches an invoice through the document ID in its remittance. If your tenant does not write invoice IDs there, the Paid step is missing and the board counts those invoices as unpaid.
• A receipt added later to an order that neither changes nor gets a new invoice is not read.
• Order approvals, change orders, returns and credit memos are not read yet.