Overview
This reference reproduces the Auditoria AP business objects data mapping template for Workday, one section per workbook sheet. Each table lists the Auditoria field name, field type, description, and the corresponding source-of-record field. Cells that are blank in the template are kept blank.
Note: Standard fields are mandatory. Extended fields are optional and are defined during implementation.
Status mapping
Status mapping defines how the statuses in your system of record (SOR) translate to the statuses Auditoria supports.
Table 1. Invoice Status
| Auditoria Supported Status | Default Workday Financial Management Record Field Name Invoice Status | Default Workday Financial Management Record Field Name Payment Status | Mapping for Invoice Status | Mapping for Payment Status Status |
|---|---|---|---|---|
| Bill(Supplier Invoice) Status Auditoria | invoiceStatus | documentPaymentStatus | ||
| Draft | Draft OR Incomplete | Unpaid | ||
| Open | Approved OR In Progress | Unpaid | ||
| Partially Paid | Approved | Partially Paid | ||
| Paid | Approved | Paid | ||
| Canceled | Cancelled OR Denied | Unpaid |
Table 2. Purchase Order Status
| Auditoria Supported Status | Default Workday Financial Management Record Field Name | Mapping for Purchase Order Status |
|---|---|---|
| Purchase Order Status Auditoria | purchaseOrderStatus | |
| Canceled | Denied, Cancelled | |
| Open | Issued | |
| Draft | In Progress, Pending Issue,Draft,Change Order in Progress,Approved | |
| Closed | Closed |
Table 3. Payment Status
| Auditoria Supported Status | Default Workday Financial Management Record Field Name | Mapping for Payment Status |
|---|---|---|
| Payment Status Auditoria | paymentStatus | |
| Awaiting settlement | Awaiting Payment Acknowledgment, Rejected, Returned, Approved, Payment Received | |
| Complete | Escheated, Complete | |
| Cancelled | Canceled, Stopped | |
| In Progress | Awaiting Settlement, In Progress |
Table 4. Contract Status
| Auditoria Supported Status | Default Workday Financial Management Record Field Name | Mapping for Contract Status |
|---|---|---|
| Contract Status Auditoria | Workday Status | |
| Canceled | Denied, Canceled, terminated | |
| Open | Approved | |
| Draft | Draft, Amendment in Process, Approval in Process | |
| Closed | Closed |
Table 5. Purchase Order Status
| Auditoria Supported Status | Default Workday Financial Management Record Field Name | Mapping for Purchase Order Status |
|---|---|---|
| Vendor Status Auditoria | ||
| Active | Active | |
| Inactive | Inactive |
Vendor
A vendor (supplier) is a company or person your organization buys goods or services from. The vendor record holds the master data used to identify and pay that supplier, such as name, identifiers, tax details, address, and contacts.
Table 6. Vendor
| Auditoria Vendor Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Workday Financial Management Record Field Name |
|---|---|---|---|
| Vendor Name | Standard | Supplier's Business Name | supplierName |
| ID | Standard | The unique ID of the Supplier record in the SOR | workdayID |
| Category | Standard | Supplier's category from the SOR (Optional) | supplierCategory |
| Status (Active/Inactive) | Standard | Is the Supplier marked as active in SOR? Yes/No | supplierStatus |
| Tags | Standard | NOT MAPPED TO AN SOR FIELD | |
| Entity | Standard | This is the list of entities that the Vendor belongs to in the SOR | companyRestrictionsForSupplier |
| Standard | Primary email for Supplier | primaryEmailAddress | |
| Tax ID | Standard | Business tax ID | taxID |
| Address | Standard | Mailing address of the Supplier | primaryRemit_ToAddress |
| Contacts | Standard | List of Contacts for Vendor - contacts we do business with | allEmailAddresses |
| Business Name | Standard | Another name that the Supplier is doing business as and is in the ERP or W9 | supplierName |
| Tax ID Type (EIN/SSN) | Standard | EIN vs SSN | supplierTaxIDs |
| Notes | Standard | NOT MAPPED TO AN SOR FIELD |
Bill
A bill (vendor invoice) is the document a vendor sends to request payment for goods or services. The bill record holds the invoice header data, including amounts, currency, dates, status, and payment terms.
Table 7. Bill
| Auditoria Vendor Bill Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Workday Financial Management Record Field Name |
|---|---|---|---|
| Vendor Bill Internal ID | Standard | The unique ID of the supplier bill record in the SOR | invoiceNumber |
| Vendor Bill Ext ID | Standard | The supplier's bill ID, as shown on the original bill received from the respective supplier. | suppliersInvoiceNumber |
| Due Date | Standard | The due date of the supplier bill | dueDate1 |
| Currency | Standard | Currency of the bill | Currency_for_Supplier_Contract |
| Base Total Amount | Standard | NOT MAPPED TO AN SOR FIELD. This is the Converted Total in the Book Currency. It's computed by Auditoria (see column D). | totalAmount*exchangeRate |
| Total Tax | Standard | This is the Total Tax amount | taxAmount |
| Base Amount Remaining | Standard | NOT MAPPED TO AN SOR FIELD This is the Total Amount Less Amount Paid in book currency. This field is calculated by Auditoria. It's computed by Auditoria (see column D). | amountDue*exchangeRate |
| Amount Paid | Standard | This is the amount paid in the Bill Currency | totalAmount-amountDue |
| Vendor Name | Standard | DO NOT MAP. DERIVED FROM BILL-VENDOR RELATIONSHIP. Vendor's name for the bill | supplier |
| Contract | Standard | This is an optional field that can be written to Workday if needed < TO BE ADDED> | supplierContractsForBusinessDocument |
| Status (Draft/Open/Partially Paid/Paid/Cancelled) | Standard | Invoice status in the ERP. ERP statuses should be mapped to the Auditoria statuses (see column A). | invoiceStatus, documentPaymentStatus |
| Age | Standard | NOT MAPPED TO AN SOR FIELD This is the age of the bill calculated by Auditoira. | |
| Exchange Rate | Standard | FX rate to convert from bill currency to book currency | exchangeRate |
| Total Discount Applied | Standard | This is the amount of any Discount Applied. | discountTakenForReportingTransaction |
| Invoice Received Date | Standard | The Date the email with the vendor bill was received. | invoiceDate |
| Payment Terms | Standard | These are the payment terms for a bill. | paymentTerms |
| Amount Remaining | Standard | This is the Foreign Total less the Foreign Amount Paid in the bill currency. | foreign amount total - foreign amount paid |
| Entity | Standard | This is the entity for the bill. This field is usually called "Company" in Workday. | company1 |
| Date | Standard | The date of the supplier bill | invoiceDate |
| Base Currency | Standard | This is the Book Currency for the entity of the bill. | baseCurrency |
| Bill To Address | Standard | NOT MAPPED TO AN SOR FIELD This field is extracted from the bill and used to assign entity and/or vendor when needed. | |
| Net Amount | Standard | This is the amount of the bill net of taxes | Totalamount-tax |
| Base Amount Paid | Standard | NOT MAPPED TO AN SOR FIELD This is the Foreign Amount Paid converted to Book Currency using Exchange Rate. It's computed by Auditoria (see column D). | (totalAmount-amountDue)*exchangeRate |
| Total Amount | Standard | Bill total from the invoice in Bill Currency | totalAmount |
| Tags | Standard | NOT MAPPED TO AN SOR FIELD | |
| Notes | Standard | NOT MAPPED TO AN SOR FIELD |
Bill line items
Bill line items are the individual lines on a vendor bill. Each line records what was billed, such as the amount, quantity, account, tax code, and any matched purchase order or contract line.
Table 8. Bill line items
| Auditoria Vendor Bill Line Items Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Workday Financial Management Record Field Name |
|---|---|---|---|
| Price | Standard | This is the line price on the bill. When a PO is matched, the PO line price will take precedent over the bill line price. (if applicable) | unitCost |
| Service Period Start | Standard | This is the service period start for an invoice. (if applicable) | supplierContractStartDate |
| Service Period End | Standard | This is the service period end for an invoice. (if applicable) | supplierContractEndDate |
| Item ID | Standard | NOT MAPPED TO AN SOR FIELD This is a NetSuite only field. | |
| GL Account | Standard | NOT MAPPED TO AN SOR FIELD This field is not relevant for Workday. | |
| Tax Code | Optional | The tax code list. Standard field in Workday is called tax code. Line level selection. | taxDetail |
| Spend Category | Standard | Spend Category of the Line | spendCategory |
| Cost Center | Standard | Cost Center of the Line | costCenter |
| Prepaid | Standard | This is an optional field that can be written to Workday if needed as a Yes or a No. Auditoria will calculate the prepaid as follows. If an invoice has a service period with and end date that is in the future, then the invoice should be classified as a prepaid. | prepaidLine |
| Amount | Standard | Amount for the line | extendedAmount |
| Quantity | Standard | Quantity for the line (if applicable) | quantity |
| Description | Standard | Description of the line | lineDescription |
| PO Line Number | Optional | Purchase Order line number (if applicable) | purchaseOrderLine.line |
| PO Number | Optional | Purchase Order for the invoice line (if applicable) | purchaseOrderLine.number |
| Contract Number | Optional | Contract Number (if applicable) | supplierContractNumber |
| Contract Line Number | Optional | Contract Line Number (if applicable) | supplierContract.lineNumber |
| Line Entity | Optional | Line entity if applicable | Company |
| Line Type | Standard | NOT MAPPED TO AN SOR FIELD Goods or Services | Auditoria will treat lines with quantities as goods and others as services |
Credit memo
A credit memo is a document from a vendor that reduces the amount your organization owes, for example after a return or billing correction. The credit memo record holds header data such as vendor, amount, currency, and status.
Table 9. Credit memo
| Auditoria AP Credit Memo Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Workday Financial Management Record Field Name |
|---|---|---|---|
| Credit Memo Internal ID | Standard | The unique ID of the Credit Memo record in the SOR. Credit Memo is usually called Invoice Adjustment in Workday | invoiceNumber |
| Credit Memo External ID | Standard | The supplier's Credit Memo ID, as shown on the original Credit Memo received from the respective supplier. | suppliersInvoiceNumber |
| Entity | Standard | This is the entity for the Credit Memo. This field is usually called "Company" in Workday. | company1 |
| Vendor Name | Standard | DO NOT MAP. DERIVED FROM CREDIT MEMO-VENDOR RELATIONSHIP. Vendor's name for the Credit Memo | supplier |
| Currency | Standard | This is the Book Currency for the entity of the bill. | baseCurrencyForSupplierInvoiceDocument |
| Increase or Decrease Liability | Standard | This shows if the Credit Memo increases or decreases liability | increasesLiability |
| Reason | Standard | The reason for which the Credit Memo is issued | supplierInvoiceAdjustmentReason |
| Date | Standard | The date of the Credit Memo | invoiceDate |
| Payment Terms | Standard | These are the payment terms for a Credit Memo | paymentTerms |
| Total Amount | Standard | Total amount from the Credit Memo with its currency | totalInvoiceAmountWithSign |
| Reference Invoice | Standard | The original vendor bill this credit memo links to, if applicable | originalInvoiceReference |
| Total Tax | Standard | This is the Total Tax amount | taxAmount |
Credit memo line items
Credit memo line items are the individual lines on a vendor credit memo. Each line records the adjustment detail, such as amount, quantity, and account.
Table 10. Credit memo line items
| Auditoria AP Credit Memo Line Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Workday Financial Management Record Field Name |
|---|---|---|---|
| Description | Standard | Description of the line | lineDescription |
| Line Entity | Standard | Line entity, if applicable | lineCompany |
| Cost Center | Standard | Cost Center of the Line | costCenter |
| Spend Category | Standard | Spend Category of the Line | spendCategoryAsWorktag |
| Quantity | Standard | Quantity for the line (if applicable) | quantity |
| Price | Standard | This is the line price on the Credit Memo. When a PO is matched, the PO line price will take precedence over the Credit Memo line price. (if applicable) | unitCost |
| Amount | Standard | Amount for the line | extendedAmount |
Purchase order
A purchase order (PO) is the document your organization issues to a vendor to authorize a purchase before goods or services are delivered. The purchase order record holds the PO header data, such as vendor, buyer, requester, currency, status, and total amount.
Table 11. Purchase order
| Auditoria Purchase Order Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Workday Financial Management Record Field Name |
|---|---|---|---|
| Vendor Name | Standard | supplier | |
| Last Modified Date | Standard | lastUpdated | |
| Buyer | Standard | buyerName | |
| Status (Draft/Open/Closed/Canceled) | Standard | purchaseOrderStatus | |
| Entity | Standard | company1 | |
| Requisition Number | Standard | prNumber | |
| Requester | Standard | requestersFromRequisitions | |
| Currency | Standard | Currency for Order | |
| Date | Standard | documentDate | |
| Purchase Order Number | Standard | poNumber | |
| Total Amount | Standard | totalPOAmount |
Purchase order line items
Purchase order line items are the individual lines on a purchase order. Each line records what was ordered, such as the amount, quantity, type (goods or services), account, and status, and supports matching against bill lines.
Table 12. Purchase order line items
| Auditoria Purchase Order Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Workday Financial Management Record Field Name |
|---|---|---|---|
| Line Number | Standard | lineNumber | |
| Account | Standard | NOT MAPPED TO AN SOR FIELD This is N/A for Workday. | |
| Service Period Start | Standard | Only applicable for Services type | serviceLineStartDate |
| Service Period End | Standard | Only applicable for Services type | serviceLineEndDate |
| Type (Goods/Services) | Standard | isGoodsLine | |
| Spend Category | Standard | spendCategory | |
| Cost Center | Standard | costCenter | |
| Line Status (DRAFT/ OPEN/ CLOSED/ CANCELED) | Standard | statusForPurchaseOrderLineDistribution | |
| Item ID | Standard | NOT MAPPED TO AN SOR FIELD This is a NetSuite only field. | |
| PO Line Description | Standard | lineDescription | |
| Rate | Standard | Only applicable for Goods Type | unitCost |
| PO Line Amount | Standard | amount | |
| Matched Quantity | Standard | quantityInvoiced | |
| Quantity | Standard | Only applicable for Goods Type | quantity |
| Matched Amount | Standard | Only applicable for Services type | amountInvoiced |
Contract
A contract is an agreement with a vendor that governs pricing and terms over a defined period. The contract record holds header data such as vendor, contract number, currency, status, and start and end dates.
Table 13. Contract
| Auditoria Supplier Contract Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Workday Financial Management Record Field Name |
|---|---|---|---|
| Vendor Name | Standard | supplier | |
| Total Amount | Standard | totalContractAmount | |
| Entity | Standard | company1 | |
| Contract Number | Standard | supplierContractNumber | |
| Status | Standard | supplierContractStatusAsText | |
| Created Date | Standard | transactionDateForOperationalTransaction | |
| Currency | Standard | currencyForSupplierContract | |
| Start Date | Standard | supplierContractStartDate | |
| End Date | Standard | supplierContractEndDate |
Contract line items
Contract line items are the individual lines on a vendor contract, recording line-level detail such as amount, quantity, rate, and matched amounts.
Table 14. Contract line items
| Auditoria Purchase Order Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Workday Financial Management Record Field Name |
|---|---|---|---|
| Line Number | Standard | lineNumber | |
| Spend Category | Standard | spendCategoryAsWorktag | |
| Cost Center | Standard | costCenter | |
| Line Status | Standard | isGoodsLine | |
| Line Description | Standard | lineDescription | |
| Line Amount | Standard | extendedAmount | |
| Rate | Standard | unitCost | |
| Qty | Standard | quantity | |
| Matched amount | Standard | amountInvoiced | |
| Matched qty | Standard | quantityInvoiced |
Payment
A payment is the disbursement your organization makes to settle one or more vendor bills. The payment record holds the payment header data, such as amounts, currency, bank account, dates, and processing status.
Table 15. Payment
| Auditoria Payment Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Workday Financial Management Record Field Name |
|---|---|---|---|
| Vendor Name | Standard | supplier | |
| Currency | Standard | Base Currency | currency1 |
| Unapplied Amount | Standard | DO NOT MAP Calculated by AAI | paymentAmount-invoicesPaid |
| Base Applied Amount | Standard | DO NOT MAP Calculcated by AAI Invoices paid in payment currency | invoicesPaid* currencyExchangeRate |
| Company | Standard | company1 | |
| Bank Account | Standard | bankAccountNum | |
| Discount Taken | Standard | discount | |
| Status (In Progress/Complete/Cancelled/Awaiting Settlement) | Standard | Payment processing state, wherein In Progress is applied when payment is not specifically awaiting settlement, complete, or canceled. | paymentStatus |
| Total Amount | Standard | DO NOT MAP Calculcated by AAI Payment Amount in Base Currency | paymentAmount*currencyExchangeRate |
| Foreign Currency | Standard | Payment currency | currency |
| Foreign Unapplied Amount | Standard | DO NOT MAP Calculated by AAI | Total Amount - Foreigh Applied Amount |
| Payment Type | Standard | paymentType | |
| Settlement Date | Standard | settlementDate | |
| Payment Date | Standard | paymentDate | |
| Applied Amount | Standard | Invoices paid in payment currency | invoicesPaid |
| ForeignTotal Amount | Standard | Payment Amount in payment currency | amountInPaymentCurrency |
| Payment Category | Standard | paymentCategory | |
| Settlement Run ID | Standard | settlementRunNum | |
| Transaction Reference | Standard | tranRef | |
| Notes | Standard | NOT MAPPED TO AN SOR FIELD | |
| Exchange Rate | Standard | Exchange Rate from the Vendor Bills | currencyExchangeRate |
Payment line items
Payment line items list the bills settled by a payment, with one line for each bill paid. Each line links the payment to a specific vendor bill and the amount applied to it.
Table 16. Payment line items
| Auditoria Payment Line Items Record Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Workday Financial Management Record Field Name |
|---|---|---|---|
| Vendor Bill Internal Id | Standard | The line items represent the bills paid with the payment, one line for each bill paid | invoiceNumber |
| Vendor Bill External Id | Standard | suppliersInvoiceNumber | |
| Amount Paid | Standard | Amount Paid | paidAmount |
| Invoice Date | Standard | appliedDate | |
| Due Date | Standard | Due date of the bill | |
| Amount | Standard | Total Amount of the BIll |
Journal entry
A journal entry is an accounting record that posts debits and credits to the general ledger, used here for accruals. The journal entry record holds header data such as date, memo, currency, accrual group, reversal date, and company.
Table 17. Journal entry
| Auditoria Journal Entry Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Workday Financial Management Record Field Name |
|---|---|---|---|
| Date | Standard | Journal Entry Date | |
| Owner | Standard | Owner of the accrual group | NOT MAPPED TO AN SOR FIELD |
| Journal Entry Memo | Standard | Header memo for JE | |
| Comment | Standard | Internal comment field not written to SoR | NOT MAPPED TO AN SOR FIELD |
| Currency | Standard | Currency for the Journal entry | |
| Accrual Group | Standard | Internal Accrual group assignment set at vendor level | NOT MAPPED TO AN SOR FIELD |
| Reversal Date | Standard | Date the reversal will be set to in SoR. This defaults to the first day of the next posting period. | |
| Credit Account | Standard | Credit Account for the Journal entry. This is auto populated by the Accrual group settings. | NOT MAPPED TO AN SOR FIELD |
| Create Reversal | Standard | Yes or No to reverse the entry. By default, always set to Yes. | |
| Company ID | Standard | Company (also called entity) for the Journal Entry. |
Journal entry lines
Journal entry lines are the individual debit and credit lines of a journal entry. Each line carries an account, amounts, and accounting dimensions such as business unit, region, cost center, and spend category.
Table 18. Journal entry lines
| Auditoria Journal Entry Field Name (As seen in Auditoria console) | Auditoria Field Type (STANDARD FIELDS ARE MANDATORY) | Description (what does the field represent) | Default Workday Financial Management Record Field Name |
|---|---|---|---|
| Line Ref | Standard | Line number for journal lines | NOT MAPPED TO AN SOR FIELD |
| Memo | Standard | Journal Entry Memo | |
| Account | Standard | General Ledger Posting account | |
| Business Unit | Standard | Business Unit for Journal entry | |
| Region | Standard | Region for Journal line | |
| Cost Center | Standard | Cost center for journal line | |
| Spend Category | Standard | Spend category for journal line | |
| Currency | Standard | Currency of the journal entry | |
| Debit Amount | Standard | Debit Amount | |
| Credit Amount | Standard | Credit Amount |
For the complete template, download the Auditoria Workday AP business objects data mapping template.