Who this is for. AR and cash-application staff who review the entity on remittance documents. Only the SuperAdmin role can use AR Remittances. See Roles and Access.
Availability. Workday only. The Documents tab appears when AR Remittances is turned on for the instance.
Overview
Each payment record carries an entity: the company in your organization that receives the payment. The agent fills the Entity field when it creates a document, and you can change it while you review. The value the agent chooses depends on the customer the remittance is matched to.
The entity shows in three places:
the Entity field of the payment record on the Document Information page
the Entity column of the document list
the Entity list in the Update Customer Hints dialog
Sources of the entity value
The agent takes the entity from the first source that gives a value. An entity from saved hints, or from a mapping set up for your organization, comes first. Then the agent uses the customer, and the value depends on how many entities the customer has. Table 1 lists the cases in that order.
Table 1. How the agent sets the entity
Case |
Entity the agent sets |
|---|---|
Hints saved for the customer carry an entity |
The entity saved with the hints, on remittances matched through those hints. |
A mapping set up for your organization reads an entity from the file |
That entity. |
The customer has more than one entity |
The entity of the customer's most recent payment in Workday, if the customer has that entity. Otherwise, the customer's first entity. |
The customer has one entity |
That entity. |
The agent did not match the customer |
The agent can still set an entity, for example after you select Change to Payment on an Others document. Its history entry then reads Extraction in Determined By, with no extracted value. For an Unknown customer, the agent sets no entity when the email arrives. |
You can change the entity while you review the document. In Edit, the Entity list offers every entity on the instance's ERP connection, not only the customer's.
Effect of the entity on the payment
The agent writes the payment to Workday with the document's entity. A payment record holds one entity. When a remittance pays invoices of more than one entity, AR Remittances does not split the payment. You then update the payment in Workday directly. In Workday, the entity is the payment's company.
Entity source in document history
A document's history records which source set the entity. In View Document History, an agent entry includes an Entity row when the agent set the entity. Its Determined By value reads Hints when saved hints supplied the entity. Other values are Extraction, Modify, and Business Rule: followed by the name of the rule.
Table 2 links symptoms on the Entity field to the source to check.
Table 2. Entity symptoms and the source to check
Symptom |
Source to check |
|---|---|
The entity is blank |
The document. Matching the customer later does not fill the entity. Select Edit and choose the entity before you write. |
A customer with several entities shows an entity you did not expect |
The default entity for a customer with several entities, in Table 1. |
Later remittances show a different entity from earlier ones |
The customer's hints. Hints saved with an entity supply it for the remittances matched through them. |
In the document list, Entity is an optional column. When it is hidden, Edit Columns adds it back. Its filter shows only the documents of the entities you pick.
You correct the entity of one document on the Document Information page. Select Edit, then choose the entity from the Entity list in the payment record. For the editing steps, see Review and Write a Remittance. For later remittances, the customer's hints carry the right entity. See Customer Hints.