Setting Default Payment Information (Workday)
During onboarding, you assigned FISPAN Payments to suppliers in Step 10.4: Assign to Suppliers (Workday). After onboarding, you can update new suppliers, update many suppliers at once, or switch existing open invoices to FISPAN Payments. To pay invoices through FISPAN Sync, your suppliers and open invoices must use the FISPAN Payments payment type.
Updating Payment types has two parts:
- Suppliers: Set FISPAN Payments as the supplier's Default Payment Type, so new invoices use it automatically. Update a few suppliers manually or many at once with an EIB.
- Existing Open Invoices: Changing the supplier doesn't change invoices that already exist. Update approved, unpaid invoices with the Mass Change Approved Supplier Invoices task.
NOTE: An invoice’s Override Payment Type always wins over the supplier’s default. An open invoice with Override Payment Type = Wire won’t be available to pay through FISPAN Sync until you change it to FISPAN Payments.
IMPORTANT: Most AP or procurement users can update a few suppliers manually and update open invoices. Updating suppliers in bulk with an EIB usually requires your Workday administrator or implementation partner, because it needs Workday implementation-level security.
Before You Begin
Confirm the following before updating any suppliers or invoices.
The FISPAN Payments payment type exists in your tenant (search Maintain Payment Types).
Your bank routing rule includes FISPAN Payments (see Edit Bank Routing Rule).
Each supplier's settlement bank account is not restricted to other payment types only. A restricted account will not route FISPAN Payments.
Each supplier's Approval Status is Approved. Suppliers with Change Request in Process cannot be updated until that change is approved.
You have the required security access (below).
Required Security Access
Task | Security domain or access needed |
|---|---|
Create the EIB and generate its template | Modify permission on the Integration Build domain |
Launch the EIB | Modify permission on the Integration Event domain. Without it, Actions -> Integration -> Launch / Schedule Integration is not visible. |
Load the supplier changes | Put permission on the Submit Supplier web service, secured by the iLoad Web Services domain (Implementation functional area). This domain's security groups are not configurable; by default it grants Get and Put to the Implementers group. The user also needs permission to initiate the supplier change business process. An inbound EIB runs with the security of the user who launches it. |
Update existing invoices | The Process: Supplier Invoice - Mass Action domain |
To see which domain secures any task or web service in your tenant, search the task View Security for Securable Item and enter the task name (for example, Submit Supplier or Launch / Schedule Integration).
Creating and launching an EIB can require different access. A user who can build the EIB may still need an administrator to launch it.
Find Your FISPAN Payments Reference ID
The EIB template lists payment types by reference ID, not by name. The ID is different in every tenant.
- Search Maintain Payment Types and find FISPAN Payments.
- Click the Related Actions button (…) next to it.
- Go to Integration IDs -> View IDs.
- Copy the Payment_Type_ID value (for example, PAYMENT_TYPE-17-12).
Update Supplier Payment Types
Set FISPAN Payments as each supplier's Default Payment Type, so new invoices use it automatically. Choose one of the options below.
Update Suppliers One at a Time
Recommended for a few suppliers, such as new suppliers added after onboarding. Follow the same steps as Step 10.4: Assign to Suppliers (Workday)
Mass Update Suppliers via EIB
For Workday administrators updating many suppliers at once. Follow Mass Updating Supplier Payment Types via EIB (Workday). If a load fails, see Troubleshooting EIB Errors (Workday).
Update Open Invoices
Changing a supplier does not change Invoices that already exist. Follow Updating Open Invoices to FISPAN Payments (Workday) to switch approved, unpaid Invoices to FISPAN Payments.
Verify the Result
After both parts are complete, spot-check a few suppliers and invoices.
Where | Field | Expected value |
|---|---|---|
Supplier -> Payment Details | Default Payment Type | FISPAN Payments |
Supplier -> Payment Details | Accepted Payment Types | Includes FISPAN Payments |
Supplier profile | Approval Status | Approved |
Open Supplier Invoice -> Terms and Taxes | Default Payment Type | FISPAN Payments |
Open Supplier Invoice -> Terms and Taxes | Override Payment Type | FISPAN Payments, or empty |
Open Supplier Invoice | Status | Approved |
NOTE: New Invoices for updated suppliers will use FISPAN Payments automatically.