UW Billing External Customer Accounts (Other External Entities)
Definition 
Billing external customers is the process of billing externally for the sale of goods or services. The billing unit will initiate creating the customer, creating the sales item, and creating the customer invoice event within Workday.
Related Reference Guide(s): UW Billing External Customer Accounts (UW Health), Unclaimed Deposit Process
Who
Department/Unit Initiators
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- Customer Billing Specialist
- Customer Contract Specialist - Only for installment billing.
Department/Unit Approvers
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- Cost Center Manager
*There are other initiator and approver roles at the campus level listed within the Create Customer Invoice Event Workday job aid.
Obtaining Access
If you need any security roles to complete this process, discuss with your next level leader. If approved, reach out to your department/unit’s Workday Role-Based Access Requester.
To check your security role access set up prior to Workday:
- Click on the Employee Lookup tab in Tableau.
- Enter your name in the legal name field (last name, first name).
To find your department/unit’s Workday Role-Based Access Requester:
- Go to your Workday profile and click "Job” in the left navigation menu.
- Click “Support Roles” in the top header.
- In the Assignable Role column, scroll to find the Role-Based Access Requester.
Training
Prerequisites
How
SMPH Standardized Process
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- N/A
Core Workday Job Aids
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- If you need to request a new worktag, follow the SMPH Requesting a New Gift, Program or Project Worktag process.
- If the customer and/or sales item is not set up or needs to be edited, follow:
- Create Customer Profile
- To create multiple customers, follow: Submit Customer Inbound EIB Template (Workday job aid)
- Reference the Enterprise Interface Builder (EIB) Library for the "FIN EIB Submit Customer Inbound Template (Excel)"
- To create multiple customers, follow: Submit Customer Inbound EIB Template (Workday job aid)
- Edit Customer Contact Information
- Request or Update Sales Item
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- Create Customer Invoice Event
- To create multiple customer invoices, follow: Submit Customer Invoice Inbound EIB Template (Workday job aid)
- Reference the Enterprise Interface Builder (EIB) Library for the "FIN EIB Submit Customer Invoice Inbound (Excel)"
- If utilizing installment billing, follow: Set Up a Customer Contract which includes the billing schedule and invoicing.
- To create multiple customer invoices, follow: Submit Customer Invoice Inbound EIB Template (Workday job aid)
- Create Customer Invoice Event
Related Workday Job Aids
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- Managing an Enterprise Interface Builder (EIB)
- Submit Customer Invoice Adjustment Inbound EIB Template (FIN) (Workday job aid)
- Reference the Enterprise Interface Builder (EIB) Library for the "FIN EIB Submit Customer Invoice Adjustment Inbound Template (Excel)"
- Create Credit and Rebill Invoices
- Request Customer Refund
- Bad Debt Write Off
Related Reports
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- SMPH Fiscal Master Report Inventory (Excel) – Filter the Category column to show ARBI.
Questions
For help with content questions or technical issues, please visit the ATP in SMPH – How to Get Help section. It includes instructions for submitting tickets and connecting with SMPH subject matter experts or technical support teams.
References
Policies
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- N/A
Guidelines
Forms
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- Reference the Enterprise Interface Builder (EIB) Library for:
- "FIN EIB Submit Customer Inbound Template (Excel)"
- "FIN EIB Submit Customer Invoice Inbound (Excel)"
- "FIN EIB Submit Customer Invoice Adjustment Inbound Template (Excel)"
- Reference the Enterprise Interface Builder (EIB) Library for: