Skip to main content
Avalara Help Center

Install and Configure Avalara Connector for Workday

This article applies to:Connector for Workday

Use the following instructions to install and configure v3.0 and higher versions of the Avalara Connector for Workday.

After you activate AvaTax and set up your company profile, install and configure the connector for your business application. During configuration, customize your setup to fit your unique business needs for things like:

  • Tax calculation settings for various tax types
  • Exemption settings if you have exempt customers
  • Product taxability settings

Alter these settings when your business needs change.

We recommend you contact Avalara Professional Services before you install and configure the connector for your business application to see if you might need help with implementation.


System requirements

System requirement for integration of Avalara AvaTax for Workday is a standard Workday tenant.

  • The following transport protocols are used for the integration:
    • WWS
    • REST API
  • Authentication requirements for AvaTax are handled by Workday as the integration application, the Avalara Connector, is installed and deployed inside Workday.

This infographic shows the data flow of the AvaTax-for-Workday integration and illustrates where AvaTax interacts with Workday:

DataFlowWorkday.png


Configure Workday before installing AvaTax

Create integration system users

Steps

  1. Search for Create Integration System User and select it.
  2. Select Do Not Allow UI Sessions while creating integration system users.
  3. Create the following integration system users for the indicated modules, and then click OK and Done:
Integration system user Module
Avalara_ISU_Reconciliation AvalaraReconciliation
Avalara_ISU_Cust_TaxCalc AvalaraInvoiceTaxCalc
Avalara_ISU_Options_Maintenance AvalaraConfiguration
Avalara_ISU_Post AvalaraPostingInvoices
Avalara_ISU_Error_Recovery AvalaraErrorRecovery
Avalara_ISU_CustAddr_Validation AvalaraValidateCustomerAddress
Avalara_ISU_SuppInv_TaxCalc AvalaraSupplierInvoiceTaxCalc
Avalara_ISU_TaxStructure AvalaraTax

Create domain security groups

Steps

  1. Create Avalara_Integration_Security_Group_Advanced:
    1. Search for Create Security Group and select it.
    2. Add the following information, and then click OK and Done:
       
      Field Value
      Type of Tenanted Security Group Integration System Security Group (Unconstrained)
      Name Avalara_Integration_Security_Group_Advanced
  2. Create Avalara_BP_Security_Group_Advanced:
    1. Search for Create Security Group and select it.
    2. Add the following information, and then click OK and Done:
      Field Value
      Type of Tenanted Security Group User-Based Security Group
      Name Avalara_BP_Security_Group_Advanced
 

Assign integration system users to domain security groups

Steps

  1. Assign users to domain security group Avalara_Integration_Security_Group_Advanced:
    1. Search for View Security Group and select it.
    2. In the Security Group field, search for and select Avalara_Integration_Security_Group_Advanced, and then click OK.
    3. On the View Integration System Security Group (Unconstrained) Avalara_Integration_Security_Group_Advanced page, go to Actions () > Integration Security Group (Unconstrained) and click Edit.
    4. In the Integration System Users field, add the following users, and then click OK and Done:
      • Avalara_ISU_Reconciliation
      • Avalara_ISU_Cust_TaxCalc
      • Avalara_ISU_Options_Maintenance
      • Avalara_ISU_Post
      • Avalara_ISU_Error_Recovery
      • Avalara_ISU_CustAddr_Validation
      • Avalara_ISU_SuppInv_TaxCalc
      • Avalara_ISU_TaxStructure
  2. Assign users to domain security group Avalara_BP_Security_Group_Advanced:
    1. Search for View Security Group and select it.
    2. In the Security Group field, search for and select Avalara_BP_Security_Group_Advanced, and then click OK.
    3. On the View User-Based Security Group Avalara_BP_Security_Group_Advanced page, go to Actions () > User-Based Security Group and click Assign Users.
    4. In the Integration System Users field, add the following users, and then click OK and Done:
      • Avalara_ISU_Reconciliation
      • Avalara_ISU_Cust_TaxCalc
      • Avalara_ISU_Options_Maintenance
      • Avalara_ISU_Post
      • Avalara_ISU_Error_Recovery
      • Avalara_ISU_CustAddr_Validation
      • Avalara_ISU_SuppInv_TaxCalc
      • Avalara_ISU_TaxStructure

Assign domain security policies

Steps

  1. Search for Domain Security Policies for Functional Area and select it.
  2. Use the information in the table below to complete these steps for each domain security policy:
    1. In Functional Area, search for the functional area and select it. Click OK.
    2. In the left pane, select the domain security policy, and then click Edit Permissions.
    3. Go to the permission section listed in the table below, click + to add the following, and then click OK and Done:
      • In Security Group field, search for Security Groups Valid for Policy and select it.
      • From the list, select Avalara_Integration_Security_Group_Advanced.
      • Select the associated operation from the table below.
Functional area Domain security policy Permission section Operation
Common Financial Management Set Up: Company > Set Up: Company General Integration Permissions Get
Set Up: Tax Integration Permissions Get, Put
Set Up: Tax Report/Task Permissions View, Modify
Customer Accounts Set Up: Sale Item Integration Permissions Get
Manage: Customer Invoice Integration Permissions Get, Put
Manage: Customer Invoice Report/Task Permissions View
Process: Customer Invoice (NEW) > Process: Customer Invoice - Cancel Integration Permissions Get, Put
Process: Customer Invoice (NEW) > Process: Customer Invoice - Cancel Report/Task Permissions View, Modify
Process: Customer Invoice (NEW) > Process: Customer Invoice - Change Integration Permissions Get, Put
Process: Customer Invoice (NEW) > Process: Customer Invoice - Change Report/Task Permissions View, Modify
Process: Customer Invoice (NEW) > Process: Customer Invoice - Collections Integration Permissions Get, Put
Process: Customer Invoice (NEW) > Process: Customer Invoice - Collections Report/Task Permissions View, Modify
Process: Customer Invoice (NEW) > Process: Customer Invoice - Core Integration Permissions Get, Put
Process: Customer Invoice (NEW) > Process: Customer Invoice - Core Report/Task Permissions View, Modify
Process: Customer Invoice (NEW) > Process: Customer Invoice - Other Integration Permissions Get, Put
Process: Customer Invoice (NEW) > Process: Customer Invoice - Other Report/Task Permissions View, Modify
Process: Customer Invoice (NEW) > Process: Customer Invoice - View Integration Permissions Get, Put
Process: Customer Invoice (NEW) > Process: Customer Invoice – View

Report/Task Permissions

View, Modify
Customers Access Customer (Segmented) Integration Permissions Get
Reports: Customer Integration Permissions Get
Set Up: Customer > Set Up: Customer Maintenance Integration Permissions Get, Put
Integration Integration Debug Report/Task Permissions View, Modify
Integration Debug Integration Permissions Get, Put
Integration Event Report/Task Permissions View, Modify
Integration Event Integration Permissions Get, Put
Integration Process Report/Task Permissions View, Modify
Integration Process Integration Permissions Get, Put
Integration Reports Report/Task Permissions View, Modify
Integration Reports Integration Permissions Get, Put
System Business Process Administration > Business Process Definition View Report/Task Permissions View
Business Process Administration > Business Process Definition View Integration Permissions Get
Business Process Administration > Business Process Reporting Report/Task Permissions View
Business Process Administration > Business Process Reporting Integration Permissions Get

Organizations and Roles

 

Manage: Location Integration Permissions Get

Assign domain security policies to suppliers

Functional area Domain security policy Permission section Operation
Supplier Accounts Process: Supplier Invoice- Cancel Report/Task Permissions View, Modify
Process: Supplier Invoice- Cancel Integration Permissions Get, Put
Process: Supplier Invoice- Change Report/Task Permissions View, Modify
Process: Supplier Invoice- Change Integration Permissions Get, Put
Process: Supplier Invoice- Core Report/Task Permissions View, Modify
Process: Supplier Invoice- Core Integration Permissions Get, Put
Process: Supplier Invoice- View Report/Task Permissions View, Modify
Process: Supplier Invoice- View Integration Permissions Get, Put
Suppliers Reports: Supplier Integration Permissions Get, Put
Set Up: Supplier Maintenance Integration Permissions Get

 

Assign business process security policies to customer invoice event

Steps

  1. Search for Business Process Security Policies for Functional Area and select it.
  2. Add the following information, and then click OK.
    • Functional Area: Select By Business Process > Customer Invoice Event > Customer Accounts
    • Business Process: Leave this field blank
  3. In the left pane, select Customer Invoice Event, and then click Edit Permissions.
  4. Edit required permissions, and then click OK.
    1. Under Who Can Start the Business Process > Initiating Action as Submit Customer Invoice (Web Service) > Security Groups field, search for and select Avalara_Integration_Security_Group_Advanced and Avalara_BP_Security_Group_Advanced.

    2. Under Who Can Start the Business Process > Initiating Action as Submit Customer Invoice Adjustment (Web Service) > Security Groups field, search for and select Avalara_Integration_Security_Group_Advanced and Avalara_BP_Security_Group_Advanced

    3. Under Who Can Do Action Steps in Business Process > Security Groups field, search for and select Avalara_BP_Security_Group_Adavanced.

    4. Under Who Can Do Actions on Entire Business Process > Action Step View All, select Avalara_BP_Security_Group_Advanced in Security Groups field.

    5. Under Who Can Do Actions on Entire Business Process > Action Step Approve, select Avalara_BP_Security_Group_Advanced in the Security Group field.

Assign business process security policies to supplier invoice event

Steps

  1. Search for Business Process Security Policies for Functional Area and select it.
  2. Add the following information, and then click OK.
    • Functional Area: Select By Business Process > Supplier Invoice Event > Supplier Accounts
    • Business Process: Leave this field blank
  3. In the left pane, select Supplier Invoice Event, and then click Edit Permissions.
  4. Edit required permissions, and then click OK.
  5. Under Who Can Start the Business Process > Initiating Action as Submit Supplier Invoice Adjustment (Web Service) > Security Groups field, search for and select Avalara_Integration_Security_Group_Advanced and Avalara_BP_Security_Group_Advanced.

  6. Under Who Can Start the Business Process > Initiating Action as Submit Supplier Invoice (Web Service) > Security Group field, search for and select Avalara_Integration_Security_Group_Advanced and Avalara_BP_Security_Group_Advanced.

  7. Under Who Can Do Action Steps in Business Process > Security Group field, search for and select Avalara_BP_Security_Group_Advanced.

  8. Under Who Can Do Actions on Entire Business Process > Action Step View All and select Avalara_BP_Security_Group_Advanced in the Security Group field.


Assign Avalara integration security group to submit customer (web service)

Steps

  1. Search for Business Process Security Policies for Functional Area, and then select it.
  2. In Functional Area, search for and select Customers.
  3. Ensure Business Process is blank, and then click OK.
  4. In the left pane, select Customer Event, and then click Edit Permissions.
  5. Under Who Can Start the Business Process, for the Submit Customer (Web Service) initiating action, in Security Group, search for and select Avalara_Integration_Security_Group_Advanced, and then click OK.
  6. Click Done.

Assign Avalara integration security group to submit supplier (web service)

Steps

  1. Search for Business Process Security Policies for Functional Area, and then select it.
  2. In Functional Area, search for and select Suppliers.
  3. Ensure Business Process is blank, and then click OK.
  4. In the left pane, select Suppliers Event, and then click Edit Permissions.
  5. Under Who Can Start the Business Process, for the Submit Supplier (Web Service) initiating action, in Security Group, search for and select Avalara_Integration_Security_Group_Advanced, and then click OK.
  6. Click Done.

Activate security changes

Steps

  1. Search for Activate Pending Security Policy Changes and select it.
  2. In Comment, type Installation of AvaTax Integration, and then click OK.
  3. Click ConfirmOK.

Configure business processes for customer invoice event

Steps

  1. Create business process steps a1 and a2:
    1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
    2. On the View Business Process Definition Customer Invoice Event page, go to Actions () > Business Process and click Edit Definition.
    3. Select the date, and then click OK.
    4. In the Business Process Steps table, add the following details, and then click OK.
      • Click + to add a row, and add the following details:
        Field Value
        Order a1
        Notes Call AvaTax for Sales tax Calc
        Type Integration

         
      • Click + to add a row, and add the following details:
        Field Value
        Order a2
        Notes Tax Calc Successful?
        Type Action
        Specify Review Customer Invoice
        Group Avalara_BP_Security_Group_Advanced
  2. If you receive the "Invalid Integration Setup for Integration Workflow step" error, ignore it. This error gets resolved after you configure the business process customer invoice event.

Enable AvaTax in Workday for customer invoice

Steps

  1. In search box, type your company name, and select your company from the pop-up list.
  2. Navigate to Actions > Company > Edit Company Tax Details.
  3. Click Third Party Tax Options+ > Operation Transaction Source, and then select Customer Invoice
  4. In the Tax Service Name field, type Avalara<unique text>. Example: AvalaraABC
  5. Click Enabled check box.

Note:

  • Repeat these steps for the companies to which user wants to enable the AvaTax.
  • If customer has enabled AvaTax for multiple companies, ensure that the Tax Service Name for the customer invoice should be unique for each company. 

Enable AvaTax in Workday for supplier invoice

Steps

  1. In search box, type your company name, and select your company from the pop-up list.
  2. Navigate to Actions > Company > Edit Company Tax Details
  3. Click Third Party Tax Options+ > Operation Transaction Source, and then select Supplier Invoice
  4. In the Tax Service Name field, type Avalara<unique text>. Example: AvalaraABC
  5. Click Enabled check box.

Note:

  • Repeat these steps for the companies to which user wants to enable the AvaTax. 
  • If customer has enabled AvaTax for multiple companies, ensure that the Tax Service Name for the customer invoice should be unique for each company. 

Create conditions rule using AvaTax

Steps

  1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
  2. On the View Business Process Definition Customer Invoice Event page, locate the Business Process Steps table.
  3. In the Step column for Order a1, go to Actions () > Business Process and click Create Condition Rule.
  4. On the Create Condition Rule page, enter the following values, and then click OK.
    Field Value
    Description Using AvaTax Advanced
    And/Or And
    Source External Field or Condition Rule Third Party Tax Service for Taxable Document
    Relational Operator Any in the selection list
    Comparison Type Value specified in this filter
    Comparison Value
    • AvalaraABC - Customer Invoice.
    • Select all enabled tax service names for customer invoice.

Create condition rule Tax Calc Failed

Complete the following procedures before you create the condition rule Tax Calc Failed:

  • Enable AvaTax in Workday for customer invoice.

  • Enable AvaTax in Workday for supplier invoice.

  • Create condition rule using AvaTax

Steps

  1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
  2. On the View Business Process Definition Customer Invoice Event page, locate the Business Process Step table.
  3. In the Step column for Order a2, go to Related Actions > Business Process and click Create Condition Rule
  4. On the Create Condition Rule page, enter the following values, and then click OK:
Field Value
Description Tax Calc Failed
And/Or And
Source External Field or Condition Rule Third Party Tax Calculation Status
Relational Operator Exact match with the selection list
Comparison Type Value specified in this filter
Comparison Value Error

Set up step conditions for a1

Steps

  1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
  2. On the View Business Process Definition Customer Invoice Event page, locate the Business Process Step table.
  3. In the Step column for Order a1, go to Actions () > Business Process, and then click Maintain Step Condition.
  4. On the Maintain Step Conditions page, perform the following steps, and then click Done
    1. Enter Effective Date and then click OK
    2. In the Entry Conditions table:
      1. Click + and then select the Using AvaTax Advanced condition rule. 
      2. Click OK.

Set up step conditions for a2

Steps

  1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
  2. On the View Business Process Definition Customer Invoice Event page, locate the Business Process Step table.
  3. In the Step column for Order a2, go to Actions () > Business Process, and then click Maintain Step Condition.
  4. On the Maintain Step Conditions page, complete the following, and then click Done
    1. Select Effective Date and then click OK.
    2. In the Entry Conditions table:
      1. Click + and select the Tax Calc Failed condition rule.
      2. Click OK.
        Workday_IC_3ConditionRule5.png

Configure business processes for supplier invoice event

Steps

  1. Create business process steps a1.
    1. Search for bp: supp inv and select Supplier Invoice Event (DefaultDefinition).
    2. On the View Business Process Definition Customer Invoice Event page, go to Actions () > Business Process and click Edit Definition.
    3. Select the date, and then click OK.
    4. In the Business Process Steps table, add the following details, and then click OK. (Click + to add a row.)
      Field Value
      Order a1
      Notes Call AvaTax for Use Tax Calc
      Type Integration
  2. Create business process steps a2:

    Click + to add a row, and add the following details:
     
    Field Value
    Order a2
    Notes Tax Calc Successfully
    Type Action
    Specify Review Supplier Invoice
    Group Avalara_BP_Security_Group_Advanced
  3. If you receive the "Invalid Integration Setup for Integration Workflow step" error, ignore it. This error gets resolved after you configure the business process customer invoice event.
  4. Create condition rule Using AvaTax.
    1. Search for bp: Supp inv and select Supplier InvoiceEvent (Default Definition).
    2. In the View Business Process Definition Customer Invoice Event page, go to the Business Process Step table. In the Step column for Order a1, go to Actions () > Business Process and click Create Condition Rule.
    3. In the Create Condition Rule page, complete the following, and then click OK.
      Field Value
      Description Using AvaTax Advanced Supplier
      And/Or And
      Source External Field or Condition Rule Third Party Tax Service for Taxable Document
      Relation Operator Any in the selection list.
      Comparison Type Value specified in this filter
      Comparison Value
      • AvalaraABC – Supplier Invoice.
      • Select all enabled tax service name for Supplier Invoice.
  5. Create condition rule Tax Calc Failed.
    1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
    2. On the View Business Process Definition Customer Invoice Event page, go to the Business Process Step table. In the Step column for Order a2, go to Actions () > Business Process and click Create Condition Rule.
    3. On the Create Condition Rule page, complete the following, and then click OK.
      Field Value
      Description Use Tax Failed
      And/Or And
      Source External Field or Condition Rule Third Party Tax Calculation Status
      Relation Operator Exact match with the selection list
      Comparison Type Value specified in this filter
      Comparison Value Error

Set up Step Conditions for Order a1

Steps

  1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
  2. On the View Business Process Definition Customer Invoice Event page, locate the Business Process Step table.
  3. In the Step column for Order a1, go to Actions () > Business Process, and then click Maintain Step Condition.
  4. On the Maintain Step Conditions page, perform the following steps, and then click Done
    1. Enter Effective Date and then click OK.
    2. In the Entry Conditions table:
      1. Click + and then select the Using AvaTax for Supplier condition rule.
      2. Click OK.

Set up Step Conditions for Order a2

Steps

  1. Search for bp: cust inv and select Customer Invoice Event (Default Definition).
  2. On the View Business Process Definition Customer Invoice Event page, locate the Business Process Step table.
  3. In the Step column for Order a2, go to Actions () > Business Process, and then click Maintain Step Condition.
  4. On the Maintain Step Conditions page, complete the following, and then click Done.
    1. Select Effective Date and then click OK.
    2. In the Entry Conditions table:
      1. Click + and select Use Tax Failed condition rule.
      2. Click OK.


Create and configure custom Avalara invoice error report for error handling

Steps

  1. Create the Avalara Invoice Error Report:
    1. In the left pane, from All of Workday Categories, search for the All Business Process Transactions of Type Awaiting Person in Date Range data source.
    2. From the related Actions () menu, select Custom Report and then click Create.
    3. On the Create Custom Report page, enter the following values, and then click OK
    Field Value
    Report Name Avalara Invoice Error Report
    Report Type Advanced
    Data Source

    All Business Process Transactions of Type Awaiting Person in Date Range

    Note: This value is auto-populated. 

    Optimized for Performance Leave the check box clear.
    Temporary Report Leave the check box clear.
    Enable as Web Service Select the check box. 
  2. Add the following details to Avalara Invoice Error Report, and then click OK:
    • Columns tab
      1. Ensure that Primary Business Object is Action Event.
      2. Click + to add an item row for Business Process Transaction. To do so, enter the following values:
         
        Field Value
        Business Object Business Process Transaction
        Field Workday ID
        Column Heading Override XML Alias Event_ID
      3. Click + to add an item row for For. To do so, enter the following values:
        Field Value
        Business Object For
        Field Workday ID
        Column Heading Override XML Alias Invoice_ID 
      4. In the Group Column Headings table, create a row for Business Process Transaction. To do so, enter the following values:
        Field Value
        Business Object Business Process Transaction
        Column Heading Override XML Alias Business_Process_Transaction 
      5. In the Group Column Headings table, create a row for For. To do so, enter the following values:
        Field Value
        Business Object For
        Column Heading Override XML Alias For
    • Filter tab
      1. Under Filter on Instances, create the following item rows for And.

        Click + to add item rows and enter the following values: 



        Entries for item 1
        Field Value
        And/OR And
        Field Effective Date
        Operator Greater than or equal to
        Comparison Type Prompt the user for the value
        Comparison Value Starting Prompt

        Entries for item 2
        Field Value
        And/OR And
        Field Effective Date
        Operator Less than or equal to
        Comparison Type Prompt the user for the value
        Comparison Value Ending Prompt 

        Entries for item 3
        Field Value
        And/OR And
        Field Business Process Step Awaiting Action
        Operator in the selection list
        Comparison Type Value specified in this filter
        Comparison Value
        • Select Customer invoice event > Customer invoice event (Default Definition) > Customer Invoice Event (Default Definition) step a2 - Action.
        • Select Supplier invoice event > Supplier invoice event (Default Definition) > Supplier Invoice Event (Default Definition) step a2 – Action
    • Prompts tab
      1. Under Runtime Date Prompts, select the Populate Undefined Prompt Defaults check box to populate the default fields.
      2. Create a row for And. To do so, enter the following values:
        1. Select Effective Date and Entry Date as "Use date and time at runtime". 
        2. Select the Display Prompt Values in Subtitle check box.
        3. Enter the following values in the Prompt Defaults table.

    • Share tab
      1. Specify the sharing options for this report. The valid options are:
        • Don't share report definition - Select this option to avoid sharing the report definition.
        • Share with all authorized users - Select this option to share the report with all of the authorized users.
        • Share with specific authorized groups and users - Enter the following values:
           
          Sharing options Value
          Authorized Groups Avalara_Integrations_Security_Group_Advanced
          Authorized Users

          Avalara_ISU_Error_Recovery

    • Advanced tab
      1. View the definitions and selections made for this report.
      2. Under Web Services Options, verify the following entries:
        • namespace: urn:com.workday.report/Avalara_Invoice_Error_Report
        • The Enable as Web Service check box is selected.

Install Avalara Connector for Workday

Download Avalara Connector for your accounting software

If you didn't already, download the Avalara Connector to connect your accounting software to AvaTax.

Steps

  1. In AvaTax, on the Home tab, click Get Started.
  2. In the Download and Install Your Integration Software section, click Download Software. Avalara Account is displayed in a new tab.
  3. Download the version of the connector you need.
  4. In your Downloads folder, right-click the .zip file and extract the installation folder or file (.exe or .pdf or .msi).

Install Avalara Connector for your accounting software

Steps 

  1. Extract the contents from the downloaded AvaTax .zip file.
  2. Open Workday Studio.
  3. Right-click Workday2AvaTax_Advanced.clar, and click Import > clar file.

    The Project Explorer displays the .clar file details.
  4. Click Finish.

    The Cloud Explorer displays Workday environment details.
  5. In the Cloud Explorer:
    1. Right-click the environment where you want to install Workday, and click Connection Details.
    2. Type your Workday credentials, click Test Connection OK.
    3. Click Apply and Close.
  6. In Project explorer, expand AvalaraErrorRecovery and then double-click Assembly.
    1. In the Assembly editor, click AvalaraDocumentsErrorRecovery.
    2. Go to the Design window, and then click Properties > Workday-In > Services.
    3. Click the Select a Raas report icon .
    4. In the Filter Custom Raas Reports window, enter Report name as Avalara Invoice Error Report, and click Next.
    5. Select Avalara Invoice Error Report and click Finish.
  7. In Project Explorer, right-click any of the folders and then click Deploy to Workday.
  8. ​​​​In the Deploy to Workday window, select Include source code in deployed CLAR and then click Next.
  9. In the Configured window, select Workday2AvaTax_Advanced, and then click Finish.
  10. Click I agree.

 

On successful deployment, the Cloud Explorer displays the Workday package along with the installation date and time stamp.


Configure Avalara Connector for Workday

Sign in to Workday, and then perform the following procedures.

Configure the Customer Invoice Event (Default Definition) business process

Steps 

  1. Search for bp: cust inv and select Customer Invoice Event (Default Definition)
  2. On the View Business Process Definition Customer Invoice Event page, go to the Business Process Steps table and click Configure AvaCustInvoiceTaxCalc.
  3. In the Integration field, select Avalara Invoice Tax Calculation and then click OK.
  4. On the Configure Integration Step Customer Invoice Event (Default Definition) step a1 – integration page, go to the Integration Criteria table, select the following details, and then click OK
    • Value Type: Determine Value at Runtime
    • Value: Customer invoice or Adjustment

This configuration resolves the 'Invalid Integration Step for Integration Workshop Step' error that occurred after you configured the Business Process for Customer Invoice Event.

Configure the Supplier Invoice Event (Default Definition) business process

Steps

  1. Search for bp: cust inv and select Supplier Invoice Event (Default Definition).
  2. On the View Business Process Definition Customer Invoice Event page, go to the Business Process Steps table, and click Configure Integration System.
  3. In the Integration field, select Avalara Supplier Invoice Tax Calculation, and then click OK.
  4. On the Configure Integration Step Customer Invoice Event (Default Definition) step a1 – integration page, go to the Integration Criteria table, select the following details, and then click OK:
    • Value Type: Determine Value at Runtime
    • Value: Supplier Invoice Document

This configuration resolves the Invalid Integration Step for Integration Workshop Step error that occurred after you configured the Business Process for Customer Invoice Event.

Add an ID

Skip this procedure if you've already added the Avalara Configuration external ID.

Steps

  1. In the Search box, type and then select the company name.
  2. On the Company Details page, next to the company name, click Actions > Integration IDs > View IDs.
  3. In Reference ID Value, type the company code, click OK, and then click Done.

Create Same Company code under AvaTax account as reference ID value.

Link all AvaTax integrations to users

Steps

  1. In the Search box, type and then select View Integration System.
  2. On the View Integration System page, select Avalara Reconciliation.
    1. On the View Integration System Avalara Reconciliation page, click Actions > Workday Account > Edit, select Avalara_ISU_Reconciliation and then click OK.
    2. On the Edit Account for Integration System page, click OK.
  3. On the View Integration System page, select Avalara Invoice Tax Calculation.
    1. On the View Integration System Avalara Invoice Tax Calculation page, click Actions > Workday Account > Edit, select Avalara_ISU_Cust_TaxCalc and then click OK.
    2. On the Edit Account for Integration System page, click OK.
  4. On the View Integration System page, select Avalara Supplier Invoice Tax Calculation.
    1. On the View Integration System Avalara Supplier Invoice Tax Calculation page, click Actions > Workday Account > Edit, select Avalara_ISU_SuppInv_TaxCalc and then click OK.
    2. On the Edit Account for Integration System page, click OK.
  5. On the View Integration System page, select Avalara Posting Invoices.
    1. On the View Integration System Avalara Posting Invoices page, click Actions > Workday Account > Edit, select Avalara_ISU_Post and then click OK.
    2. On the Edit Account for Integration System page, click OK.
  6. On the View Integration System page, select Avalara Error Recovery.
    1. On the View Integration System Avalara Error Recovery page, click Actions > Workday Account > Edit, select Avalara_ISU_Error_Recovery and then click OK.
    2. On the Edit Account for Integration System page, click OK.
  7. On the View Integration System page, select Avalara Address Validation.
    1. On the View Integration System Avalara Address Validation page, click Actions > Workday Account > Edit, select Avalara_ISU_CustAddr_Validation and then click OK.
    2. On the Edit Account for Integration System page, click OK
  8. On the View Integration System, select Avalara Configuration.
    1. On the View Integration System AvaTaxOptions page, click Actions > Workday Account > Edit, select Avalara_ISU_Options_Maintenance and then click OK.
    2. On the Edit Account for Integration System page, click OK.
  9. On the View Integration System, select Create Avalara Tax Structure.
    1. On the View Integration System AvaTaxOptions page, click Actions > Workday Account > Edit, select Avalara_ISU_TaxStructure and then click OK.
    2. On the Edit Account for Integration System page, click OK.

Configure integration attributes

Steps

  1. In the Search box, type and then select View Integration System.
  2. On the View Integration System page, in the Integration System field, type Avalara Configuration, and then click OK.
  3. On the View Integration System AvaTax Options page, click Actions > Integration Systems > Configure Integration Attributes.
  4. On the Configure Integration Attributes for Integration System Avalara Configuration page, enter in the following details, and then click OK.
    Field Action
    Service URL Select Sandbox if you have an AvaTax development account or Production if you have an AvaTax production account. 
    • Account Number / Username
    • License Key / Password
    • Enter the AvaTax account number or username.
    • Enter the AvaTax license key or password.
    Avalara Company Code

    Enter the AvaTax company code.

    Note: The future transactions are posted to the AvaTax company under the mapped company code.

    Optional: Worktags_Reference_ID_Type Worktag uses the field on the Item page in combination with the sales Item Identifer and ID of Worktags_Reference_ID_Type.
    Optional: Item Code (Customer Invoice) Select the field with the value to pass to AvaTax as Item Code. If no selection is made, the product's Revenue_Category_ID will be used as default value.
    Optional: Tax Code (Customer Invoice) Select the field with the value to pass to AvaTax as Tax Code. If no selection is made, the product's Revenue_Category_ID will be used as the default value.
    Optional: Process this Invoice Type as SalesOrder (Customer Invoice)

    For the Attribute Value, select a list of invoice types from the drop-down list.

    Note: The listed invoice types are considered as a Sales Order and are not to be posted to the AvaTax.

    Optional: Item Code (Supplier Invoice)
    • Select the field with the value to pass AvaTax as ItemCode.
    • If no selection is made, then the product's SpendCategory will be used as default value.
    Optional:Tax Code (Supplier Invoice)
    • Select the field with the value to pass to AvaTax as TaxCode.
    • If no selection is made, then the product's SpendCategory will be used as default value.
    Optional: Do not calculate Tax for this Customer Invoice Type  (Customer Invoice)

    For the Attribute Value, select a list of invoice types from the drop-down list.

    Note: Tax calculation is restricted for the listed invoice types.

    Optional: Sold to Customers Primary address to be used as Destination Address when Ship To is not available
    • If Yes is selected and the customer ship-to address is unavailable on the transaction, the sold-to customer's primary address is considered as a destination address.
      The address fall back is:
      • If address at line level is unavailable, the header ship-to address is considered.
      • If ship-to address is unavailable on a header, the bill-to address is considered as a destination address.
      • If no address is selected, company's primary address is considered.
    • If No is selected, preference will be given to the ship-to address.
    Optional: Use same tax entities for customer and supplier
    • If Yes is selected, the same define tax entities are mapped with the Customer and Supplier.
    • If No is selected, the tax structure utilities create different tax entities for Customer and Supplier.
    Optional: Commit Transactions in AvaTax
    • If Yes is selected, the transaction is saved as Committed status in the AvaTax.
    • If No is selected, the transaction is saved as an Uncommitted status in the AvaTax.

    Optional: Address usage tag to find ship from address in Location Worktag

     

    • Select an address usage type (for example: Ship From, Shipping) from the drop-down list.

    Optional: Override Avalara Tax date with selected date (Supplier Invoice)

     

    • Select Invoice Received Date or Adjustment Received Date from the drop-down list. 
      This selection enables Avalara map Invoice Received Date or Adjustment Received Date from Supplier Invoice or Supplier Invoice Adjustment to Avalara Tax Date.
    • If nothing is selected, the Invoice Date or the Adjustment Date in Workday Document is mapped to Avalara Tax Date. 

To confirm that your AvaTax for Workday tax profile is correctly configured, send a test transaction.

Note: Before performing tax calculation, execute tax structure utility for each country of business. Tax calculation does not work if the tax structure utility is not executed.


Undercharge and overcharge scenarios for supplier invoice

Pre-requisite

Run the tax structure utility for the United States of America to create tax rate for under- and over-charged scenarios by selecting “Create Tax Structure for Overcharge and Undercharge.” to True.

Over-charge and under-charge configuration

Steps

  1. In the Workday search box, search for Edit Account Set
  2. On the Edit account set page, select the account set which is being used for the company and then click OK.

  3. On Edit Account Set page, click the plus (+) icon in the table.

  4. On the pop-up screen provide the following details, and then click Done.
     
    Field Value
    Identifier Enter an identifier numeric value. Example: 1342, 78723.
    Account Name Vendor Billed Tax Other Expenses
    Ledger Account type Expense
    Restricted to Companies (Optional) Select the companies of your choice.
  5. Search View Account Posting Rule Set in the Workday search bar.
  6. Select the account posting rule set which is being used (Example: Standard Corporate Account Posting Rule), and then click OK.
  7. In the left scroll pane, select Spend and then click Edit Posting Rule.


    In the Posting Rule Conditions Table, click the plus (+) icon and then provide the following details.
     
    Field Value
    Resulting Ledger Account ####: Vendor Billed Tax Other Expenses
    Resulting Work tags Leave it blank.
    Dimension Spend Category
    Values Select the spend category of purchase item selected on Avalara configuration page to enter vendor billed amount.
  8. In the left scroll pane, select Transaction Tax, and then click Edit Posting Rule.

  9. On the Posting Rule Conditions table, click the plus (+) icon, and then provide the following details:
     
    Field Value
    Resulting Ledger Account ####: Vendor Billed Tax Other Expenses
    Resulting Work tags Leave it blank.
    Dimension Spend category
    Values Avalara_TaxRate_US_UnderAndOverCharge

Note: 

  • For over-charged and under-charged scenarios, while creating Supplier invoice, select Default Tax Option as Calculate Tax Due to Supplier on the supplier invoice header.
  • If you are changing purchase item setting from Avalara Configuration page, change respective spend category. (See steps 5-9.
  • Was this article helpful?