Service Directory > v31.2 > Professional_Services_Automation > Add_Update_Expense_Report
 

Operation: Add_Update_Expense_Report

This service operation will add or update an Expense Report.


@ - A parameter name with this symbol denotes an XML attribute within the document instead of an XML element.


Contents

 

Web Service

 

Request

 

Element(s)

 

Request Element: Expense_Report_Add_Update

Utilize the following elements to add (or update, if already existing) a new Expense Report into the Workday system.
 
Parameter name Type/Value Cardinality Description Validations
@version string [0..1] Web Service version  
Expense_Report_Data  Expense_Report_Data  [1..1]  Expense Report Data contains all the information about an Expense Report. Header, Line, and Attachment information. 
Validation Description
Expense Report must have at least one line to save.  Expense Report must have at least one line to save. 
Expense Report has been paid and cannot be updated.  Expense Report that has been paid can not be updated. 
Expense Report Data: ID subelements of Integration ID Data reference mulitple Expense Reports.  Expense Report Data: ID subelements of Integration ID Data cannot reference mulitple Expense Reports. 
Expense Report was loaded through the user interface and may not be updated via a web service.  An Expense Report that was loaded through the user interface may not be updated via a web service. 
The currency for the expense report must match the default currency for the company.  The currency for the expense report must match the default currency for the company. 
You can't use web services to change documents with fields and line amounts reported in 1 or more tax declarations.   
 
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Expense_Report_Data

part of: Expense_Report_Add_Update
Expense Report Data contains all the information about an Expense Report. Header, Line, and Attachment information.
 
Parameter name Type/Value Cardinality Description Validations
Integration_ID_Data  External_Integration_ID_Data  [1..1]  Integration ID Help Text   
Company_Reference  Company_Reference  [1..1]  Reference element representing a unique instance of Company. 
Validation Description
Company does not exist.  A valid instance of Company must exist for the given value of Company Reference. 
 
Currency_Reference  Currency_Reference_Data  [1..1]  This element references a unique type of Currency.   
Employee_Reference  Employee_Reference  [1..1]  Reference element representing a unique instance of Employee. 
Validation Description
Employee Reference Integration ID does not exist!  A valid instance of Employee must exist for the given Integration ID Reference. 
 
Expense_Report_Date  date  [1..1]  Date of Expense Report.   
Expense_Report_Number  string  [1..1]  Number of Expense Report.   
Total_Amount  decimal (18, 3)   [0..1]  Expense Report Total Amount 
Validation Description
The Total Amount must be greater than or equal to 0.   
 
Expense_Report_Description  string  [0..1]  Text attribute identifying description of Expense Report.   
Expense_Report_Approved_Externally  boolean  [0..1]  Boolean attribute to identify if this expense report has been approved. This attribute may be used to conditionally control approvals in a Business Process.   
Payment_Type_Reference  Payment_Type_Reference  [1..1]  Reference element representing a unique instance of Payment Type. 
Validation Description
The Payment Type does not exist.  A valid instance of Payment Type must exist for the given value of Payment Type Name. 
 
Expense_Report_Line_Data  Expense_Report_Line_Data  [0..*]  Encapsulating element containing all Expense Report Line data. 
Validation Description
Expense Report Line: Invalid amount for fixed amount Expense Item. Amount cannot be changed.  Expense Report Line: amount for fixed amount Expense Item can not be changed. 
Expense Report Line: Invalid amount for Expense Item. Amount is greater then maximum allowed amount. View the Expense Item details for maximum amount allowed.  Expense Report Line: amount for Expense Item can not be greater then maximum allowed amount. 
If a fixed expense item is specified, the currency for the item must match the currency set up in the Workday system.  If a fixed expense item is specified, the currency for the item must match the currency set up in the Workday system. 
 
Business_Document_Attachment_Data  Financials_Attachment_Data  [0..*]  Encapsulating element containing all Business Document Attachment data. 
Validation Description
If a file name is specified for a Financial Attachment, File Content and Content Type are required.   
 
Validation Description
Expense Report must have at least one line to save.  Expense Report must have at least one line to save. 
Expense Report has been paid and cannot be updated.  Expense Report that has been paid can not be updated. 
Expense Report Data: ID subelements of Integration ID Data reference mulitple Expense Reports.  Expense Report Data: ID subelements of Integration ID Data cannot reference mulitple Expense Reports. 
Expense Report was loaded through the user interface and may not be updated via a web service.  An Expense Report that was loaded through the user interface may not be updated via a web service. 
The currency for the expense report must match the default currency for the company.  The currency for the expense report must match the default currency for the company. 
You can't use web services to change documents with fields and line amounts reported in 1 or more tax declarations.   
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External_Integration_ID_Data

part of: Expense_Report_Data
Integration ID Help Text
 
Parameter name Type/Value Cardinality Description Validations
ID  ID  [1..*]  External ID that uniquely identifies the integratable object within the context of the integration system identified by the System ID attribute.   
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ID

part of: External_Integration_ID_Reference_Data, External_Integration_ID_Data
External ID that uniquely identifies the integratable object within the context of the integration system identified by the System ID attribute.
 
Parameter name Type/Value Cardinality Description Validations
#text  string       
@System_ID  string  [1..1]  Integration system identifier, part of a two part key (including the text value of the ID element) that uniquely identify integratable object. 
Validation Description
Integration System ID does not exist.  A valid instance of Integration ID must exist for the given System ID. 
 
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Company_Reference

part of: Expense_Report_Data
Reference element representing a unique instance of Company.
 
Parameter name Type/Value Cardinality Description Validations
Organization_Reference  Organization_Reference  [1..1]  Reference element representing a unique instance of Organization. 
Validation Description
Organization Reference Integration ID does not exist!  A valid instance of Organization must exist for the given Integration ID Reference. 
Organization Reference references an Inactive Organization.  A valid instance of Organization also infers that the Organization is in an Active status. 
 
Validation Description
Company does not exist.  A valid instance of Company must exist for the given value of Company Reference. 
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Organization_Reference

part of: Company_Reference
Reference element representing a unique instance of Organization.
 
Parameter name Type/Value Cardinality Description Validations
Integration_ID_Reference  External_Integration_ID_Reference_Data  [1..1]  Integration ID reference is used as a unique identifier for integratable objects in the Workday system.   
Validation Description
Organization Reference Integration ID does not exist!  A valid instance of Organization must exist for the given Integration ID Reference. 
Organization Reference references an Inactive Organization.  A valid instance of Organization also infers that the Organization is in an Active status. 
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External_Integration_ID_Reference_Data

part of: Organization_Reference, Employee_Reference, Cost_Center_Reference, Region_Reference
Integration ID reference is used as a unique identifier for integratable objects in the Workday system.
 
Parameter name Type/Value Cardinality Description Validations
@Descriptor  string  [1..1]  Display name inside the Workday system.   
ID  ID  [1..1]  External ID that uniquely identifies the integratable object within the context of the integration system identified by the System ID attribute.   
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Currency_Reference_Data

part of: Expense_Report_Data, Expense_Report_Line_Data
This element references a unique type of Currency.
 
Parameter name Type/Value Cardinality Description Validations
Currency_Code  ADF, ADP, AED, AFA, AFN, ALK, ALL, AMD, ANG, AOA, AOR, ARS, ATS, AUD, AWG, AZM, AZN, BAM, BBD, BDT, BEF, BGN, BHD, BIF, BMD, BND, BOB, BOV, BRL, BSD, BTN, BWP, BYN, BYR, BZD, CAD, CDF, CHE, CHF, CHW, CLF, CLP, CNH, CNY, COP, COU, CRC, CSD, CUP, CVE, CYP, CZK, DEM, DJF, DKK, DOP, DZD, ECS, ECV, EEK, EGP, ERN, ESP, ETB, EUR, FIM, FJD, FKP, FRF, GBP, GEL, GHC, GHS, GIP, GMD, GNF, GRD, GTQ, GWP, GYD, HKD, HNL, HRK, HTG, HUF, IDR, IEP, ILS, INR, IQD, IRR, ISK, ITL, JMD, JOD, JPY, KES, KGS, KHR, KMF, KPW, KRW, KWD, KYD, KZT, LAK, LBP, LKR, LRD, LSL, LTL, LUF, LVL, LYD, MAD, MCF, MDL, MGA, MGF, MKD, MMK, MNT, MOP, MRO, MRU, MTL, MUR, MVR, MWK, MXN, MXV, MYR, MZM, MZN, NAD, NGN, NIO, NLG, NOK, NPR, NZD, OMR, PAB, PEN, PGK, PHP, PKR, PLN, PTE, PYG, QAR, ROL, RON, RSD, RUB, RWF, SAR, SBD, SCR, SDD, SDG, SEK, SGD, SHP, SIT, SKK, SLL, SML, SOS, SRD, SRG, SSP, STD, STN, SVC, SYP, SZL, THB, TJR, TJS, TMM, TMT, TND, TOP, TRL, TRY, TTD, TWD, TZS, UAH, UGX, USD, UYI, UYU, UZS, VAL, VEB, VEF, VES, VND, VUV, WST, XAF, XCD, XEU, XFO, XOF, XPF, YER, YUM, ZAR, ZMK, ZMW, ZWD, ZWL  [1..1]  The preferred Currency for the contract pay rate. 
Validation Description
Currency ID does not exist.  There is no Currency for that Currency ID. 
 
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Employee_Reference

part of: Expense_Report_Data
Reference element representing a unique instance of Employee.
 
Parameter name Type/Value Cardinality Description Validations
Integration_ID_Reference  External_Integration_ID_Reference_Data  [1..1]  Integration ID reference is used as a unique identifier for integratable objects in the Workday system.   
Validation Description
Employee Reference Integration ID does not exist!  A valid instance of Employee must exist for the given Integration ID Reference. 
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Payment_Type_Reference

part of: Expense_Report_Data
Reference element representing a unique instance of Payment Type.
 
Parameter name Type/Value Cardinality Description Validations
Payment_Type_Name  string  [1..1]  Unique attribute name/description identifying a valid instance of Payment Type.   
Validation Description
The Payment Type does not exist.  A valid instance of Payment Type must exist for the given value of Payment Type Name. 
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Expense_Report_Line_Data

part of: Expense_Report_Data
Encapsulating element containing all Expense Report Line data.
 
Parameter name Type/Value Cardinality Description Validations
Expense_Report_Line_Date  date  [1..1]  Date of Expense Report Line.   
Expense_Item_Reference  Expense_Item_Reference  [1..*]  Reference element representing a unique instance of Expense Item. 
Validation Description
Expense Report Line: Invalid Expense Item.  A valid instance of Expense Item must exist for the given value of Item Name. 
 
Quantity  decimal (22, 2)   [1..1]  Quantity for Expense Report Line.   
Amount  decimal (26, 6)   [1..1]  Amount for Expense Report Line.   
Transaction_Currency_Reference  Currency_Reference_Data  [1..1]  This element references a unique type of Currency.   
Currency_Rate  decimal (21, 6)   [0..1]  Currency Rate for Expense Report Line.   
Converted_Amount  decimal (26, 6)   [0..1]  Converted Amount for Expense Report Line.   
Total_Amount  decimal (26, 6)   [0..1]  Expense Report Line Total Amount   
Receipt_Included  boolean  [0..1]  Boolean attribute identifying whether a receipt is included for Expense Report Line.   
Billable  boolean  [0..1]  Boolean attribute identifying whether Expense Report Line is billable.   
Expense_Line_Description  string  [0..1]  Text attribute identifying description of Expense Report Line.   
Work_Tag_for_Business_Document_Line_Reference  Worktag_for_Business_Document_Line_Reference  [0..*]  Reference element representing a unique instance of Work Tag.   
Validation Description
Expense Report Line: Invalid amount for fixed amount Expense Item. Amount cannot be changed.  Expense Report Line: amount for fixed amount Expense Item can not be changed. 
Expense Report Line: Invalid amount for Expense Item. Amount is greater then maximum allowed amount. View the Expense Item details for maximum amount allowed.  Expense Report Line: amount for Expense Item can not be greater then maximum allowed amount. 
If a fixed expense item is specified, the currency for the item must match the currency set up in the Workday system.  If a fixed expense item is specified, the currency for the item must match the currency set up in the Workday system. 
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Expense_Item_Reference

part of: Expense_Report_Line_Data
Reference element representing a unique instance of Expense Item.
 
Parameter name Type/Value Cardinality Description Validations
Item_Name  string  [0..1]  Unique attribute name/description identifying a valid instance of Expense Item.   
Validation Description
Expense Report Line: Invalid Expense Item.  A valid instance of Expense Item must exist for the given value of Item Name. 
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Worktag_for_Business_Document_Line_Reference

part of: Expense_Report_Line_Data
Reference element representing a unique instance of Work Tag.
 
Parameter name Type/Value Cardinality Description Validations
Cost_Center_Reference  Cost_Center_Reference  [0..*]  Reference element representing a unique instance of Organization. 
Validation Description
Cost Center does not exist.  A valid instance of Cost Center (Organization) must exist for the given Integration ID Reference. 
 
Region_Reference  Region_Reference  [0..*]  Reference element representing a unique instance of Organization. 
Validation Description
The Region does not exist.  A valid instance of Region (Organization) must exist for the given Integration ID Reference. 
 
Project_Reference  Project_Reference  [0..1]  Reference element representing a unique instance of Project   
Custom_Worktag_1_Reference  Custom_Worktag_01_Reference  [0..1]  Reference element representing a unique instance of Custom Worktag 1   
Custom_Worktag_2_Reference  Custom_Worktag_02_Reference  [0..1]  Reference element representing a unique instance of Custom Worktag 2   
Custom_Worktag_3_Reference  Custom_Worktag_03_Reference  [0..1]  Reference element representing a unique instance of Custom Worktag 3   
Custom_Worktag_4_Reference  Custom_Worktag_04_Reference  [0..1]  Reference element representing a unique instance of Custom Worktag 4   
Custom_Worktag_5_Reference  Custom_Worktag_05_Reference  [0..1]  Reference element representing a unique instance of Custom Worktag 5   
Prospect_Reference  Prospect_Reference  [0..1]  Reference element representing a unique instance of Prospect Worktag   
Opportunity_Reference  Opportunity_Reference  [0..1]  Reference element representing a unique instance of Opportunity Worktag   
Customer_Reference  Customer_Reference  [0..1]  Reference element representing a unique instance of Customer.   
Customer_Request_ID_Reference  Customer_Request_ID_for_Customer_Reference  [0..1]  Reference element representing a unique instance of Customer Request ID from Customer Worktag   
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Cost_Center_Reference

part of: Worktag_for_Business_Document_Line_Reference
Reference element representing a unique instance of Organization.
 
Parameter name Type/Value Cardinality Description Validations
Integration_ID_Reference  External_Integration_ID_Reference_Data  [1..1]  Integration ID reference is used as a unique identifier for integratable objects in the Workday system.   
Validation Description
Cost Center does not exist.  A valid instance of Cost Center (Organization) must exist for the given Integration ID Reference. 
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Region_Reference

part of: Worktag_for_Business_Document_Line_Reference
Reference element representing a unique instance of Organization.
 
Parameter name Type/Value Cardinality Description Validations
Integration_ID_Reference  External_Integration_ID_Reference_Data  [1..1]  Integration ID reference is used as a unique identifier for integratable objects in the Workday system.   
Validation Description
The Region does not exist.  A valid instance of Region (Organization) must exist for the given Integration ID Reference. 
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Project_Reference

part of: Worktag_for_Business_Document_Line_Reference
Reference element representing a unique instance of Project
 
Parameter name Type/Value Cardinality Description Validations
Project_Name  string  [1..1]  Project Name 
Validation Description
Project does not exist   
 
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Custom_Worktag_01_Reference

part of: Worktag_for_Business_Document_Line_Reference
Reference element representing a unique instance of Custom Worktag 1
 
Parameter name Type/Value Cardinality Description Validations
Custom_Work_Tag_Value  string  [1..1]  Custom Worktag 1 Value 
Validation Description
Custom Worktag 1: Worktag Value does not exist.  Custom Worktag 1 Value 
 
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Custom_Worktag_02_Reference

part of: Worktag_for_Business_Document_Line_Reference
Reference element representing a unique instance of Custom Worktag 2
 
Parameter name Type/Value Cardinality Description Validations
Custom_Work_Tag_Value  string  [1..1]  Custom Worktag 2 Value 
Validation Description
Custom Worktag 2: Worktag Value does not exist.  Custom Worktag 2 Value 
 
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Custom_Worktag_03_Reference

part of: Worktag_for_Business_Document_Line_Reference
Reference element representing a unique instance of Custom Worktag 3
 
Parameter name Type/Value Cardinality Description Validations
Custom_Work_Tag_Value  string  [1..1]  Custom Worktag 3 Value 
Validation Description
Custom Worktag 3: Worktag Value does not exist.  Custom Worktag 3 Value 
 
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Custom_Worktag_04_Reference

part of: Worktag_for_Business_Document_Line_Reference
Reference element representing a unique instance of Custom Worktag 4
 
Parameter name Type/Value Cardinality Description Validations
Custom_Work_Tag_Value  string  [1..1]  Custom Worktag 4 Value 
Validation Description
Custom Worktag 4: Worktag Value does not exist.  Custom Worktag 4 Value 
 
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Custom_Worktag_05_Reference

part of: Worktag_for_Business_Document_Line_Reference
Reference element representing a unique instance of Custom Worktag 5
 
Parameter name Type/Value Cardinality Description Validations
Custom_Work_Tag_Value  string  [1..1]  Custom Worktag 5 Value 
Validation Description
Custom Worktag 5: Worktag Value does not exist.  Custom Worktag 5 Value 
 
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Prospect_Reference

part of: Worktag_for_Business_Document_Line_Reference
Reference element representing a unique instance of Prospect Worktag
 
Parameter name Type/Value Cardinality Description Validations
Prospect_ID  string  [1..1]  Prospect Worktag Value   
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Opportunity_Reference

part of: Worktag_for_Business_Document_Line_Reference
Reference element representing a unique instance of Opportunity Worktag
 
Parameter name Type/Value Cardinality Description Validations
Opportunity_ID  string  [1..1]  Opportunity Worktag Value   
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Customer_Reference

part of: Worktag_for_Business_Document_Line_Reference
Reference element representing a unique instance of Customer.
 
Parameter name Type/Value Cardinality Description Validations
Customer_Name  string  [0..1]  Unique attribute name/description identifying a valid instance of Customer. 
Validation Description
The customer does not exist.  A valid instance of Customer must exist for the given value of Customer Name. 
There are multiple customers that have the same name. Please change the name to distinguish between them.  There are multiple customers that have the same name. Please change the name to distinguish between them. 
 
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Customer_Request_ID_for_Customer_Reference

part of: Worktag_for_Business_Document_Line_Reference
Reference element representing a unique instance of Customer Request ID from Customer Worktag
 
Parameter name Type/Value Cardinality Description Validations
Customer_Request_ID  string  [0..1]  Customer Request ID Value   
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Financials_Attachment_Data

part of: Expense_Report_Data
Encapsulating element containing all Business Document Attachment data.
 
Parameter name Type/Value Cardinality Description Validations
@Content_Type  string (80)   [1..1]  Text attribute identifying Content Type of the Attachment.   
@Filename  string (255)   [1..1]  Text attribute identifying Filename of the Attachment.   
@Encoding  string  [1..1]  Text attribute identifying Encoding of the Attachment.   
@Compressed  boolean  [1..1]  Boolean attribute identifying whether the Attachment is compressed.   
File_Content  base64Binary  [0..1]  File content in binary format.   
Comment  string  [0..1]  Comment   
Validation Description
If a file name is specified for a Financial Attachment, File Content and Content Type are required.   
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CurrencyEnumeration

part of: Currency_Reference_Data
Base Type
string
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