Service Directory > v25.1 > Resource_Management > Submit_Spend_Authorization
 

Operation: Submit_Spend_Authorization

Adds or updates Spend Authorizations and submits them to the Spend Authorization Event Business Process. Spend Authorization data includes Worker, Company, Date, Description, Justification, Estimated Amount, Spend Authorization Lines, and Attachments. The Spend Authorization lines include: Expense Item, Quantity, Unit Cost, Billable flag, Worktags, and Memo.


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


Contents

 

Web Service

 

Request

 

Response

 

Element(s)

 

Request Element: Submit_Spend_Authorization_Request

Element containing Spend Authorization reference for update and all Spend Authorization data items
 
Parameter name Type/Value Cardinality Description Validations
@version string [0..1] Web Service version  
@Add_Only  boolean  [1..1]  Add Only Flag. Indicates that the service is an add only, not an update.   
Spend_Authorization_Reference  Spend_AuthorizationObject  [0..1]  Reference to an existing Spend Authorization for update only purposes   
Business_Process_Parameters  Financials_Business_Process_Parameters  [0..1]  Business Process Parameters provide the ability to auto-submit to the business process.   
Spend_Authorization_Data  Spend_Authorization_Data  [1..1]  Spend Authorization Data 
Validation Description
The Spend Authorization Estimated Amount is required if no Spend Authorization Lines have been entered.  The Spend Authorization Estimated Amount is required if no Spend Authorization Lines have been entered. 
The Spend Authorization Estimated Amount entered is not equal to the sum of all Spend Authorization Lines Extended Amounts.  The Spend Authorization Estimated Amount entered is not equal to the sum of all Spend Authorization Lines Extended Amounts. 
The field End Date is required and must have a value.  The field End Date is required and must have a value. 
Enter a Start Date that is before the End Date. OR Enter an End Date that is after the Start Date.  Enter a Start Date that is before the End Date. OR Enter an End Date that is after the Start Date. 
Spend authorization contains more than one instance of the balancing worktag. If you enable cash advances and balancing worktags, all lines of the spend authorization must match.  Spend authorization contains more than one instance of the balancing worktag. If you enable cash advances and balancing worktags, all lines of the spend authorization must match. 
The Reimbursement Payment Type Reference is required and must have a value.  The Reimbursement Payment Type Reference is required and must have a value. 
Cash Advance has been paid and cannot be updated.  Cash Advance has been paid and cannot be updated. 
 
Validation Description
The Web Service is set to Add Only; documents cannot be resubmitted.  The Web Service is set to Add Only; documents cannot be resubmitted. 
top
 

Response Element: Submit_Spend_Authorization_Response

Wrapper Element that includes the Spend Authorization Instance
 
Parameter name Type/Value Cardinality Description Validations
@version string [0..1] Web Service version  
Submit_Spend_Authorization_Reference  Spend_AuthorizationObject  [0..1]  Spend Authorization Reference   
top
 

Spend_AuthorizationObject

part of: Submit_Spend_Authorization_Request, Submit_Spend_Authorization_Response
 
Parameter name Type/Value Cardinality Description Validations
@Descriptor  string  [1..1]  Display information used to describe an instance of an object. This 'optional' information is for outbound descriptive purposes only and is not processed on inbound Workday Web Services requests.   
ID  Spend_AuthorizationObjectID  [0..*]  Contains a unique identifier for an instance of an object.   
top
 

Spend_AuthorizationObjectID

part of: Spend_AuthorizationObject
Contains a unique identifier for an instance of an object.
 
Parameter name Type/Value Cardinality Description Validations
#text  string       
@type  WID, Spend_Authorization_ID  [1..1]  The unique identifier type. Each "ID" for an instance of an object contains a type and a value. A single instance of an object can have multiple "ID" but only a single "ID" per "type".   
top
 

Financials_Business_Process_Parameters

part of: Submit_Spend_Authorization_Request
Contains data for business processing
 
Parameter name Type/Value Cardinality Description Validations
Auto_Complete  boolean  [0..1]  When set to "true" or "1", the business process is automatically processed. This means that all approvals will be automatically approved in the system, all reviews and to-do's will be automatically by-passed, and all notifications will be automatically suppressed.   
Comment_Data  Business_Process_Comment_Data  [0..1]  Captures the Comment for the Business Process.   
top
 

Business_Process_Comment_Data

part of: Financials_Business_Process_Parameters
Captures a comment for the Business Process.
 
Parameter name Type/Value Cardinality Description Validations
Comment  string  [0..1]  Free form comment regarding the business process. 
Validation Description
This Business Process has been configured to disable comment. Please remove the comment or change the setting in the Business Process Policy or tenant setup.   
 
Worker_Reference  WorkerObject  [0..1]  Default the Person making the comment to the processing person if not submitted via the web service.   
top
 

WorkerObject

part of: Business_Process_Comment_Data, Spend_Authorization_Data
 
Parameter name Type/Value Cardinality Description Validations
@Descriptor  string  [1..1]  Display information used to describe an instance of an object. This 'optional' information is for outbound descriptive purposes only and is not processed on inbound Workday Web Services requests.   
ID  WorkerObjectID  [0..*]  Contains a unique identifier for an instance of an object.   
top
 

WorkerObjectID

part of: WorkerObject
Contains a unique identifier for an instance of an object.
 
Parameter name Type/Value Cardinality Description Validations
#text  string       
@type  WID, Contingent_Worker_ID, Employee_ID  [1..1]  The unique identifier type. Each "ID" for an instance of an object contains a type and a value. A single instance of an object can have multiple "ID" but only a single "ID" per "type".   
top
 

Spend_Authorization_Data

part of: Submit_Spend_Authorization_Request
Expense Report Data contains all of the information about a Spend Authorization.
 
Parameter name Type/Value Cardinality Description Validations
Spend_Authorization_ID  string  [0..1]  Spend Authorization ID. This is the Spend Authorization unique identifier.   
Submit  boolean  [0..1]  Submit for Approval is a boolean flag indicating if the transaction is to be submitted or saved in draft mode. If this flag is set, the transaction will be submitted, otherwise the transaction is saved in draft.   
Worker_Reference  WorkerObject  [1..1]  Reference for a Worker on the Spend Authorization   
Company_Reference  CompanyObject  [1..1]  Reference to an existing Company or Company Hierarchy   
Locked_in_Workday  boolean  [0..1]  Set to True to disable editing and canceling the Spend Authorization inside the Workday application. A Spend Authorization will only be updated from the web service.   
Spend_Authorization_Number  string  [0..1]  The document number that will be assigned to the Spend Authorization. Leave it blank to have the number auto-assigned.   
Reimbursement_Payment_Type_Reference  Payment_TypeObject  [0..1]  Reference to an existing reimbursement payment type for the payee.   
Spend_Authorization_Date  date  [1..1]  Spend Authorization Date   
Spend_End_Date  date  [0..1]  Spend Authorization End Date   
Business_Purpose_Reference  Business_PurposeObject  [0..1]  Reference to the business purpose for the spend authorization.   
Description  string  [1..1]  Spend Authorization Description   
Remaining_Balance  decimal (18, 3)   [0..1]  Spend Authorization Remaining Balance Amount   
Estimated_Amount  decimal (26, 6)   [0..1]  Spend Authorization Estimated Amount   
Cash_Advance_Requested_Amount  decimal (18, 3)   [0..1]  Spend Authorization Cash Advance Requested Amount   
Currency_Reference  CurrencyObject  [0..1]  This field should be left blank since the defaulted currency of the company specified will be used as the currency of the Spend Authorization. This field is READ ONLY.   
Justification  string  [0..1]  Spend Authorization Justification   
Spend_Authorization_Line_Replacement_Data  Spend_Authorization_Line_Data  [0..*]  Element that encapsulates all data for one Spend Authorization Line (Expense Item, Quantity, Unit Cost, Billable flag, Worktags, and Memo). 
Validation Description
The following Accounting Worktags are required but have not been assigned: [missing].   
The following Accounting Worktag types are invalid: [invalid].   
Can not have any combination of Project, Project Phase or Project Task worktags for the same line.  Can not have any combination of Project, Project Phase or Project Task worktags for the same line. 
Cash advances are not enabled in your tenant.  Cash advances are not enabled in your tenant. 
 
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
The Spend Authorization Estimated Amount is required if no Spend Authorization Lines have been entered.  The Spend Authorization Estimated Amount is required if no Spend Authorization Lines have been entered. 
The Spend Authorization Estimated Amount entered is not equal to the sum of all Spend Authorization Lines Extended Amounts.  The Spend Authorization Estimated Amount entered is not equal to the sum of all Spend Authorization Lines Extended Amounts. 
The field End Date is required and must have a value.  The field End Date is required and must have a value. 
Enter a Start Date that is before the End Date. OR Enter an End Date that is after the Start Date.  Enter a Start Date that is before the End Date. OR Enter an End Date that is after the Start Date. 
Spend authorization contains more than one instance of the balancing worktag. If you enable cash advances and balancing worktags, all lines of the spend authorization must match.  Spend authorization contains more than one instance of the balancing worktag. If you enable cash advances and balancing worktags, all lines of the spend authorization must match. 
The Reimbursement Payment Type Reference is required and must have a value.  The Reimbursement Payment Type Reference is required and must have a value. 
Cash Advance has been paid and cannot be updated.  Cash Advance has been paid and cannot be updated. 
top
 

CompanyObject

part of: Spend_Authorization_Data
 
Parameter name Type/Value Cardinality Description Validations
@Descriptor  string  [1..1]  Display information used to describe an instance of an object. This 'optional' information is for outbound descriptive purposes only and is not processed on inbound Workday Web Services requests.   
ID  CompanyObjectID  [0..*]  Contains a unique identifier for an instance of an object.   
top
 

CompanyObjectID

part of: CompanyObject
Contains a unique identifier for an instance of an object.
 
Parameter name Type/Value Cardinality Description Validations
#text  string       
@type  WID, Company_Reference_ID, Organization_Reference_ID  [1..1]  The unique identifier type. Each "ID" for an instance of an object contains a type and a value. A single instance of an object can have multiple "ID" but only a single "ID" per "type".   
top
 

Payment_TypeObject

part of: Spend_Authorization_Data
 
Parameter name Type/Value Cardinality Description Validations
@Descriptor  string  [1..1]  Display information used to describe an instance of an object. This 'optional' information is for outbound descriptive purposes only and is not processed on inbound Workday Web Services requests.   
ID  Payment_TypeObjectID  [0..*]  Contains a unique identifier for an instance of an object.   
top
 

Payment_TypeObjectID

part of: Payment_TypeObject
Contains a unique identifier for an instance of an object.
 
Parameter name Type/Value Cardinality Description Validations
#text  string       
@type  WID, Payment_Type_ID  [1..1]  The unique identifier type. Each "ID" for an instance of an object contains a type and a value. A single instance of an object can have multiple "ID" but only a single "ID" per "type".   
top
 

Business_PurposeObject

part of: Spend_Authorization_Data
 
Parameter name Type/Value Cardinality Description Validations
@Descriptor  string  [1..1]  Display information used to describe an instance of an object. This 'optional' information is for outbound descriptive purposes only and is not processed on inbound Workday Web Services requests.   
ID  Business_PurposeObjectID  [0..*]  Contains a unique identifier for an instance of an object.   
top
 

Business_PurposeObjectID

part of: Business_PurposeObject
Contains a unique identifier for an instance of an object.
 
Parameter name Type/Value Cardinality Description Validations
#text  string       
@type  WID, Business_Purpose_ID  [1..1]  The unique identifier type. Each "ID" for an instance of an object contains a type and a value. A single instance of an object can have multiple "ID" but only a single "ID" per "type".   
top
 

CurrencyObject

part of: Spend_Authorization_Data
 
Parameter name Type/Value Cardinality Description Validations
@Descriptor  string  [1..1]  Display information used to describe an instance of an object. This 'optional' information is for outbound descriptive purposes only and is not processed on inbound Workday Web Services requests.   
ID  CurrencyObjectID  [0..*]  Contains a unique identifier for an instance of an object.   
top
 

CurrencyObjectID

part of: CurrencyObject
Contains a unique identifier for an instance of an object.
 
Parameter name Type/Value Cardinality Description Validations
#text  string       
@type  WID, Currency_ID, Currency_Numeric_Code  [1..1]  The unique identifier type. Each "ID" for an instance of an object contains a type and a value. A single instance of an object can have multiple "ID" but only a single "ID" per "type".   
top
 

Spend_Authorization_Line_Data

part of: Spend_Authorization_Data
Element that encapsulates all data for one Spend Authorization Line (Expense Item, Quantity, Unit Cost, Billable flag, Worktags, and Memo).
 
Parameter name Type/Value Cardinality Description Validations
Expense_Item_Reference  Item_DescriptorObject  [1..1]  Reference to the Expense Item for the Spend Authorization Line.   
Quantity  decimal (22, 2)   [1..1]  Quantity for the Spend Authorization Line   
Unit_Cost  decimal (26, 6)   [1..1]  Unit Cost for the Spend Authorization Line   
Billable  boolean  [0..1]  Boolean flag that represents whether or not the expense is billable.   
Cash_Advance_Requested  boolean  [0..1]  Boolean flag that represents whether or not the expense is a cash advance. This field is only available if cash advances are enabled for the tenant.   
Worktag_Reference  Audited_Accounting_WorktagObject  [0..*]  Reference to existing worktags. Worktags are a way to mark tasks and business objects to make them easier to access and summarize. Each transaction can include one value for each worktag type and is subject to configurable validation when submitted for approval.   
Memo  string  [0..1]  Text describing the use or purpose of the expense.   
Validation Description
The following Accounting Worktags are required but have not been assigned: [missing].   
The following Accounting Worktag types are invalid: [invalid].   
Can not have any combination of Project, Project Phase or Project Task worktags for the same line.  Can not have any combination of Project, Project Phase or Project Task worktags for the same line. 
Cash advances are not enabled in your tenant.  Cash advances are not enabled in your tenant. 
top
 

Item_DescriptorObject

part of: Spend_Authorization_Line_Data
 
Parameter name Type/Value Cardinality Description Validations
@Descriptor  string  [1..1]  Display information used to describe an instance of an object. This 'optional' information is for outbound descriptive purposes only and is not processed on inbound Workday Web Services requests.   
ID  Item_DescriptorObjectID  [0..*]  Contains a unique identifier for an instance of an object.   
top
 

Item_DescriptorObjectID

part of: Item_DescriptorObject
Contains a unique identifier for an instance of an object.
 
Parameter name Type/Value Cardinality Description Validations
#text  string       
@type  WID, Catalog_Item_ID, Catalog_Load_Item_ID, Expense_Item_ID, Purchase_Item_ID, Sales_Item_ID  [1..1]  The unique identifier type. Each "ID" for an instance of an object contains a type and a value. A single instance of an object can have multiple "ID" but only a single "ID" per "type".   
top
 

Audited_Accounting_WorktagObject

part of: Spend_Authorization_Line_Data
 
Parameter name Type/Value Cardinality Description Validations
@Descriptor  string  [1..1]  Display information used to describe an instance of an object. This 'optional' information is for outbound descriptive purposes only and is not processed on inbound Workday Web Services requests.   
ID  Audited_Accounting_WorktagObjectID  [0..*]  Contains a unique identifier for an instance of an object.   
top
 

Audited_Accounting_WorktagObjectID

part of: Audited_Accounting_WorktagObject
Contains a unique identifier for an instance of an object.
 
Parameter name Type/Value Cardinality Description Validations
#text  string       
@type  WID, Ad_hoc_Payee_ID, Applicant_ID, Asset_Impairment_Reason_ID, Bank_Account_ID, Business_Unit_ID, Catalog_Item_ID, Company_Reference_ID, Contingent_Worker_ID, Contingent_Worker_Type_ID, Corporate_Credit_Card_Account_ID, Cost_Center_Reference_ID, Custom_Organization_Reference_ID, Custom_Worktag_06_ID, Custom_Worktag_07_ID, Custom_Worktag_08_ID, Custom_Worktag_09_ID, Custom_Worktag_1_ID, Custom_Worktag_10_ID, Custom_Worktag_11_ID, Custom_Worktag_12_ID, Custom_Worktag_13_ID, Custom_Worktag_14_ID, Custom_Worktag_15_ID, Custom_Worktag_2_ID, Custom_Worktag_3_ID, Custom_Worktag_4_ID, Custom_Worktag_5_ID, Customer_Category_ID, Customer_ID, Customer_Reference_ID, Deduction_Recipient_ID, Donor_ID, Employee_ID, Employee_Type_ID, Expense_Item_ID, Financial_Institution_ID, Financial_Institution_Reference_ID, Fund_ID, Gift_Reference_ID, Grant_ID, Investment_Pool_ID, Investment_Profile_ID, Investor_ID, Job_Category_ID, Job_Level_ID, Job_Profile_ID, Loan_ID, Location_ID, Management_Level_ID, Object_Class_ID, Opportunity_Reference_ID, Organization_Reference_ID, Pay_Rate_Type_ID, Petty_Cash_Account_ID, Position_ID, Program_ID, Project_ID, Project_Plan_ID, Proposal_Grant_ID, Prospect_ID, Prospect_Reference_ID, Purchase_Item_ID, Receivable_Writeoff_Reason_ID, Region_Reference_ID, Revenue_Category_ID, Run_Category_ID, Sales_Item_ID, Spend_Category_ID, Sponsor_ID, Sponsor_Reference_ID, Student_Assignment_Line_Item_ID, Student_Charge_Item_ID, Student_Recruiting_Campaign_ID, Student_Recruiting_Event_ID, Supplier_Category_ID, Supplier_ID, Supplier_Reference_ID, Tax_Applicability_ID, Tax_Authority_ID, Tax_Authority_Reference_ID, Tax_Category_ID, Tax_Code_ID, Tax_Rate_ID, Third_Party_ID, Withholding_Order_Case_ID, Work_Function_ID, Work_Shift_ID  [1..1]  The unique identifier type. Each "ID" for an instance of an object contains a type and a value. A single instance of an object can have multiple "ID" but only a single "ID" per "type".   
top
 

Financials_Attachment_Data

part of: Spend_Authorization_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.   
top
 

Spend_AuthorizationReferenceEnumeration

part of: Spend_AuthorizationObjectID
Base Type
string
top
 

WorkerReferenceEnumeration

part of: WorkerObjectID
Base Type
string
top
 

CompanyReferenceEnumeration

part of: CompanyObjectID
Base Type
string
top
 

Payment_TypeReferenceEnumeration

part of: Payment_TypeObjectID
Base Type
string
top
 

Business_PurposeReferenceEnumeration

part of: Business_PurposeObjectID
Base Type
string
top
 

CurrencyReferenceEnumeration

part of: CurrencyObjectID
Base Type
string
top
 

Item_DescriptorReferenceEnumeration

part of: Item_DescriptorObjectID
Base Type
string
top
 

Audited_Accounting_WorktagReferenceEnumeration

part of: Audited_Accounting_WorktagObjectID
Base Type
string
top