Customer Accounts: Record a Cash Sale in Workday

This guide shows users how to create a cash/check sale without an invoice in Workday.

Step 1: From the Workday Search bar, enter Record Cash Sale and select Record Cash Sale task.

The Workday search bar shows "Record Cash" and the Record Cash Sale task is highlighted.

The Record Cash Sale form displays.

The Record Cash Sale form shows editable fields with red asterisks next to any field that is required. At the bottom of the screen are three buttons: a blue Submit button and two white buttons, Save for Later and Cancel.

Step 2: In the Cash Sale Information section, complete the following fields:

Company: Select SIT Stevens Institute of Technology
Customer: Select Customers by Customer Category > Other Departmental > Stevens Dept. Customer Receipts
Currency: Enter as needed
Cash Sale Date: Enter related date
Invoice Type: N/A
From Date: N/A
To Date: N/A
Memo: REQUIRED! Enter Payor information and any additional information.

Step 3: In Payment Information section, complete the following fields:

Payment Type: Select Cash or Check
1. If check, enter check # in the Reference field. This is required.

The Payment Information section shows editable fields and check boxes. Any required field is marked with a red asterisk.

Step 4: Scroll down to Invoice Lines tab. Enter Revenue Category from the drop-down or search. Note: Revenue Category must begin with RC.

The Invoice Lines section of the screen is open and shows several columns in a row. The Revenue Category box is highlighted.

Step 5: Scroll right and enter the total amount in the Extended Amount field.

The Invoice Lines section of the screen is open and shows several columns in a row. The Extended Amount box is highlighted.

Step 6: Scroll right and select the applicable Cost Center from the drop-down or search. This auto-populates information in Fund and Additional Worktags fields. Note: Cost Center chosen must begin with CC.

The columns are labeled with editable fields below. The Cost Center, Fund, and Additional Worktags fields are all highlighted.

Please note – if you are posting the cash sale to a Program organization, please enter the Program first. The Cost Center, Fund and Functional Expense will automatically populate.

The columns are labeled with editable fields below. The Program, Cost Center, Fund, and Additional Worktags fields are all filled in with information.

Step 7: As needed, click Attachments tab to attach relevant documentation. Click Select files.

The Attachments tab is highlighted and open to show the option to "Drop files here" or a white Select files button.

Step 8: When complete, click Submit.

Three buttons are shown: a highlighted blue Submit button and two white buttons, Save for Later and Cancel.

IMPORTANT! Upon approval of the Cash Sale, you will receive a notification to take checks and cash to the Office of Students Accounts within 48 business hours. Click on the link next to ‘Details’ and click on the PDF icon in the next screen to print out the page and bring to Student Accounts along with the cash/checks.

The Cash Sale approval page shows that the submitted Cash Sale has been approved. At the bottom of the screen is the highlighted Details link.

The View Event: Cash Sale details page shows the information about the process, status, and details of the Cash Sale submitted. On the right side, the PDF icon is highlighted.

Cash Sales for Refunds/Reimbursements

To deposit a check received that represents a refund or reimbursement for an expense previously recorded, please enter the following information:

In the Memo field in the Cash Sale Information section, please indicate it is a refund or reimbursement.
In the Invoice Lines section:
1. For Revenue Category, select RC4630 (Refund Clearing)
2. In the Memo field in the Invoice Lines section, please put the Spend Category where the original expense was recorded.

The Invoice Lines section of the Cash Sale screen shows the Memo field highlighted.

Please note: Finance will do a manual journal at month-end to move the refund from RC4630 to the applicable Spend Category.

Experiencing technical issues? Contact our OneIT Team by:

Opening a support ticket or
Call us at 201-216-5500