Workday Access for Data Foundation
Data Foundation brings data from every ERP system and instance you connect into one Common Finance Model. Workday is one of the systems it reads directly. Workday has no web service for journal lines or balances, so this page is for the Workday administrator who builds the reports it reads, and for the PlaidCloud user who asks them to.
PlaidCloud only reads data. Nobody sends a password by email.
Send the Access Request
Section titled “Send the Access Request”On the project’s Foundation tab, choose Create a new connection and pick Workday. The form shows the report specification. Click Copy request to paste it into your own message, or Email request to open it in your mail program.
What the Workday Administrator Sets Up
Section titled “What the Workday Administrator Sets Up”-
Build ten custom reports (RaaS), four of them optional, and share them with the integration system user. Use the column names exactly: Data Foundation maps by name, so a renamed column can’t be read. Every code column is the object’s Reference ID, not a descriptor such as “C100 Acme US”. Every report’s output format is JSON.
-
Grant the Financial_Management web services
Get_Workday_CompaniesandGet_Currency_Conversion_Ratesto the same user. -
Send the report URLs and the integration system user’s details.
| Report | Required | Contents |
|---|---|---|
| Journal Lines | Yes | One row per posted journal line. Prompts: Company (the line’s company, as a Reference ID) and Period (the fiscal period’s Reference ID). Includes the worktags Region, Fund, Program and Project, the Intercompany affiliate, amounts in transaction and ledger currency, and the book |
| Beginning Balances | Yes | One row per company, fiscal period and ledger account: the balance at the start of the period. Only Asset, Liability and Equity accounts load |
| Ledger Accounts | Yes | Account, name, type, intercompany flag, optional category and parent account |
| Cost Centers | Yes | Cost center, name and parent |
| Fiscal Periods | Yes | One row per company and fiscal period, adjustment periods too, with start, end and status |
| Headcount | Optional | Active staff at each period end, by cost center, with FTE |
| Worktag Values | Optional | One row per Region, Fund, Program and Project value, with parent |
| Customers | Optional | Customer, name, parent, category, region and country |
| Sales Items | Optional | Item, name, parent, group and unit of measure |
| Sales Invoice Lines | Optional | One row per customer invoice line, with quantity, gross, discount, net and cost amounts |
The full column list of each report is in the specification on the Foundation tab. A few rules apply to what the reports return:
- Only Posted journal lines load, and only the Actuals ledger. Commitment and Obligation ledgers don’t.
- A blank Book_Code is the primary book. A blank line counts in every book of its company and period, and a line with a Book_Code belongs to that book alone.
- The line’s company wins over the journal’s.
- Ledger_Account_Type_ID is Revenue, COGS, Opex, NonOperating, Asset, Liability or Equity. Workday has one Expense type, which loads as Opex. To separate cost of goods sold or non-operating expense, print a calculated field that returns COGS or NonOperating. An account with no type isn’t loaded into the profit and loss.
- Draft, In Progress, Canceled and Denied invoices don’t load.
- Budgets are loaded from files. Adaptive Planning is not connected.
What to Send Back
Section titled “What to Send Back”| The administrator sends | Entered in PlaidCloud as |
|---|---|
| The Workday host | Workday host |
| The tenant name | Tenant |
| The integration system user’s name | Integration system user |
| The URL of each required report | Journal Lines report URL, Beginning Balances report URL, Ledger Accounts report URL, Cost Centers report URL, Fiscal Periods report URL |
| The URL of each optional report you built | Headcount report URL (optional), Worktag Values report URL (optional), Customers report URL (optional), Sales Items report URL (optional), Sales Invoice Lines report URL (optional) |
| The Reference IDs of the companies PlaidCloud may read | Chosen under Companies. Leave it blank to load every company |
The PlaidCloud user pastes the integration system user’s Password themselves; it’s a secret and is never emailed.
Under System settings, Retained earnings account names the Equity account the opening profit and loss rolls into, when the account names don’t already say. It’s optional.
Check the Access
Section titled “Check the Access”Back in PlaidCloud, click Test connection. Each dataset shows as Readable, Missing permission or Error:
| Dataset | Comes from |
|---|---|
| Entities | Get_Workday_Companies |
| Chart of accounts | The Ledger Accounts report |
| Departments | The Cost Centers report |
| Fiscal calendar | The Fiscal Periods report |
| Currency rates | Get_Currency_Conversion_Rates |
| Trial balance | The Beginning Balances report |
| General ledger | The Journal Lines report |
| Allocation drivers (optional) | The Headcount report |
| Segment values (optional) | The Worktag Values report |
| Customers (optional) | The Customers report |
| Products (optional) | The Sales Items report |
| Sales lines (optional) | The Sales Invoice Lines report |
When a dataset shows Missing permission, the test names the report or web service. Ask the administrator to share it with the integration system user and test again. A tenant without the optional reports still loads everything else.