Gotransverse Connector for Workday

The Gotransverse Connector for Workday allows you to integrate your complex high-volume GTV billing data into Workday in easily digestible batches. Connector jobs offer flexible data mapping that makes it easy to set up your integration without any programming. You can transfer data at predetermined intervals or on demand.

Workday Connector Offerings

Gotransverse offers two connector types for Workday:

  • Workday GL Connector
  • Workday Invoice Line Item Connector

Both connectors use the same framework for creating the connection to Workday, configuring data mappings, running jobs, and viewing job run results. All Gotransverse Connector Service integrations include audit traceability from source (GTV) records to target (Workday) records and from target records to source records.

Workday GL Connector

The tight integration between Gotransverse and Workday enables high volumes of data to aggregate into the Workday general ledger. As part of the aggregation, GTV maps entries to worktags needed for detailed analytics in the Workday platform. With the GTV platform acting as the AR subledger, the GL Connector sends aggregated accounting records to Workday, creating journal entries in the Workday General Ledger.

GL Connector Use Case Example

For our example, our B2C customers use the GL Connector to transfer their GL data to Workday. The connector aggregates millions of transactions based on your account posting rules and aggregation strategy and sends summarized GL transactions to Workday journals as displayed in the image below.

Workday Invoice Line Item Connector

The Workday Invoice Line Item Connector transfers invoice information from Gotransverse to Workday as invoice line items with flexible worktag mapping. This integration supports billing calculation in GTV and final invoice generation in Workday. The connector supports higher billing volumes by optionally aggregating invoice data into transactions grouped by product, account, and more.

Invoice Line Item Connector Use Case Example

For our example, our B2B customers use the Invoice Line Item Connector to transfer invoice data to Workday. GTV handles order processing, usage rating, discounts, and invoice line-item creation, then feeds invoice information into Workday financial processes where the final invoice is generated and distributed as displayed in the image below.

How the Connector Moves Data to Workday

The integration begins with configuration of the connection, including security, in a system job. Then, you perform advanced configuration to map fields between GTV and Workday. You can modify the configuration later as needed. During a job run, the connector aggregates the mapped data and sends GL transactions or invoice line items to Workday, depending on the type of connector. This process runs on a scheduled basis or on demand.

Setup Overview

The following steps walk you through how to get started with the Workday Connector. The setup process is the same for the GL Connector and the Invoice Line Item Connector.

This short video demonstrates the steps, including how to set up a connection to Workday, map data, run a job to transfer data, and locate the transferred data in Workday.

  1. Work with Gotransverse support to perform initial setup to prepare for the integration. This includes granting necessary permissions to the Integration System Security Group and Workday Integration System User in support of the GTV platform. This may also involve data configuration to ensure successful mappings. For example, the currency must match between GTV billing account categories that will be transferred and corresponding Workday Companies.
  2. Create a Workday Connector job to configure the connection to Workday and set up a schedule for job runs.
  3. Perform advanced configuration to map GTV data to Workday.
  4. Configure mapping strategies for data mappings.
  5. Test the connection to Workday.
  6. Run the Workday Connector job manually or automatically to send GTV data to Workday. The job run creates invoices or journals in Workday.
  7. View job run results, including data transfer success or failure.

Creating a Workday Connector Job

Data is sent between Gotransverse and Workday using system integration jobs created in the Scheduler app. During job creation, you configure the connection to Workday Web Services and set up a schedule for automatic job runs.

When you create a job, you also select a job Type. Job Types provide templates for Workday Connectors and determine the kinds of data that can be transferred. Job types are predefined by GTV and cannot be deleted. Gotransverse support will work closely with you to identify the kinds of data you want to transfer and create the necessary Workday Connector jobs.

To create a Workday Connector job:

  1. Select Scheduler from the Gotransverse action menu .
  2. Select Setup in the left pane. The Setup page displays a list of jobs.
  3. Select Create System Job from the Setup action menu.
  4. Complete relevant fields in the Create System Job window.
  5. Field Description
    Job Name* Enter a name for the job. The name must be unique.
    Status* Select one of the following statuses for your job:
    • Active—The job will run according to its scheduled or manual job run.
    • Paused—The job will not run automatically and will be rejected when run manually. Pause the job if you want to prevent it from running.
    Description Enter additional information about this job.
    Emails Enter the email address of the administrator you want to receive job run status notifications. You can provide an email address for an individual or a distribution list. Notifications are sent when:
    • The job is awaiting approval.
    • The job completes successfully or with an error or warning.

    Caution: We strongly recommend that you provide at least one email address to ensure someone is notified about job errors and warnings. Data transmission problems can result in inaccurate or incomplete financial data.

    Add Email Add an additional email address for job run status notifications.
    Run Interval (Cron) Enter information in cron format to run the job automatically at a scheduled interval. A Workday Connector job is typically runs at least once a month and no more than once a day. You can also run the job manually at any time through the Run Manager page in Scheduler.

    The standard cron format consists of six fields separated by spaces: <Minute> <Hour> <Day_of_the_month> <Month_of_the_year> <Day_of_the_Week> <Year>. For example, 0 0 9 1 1/1 ? * runs the job on the first day of each month, at 9 am.

    For help with cron expressions, use ChronMaker.

    Type*

    Select the type of Workday Connector job. The job type provides a template for the Workday connection and determines the kinds of data you can transfer. You can type a partial name, for example Work, to filter available options. Additional custom fields are displayed based on the type of connector you select.
    • GL3 to Workday SOAP—Sends GTV GL transactions to Workday journals.
    • Invoices to Workday—Sends GTV invoices to Workday invoices or adjustments.

    *Indicates required field.

  6. Complete relevant fields to provide connection information for the GL or Invoice Line Item Connector.
    • Inception Date—Designates the earliest possible transactions to include in the aggregation for the first job run. This is the overall start date of the job. Subsequent job runs will include transactions that have happened since the previous run (based on a rolling date range from the date of the last job run to the current date).
    • Workday Data Center*—Name of the Workday data center that will receive the API payload.
    • Workday Tenant*—Name of the Workday tenant that will receive the API payload.
    • Workday Username*—Username for the Workday Integration System User.
    • Workday SOAP Password*—Password for the Workday Integration System User.
  7. If you selected Invoices to Workday as the Type, complete relevant fields to provide additional connection information for the Invoice Line Item Connector.
    • Use Custom Configuration Mask—Select this check box if GTV will do custom work to provide complex mappings specific to your implementation.
      • GitLab Group—The GitLab group for the custom mappings. GTV provides this information.
      • GitLab Branch—The GitLab branch for the custom mappings. GTV provides this information.
    • Source Detail Level*—Controls the level of detail of the invoice data you are sending.
      • Invoice Item Charges—This option provides enough detail for most cases.
      • Usage Event Charges—This option creates invoice lines in Workday based on individual usage events and usage event charges in GTV. It allows you to map to additional usage-specific data fields.
    • Allow Attaching Workday Custom Objects—Select this check box to allow GTV to attach Workday custom objects to your invoice data. A different API is used for Workday custom objects, so you need to provide GTV with additional credentials for this API.
      • Workday REST Client ID
      • Workday REST Client Secret
      • Workday REST Refresh Token
  8. Select Create. The Advanced Configuration page opens. Continue with Advanced Configuration to set up data mappings.

Once you finish creating the job, your job is added to the job list on the Setup page. If the job status is Active and you configured the Run Interval (Cron), your job is set to run at the indicated interval. Otherwise, you can run an active job manually at any time.

Configuring Workday Connector Data Mappings

After the connection to Workday is set up in a Workday Connector job, the next step is configuring mappings for the data you want to transfer. This happens on the Advanced Configuration page, which opens automatically after you create a Workday Connector job in the Scheduler app. You can also open the Advanced Configuration page later to change your data mappings.

Gotransverse support will work closely with you to identify the kinds of data you want to transfer and create the necessary data mappings. When you map data at the attribute-level, the data is transferred to Workday without transformation. This is known as passthrough mapping. With this kind of mapping, you configure the initial attribute to attribute relationship and do not have to update the mapping when values associated with the attribute change. For example, you do not have to reconfigure the mapping every time a new Customer is added. We recommend using passthrough mapping for high volume data or data that changes often, such as Customers and Products.

You can also map data at the value level and add mapping strategies to transform the data according to your business logic.

To configure data mappings:

  1. If the Advanced Configuration page is not already open:
    1. Select Scheduler from the Gotransverse action menu .
    2. Select Setup in the left pane. The Setup page displays a list of jobs.
    3. Select the job you want to configure, then select Advanced Configuration from the Job action menu on the Job Information page.
  2. In the top section, complete settings for GL data mapping OR invoice data mapping. Available settings vary depending on the type of connector (GL or Invoice). These settings determine the data available for mapping and carry over to all mappings that you create from this configuration.
    FieldDescription
    Invoice Data Mapping Settings
    GTV Account Category*Select the account category associated with the invoice data you want to map. Only invoices from this category will be transferred to Workday.

    Note: If you want to send invoice data for another account category, create a separate job for that account category.

    Add Only*Select True if the transferred data will only create new invoices in Workday. Select False to transfer data to new invoices or update existing invoices.
    Submit*Select True if invoices do not require approval in Workday and will be submitted upon transfer. Select False if invoices need approval in Workday and will be saved in draft mode.
    Remove 0 Amount Charges of TypeSelect an Invoice Item Type to exclude all invoice items of this type that total 0 in charges when data is transferred.
    Aggregate Raw RecordsSelect True to aggregate data into a summary before it is transferred. This is the default setting. Select False to send data line by line instead of aggregating it. You can view individual and aggregated records for a job run in detail tabs on the Run Information page.
    GL Data Mapping Settings
    GTV Ledger*Select the GTV ledger that contains the data you want to map.
    Ledger Type*Select the Workday ledger type.
    Journal Source*Select the Workday journal source.
    Account Set*Select the Workday account set.
    Auto CompleteSelect True if journals will be processed automatically in Workday without approval. Select False if journals need to be reviewed for approval in Workday before they are processed.

    *Indicates required field.

  3. Click Add Mapping, then complete relevant fields in the Add Mapping window.
    • Name*—Enter a name that helps you keep track of the type of data in the mapping. For example, if you are mapping GTV products to Workday sales items, you could name the mapping "Sales Items".
    • Source*—Select the type of GTV source data you want to send to Workday.
    • Target*—Select the Workday destination category to receive the data from GTV.

      *Indicates required field.

  4. Select Add. The mapping is added to the list of mappings on the Advanced Configuration page.
  5. Select Save on the Advanced Configuration page to save configuration settings and data mappings.

Next, you can map specific values and configure mapping strategies.

Configuring Mapping Strategies for Workday Connector Data Mappings

After you configure data mappings, you can perform another level of configuration to transform the data being transferred to Workday. This includes mapping specific GTV GL or invoice values to target fields in Workday and configuring mapping strategies.

When you map data at the value level, the value of a mapped GTV attribute is transformed into the value of the Workday attribute when these values do not match. For example, in a value mapping Texas would be replaced with US-South. With this type of mapping, one thing in GTV may map to multiple things in Workday. For example, the GTV Account Category may map to both the Business Unit and Revenue Category worktags.

Mapping strategies for value-mapped data determine how the data is transformed. Data can be passed through without transformation, replaced, ignored, or cause the transfer to fail when values do not match. There is also a hybrid passthrough strategy in which some data is value-mapped and other data is passed through. The following table provides examples of mapping strategies.

To configure mapping strategies:

  1. If the Advanced Configuration page is not already open:
    1. Select Scheduler from the Gotransverse action menu .
    2. Select Setup in the left pane. The Setup page displays a list of jobs.
    3. Select the job you want to configure, then select Advanced Configuration from the Job action menu on the Job Information page.
  2. Select the Gear icon next to the mapping you want to configure.
  3. Select a Mapping Strategy in the Mapping Configuration window.
    • Passthrough—Passes the GTV source value to the Workday target without transformation. We recommend passthrough mapping for high-volume data or data that changes often, such as Customers or Products.
    • Ignore—If the GTV source value cannot be matched to a Workday target, the source data is not included in the transferred data. For example, charges not associated with an order are not included on an invoice.
    • Fail—If the GTV source value cannot be matched to the Workday target, data transfer will fail. You can use this strategy to prevent the transfer of data that exists in GTV but not in Workday and provide an alert to update your data mappings. We recommend using this strategy to map data that drives reporting or planning, to ensure mappings are current and prevent inaccuracies in reporting driven by the data.
  4. In the From field, select the GTV attribute value you want to map. If the list is empty, the GTV attribute does not have a defined set of values.
  5. In the To field, select the value to which the GTV attribute should be transformed when it is transferred to Workday.
  6. Click Add. The mapping is added to the list.
  7. Configure additional mapping strategies for your data mappings as needed. You can navigate between data mappings by using the left and right arrow at the bottom of the window.

    Note: If you no longer need a mapping, click the delete icon to remove it. If you want to change a mapping, delete it then add a new mapping.

  8. Select OK to save the mapping strategy configurations.
  9. Select Save on the Advanced Configuration page to save data mappings and mapping strategy configurations.

Testing the Connection to Workday

After you create a job to configure the Workday connection, test the connection to make sure data can pass successfully between Gotransverse and Workday.

  1. Select Scheduler from the Gotransverse action menu .
  2. Select Setup in the left pane. The Setup page displays a list of jobs.
  3. Select the job you want to test from the list.
  4. Do one of the following:
    • Select Test Connection from the Job action menu on the Job Information page.
    • Select Advanced Configuration from the Job action menu on the Job Information page, then select Test Connection from the Job action menu on the Advanced Configuration page.
    • The Test Connection window displays connection status information.

  5. If the connection is not successful, troubleshoot possible causes:
    • Make sure your connection credentials are correct. You can check credentials by editing your Workday Connector job.
    • Contact Gotransverse support to verify that your tenant is provisioned correctly.
  6. Select OK.

Running a Workday Connector Job Manually

If a job is in Active status, you can run it manually at any time to send data between Gotransverse and Workday. You may need to run a job manually when you are working with Gotransverse support to configure the connector.

Note: After configuration is complete, a job usually runs automatically according to scheduled Cron run intervals that you specify during job creation. If you want to change the run interval, you can edit the job.

A manual job run typically includes the transactions that have happened since the previous run (based on a rolling date range from the date of the last job run to the current date). A custom job run allows you to include transactions from a different date range and create filters for sending specific transactions.

Note: You cannot run jobs that are in Paused status. If you want to run a paused job, edit the job to change its status.

  1. Select Scheduler from the Gotransverse action menu . The Run Manager page displays a list of job runs.
  2. Select Create Job Run from the Run Manager action menu.
  3. Complete relevant fields in the Create Job Run window.
    FieldDescription
    Job*Select the Workday Connector job you want to run. Depending on your configuration, there may be other types of jobs listed besides Workday Connector jobs.
    Job Run NameEnter a name for your job run.
    Auto Send*Determines whether a job will wait for approval before it sends data to Workday.
    • Select this check box to automatically send data.
    • Clear this check box to require approval before data is sent. This allows you to preview aggregated data before you approve it for transfer to Workday.
    Use Custom Job Run ParametersWhen this check box is cleared, the job run includes only the transactions that have happened since the previous job run (based on a rolling date range). This is the default.

    Select this check box to define the set of transactions you want to include in the job run. When you select the check box, additional settings become available.

    Note: Custom job runs are not factored into the rolling date range of transactions that have happened since the previous job run.

    Latest Bill Cycle RunSelect this check box to include only transactions from the most recent GTV bill cycle run in the job run. This option is available for Invoice Line Item Connector job runs only.
    Created on Start DateSelect the earliest transaction date for the data you want to include in the job run. The time specified for that date is always 00:00:00.
    Created on End DateSelect the most recent transaction date for the data you want to include in the job run. The time specified for that date is always 23:59:59.

    Note: To include data for a single day, select the same start and end date.

    Data Filter (comma separated)For an Invoice Line Item Connector job run, you can add filters to include transactions from specific invoices, bill cycles, or billing accounts in the job run.

    Select the type of data you want to include in the job run, then enter filter values separated by commas without spaces. For example, you can select Invoice Number from the filter list, then enter specific invoice numbers to include transactions associated with those invoices in the job run.

    Select Add Filter to add more filters. Click the delete icon to remove a filter.

    *Indicates required field.

  4. Select Submit.

    Your job runs and is added to the list on the Run Manager page. After your job runs, you can view details about job results, including information about the GTV records, Workday records, and batches transferred.

  5. To approve or cancel a job that was configured to pause:
    1. Select the job from the list on the Run Manager page, then review job results on the Run Information page.
    2. Select Approve or Cancel Job Run from the Run action menu to approve or cancel the job run. If you approve the run, data is transferred to Workday. Cancel the run if you need to make changes before data is sent, such as correcting transactions or editing data mappings. When the data is ready to transfer, create another job run.

      Note: You can also approve or cancel a job run by clicking the ellipsis button under the Actions column on the Run Manager page.

Viewing Workday Connector Job Results

You can view the details of a job run to make sure data transferred successfully or troubleshoot any problems. Job runs can fail for various reasons, including connection or data mismatch problems.

Detail tabs on the Run Information page provide information about the GTV records that are transferred, what the transformed and aggregated Workday records look like before the transfer, the batches that records are grouped into, and job run history. You can quickly locate transferred data in Workday by searching on the External Reference ID available in GTV after a job run.

  1. Select Scheduler from the Gotransverse action menu . The Run Manager page displays a list of job runs.
  2. Click the information icon to display details for a job run.

    For information about Run Status and the Actions available for each status, see Viewing Scheduler Job Results.

  3. Select a job run from the list. The Run Information page displays general information about the run, such as the run ID and Date, Run Status, and the number of batches that were successful, failed, or skipped.

    Detail tabs display the following information.

    TabDescription
    GTV RecordsThe unaggregated GTV data records included in the job run. The records vary based on your mappings. The Reference Type indicates what kind of data is in the record, for example Invoice Item Charge or Usage Event Charge for invoice data.
    WD RecordsThe data records that will be sent to Workday in the job run. This is what the data looks like after mapping transformation and aggregation. Click the information icon to display the unaggregated records that were rolled up into the aggregated record.
    BatchesThe Workday Records are grouped into batches for data transfer. The most recent batch status is displayed. Each batch represents one Workday journal or invoice.

    The External Reference value is generated by Workday and indicates that the batch was sent to Workday. Search in Workday using the External Reference ID to trace the transferred data.

    HistoryDetails about the state of each phase of the job run.
  4. Review and troubleshoot data records using the following tools:
    • Sort—Click the column name you want to sort by.
    • Filter—Add a filter to display fewer records.
    • Details—Click the information icon to display more detailed transaction information. For a batch, all previous batch statuses are displayed. For target records, the source records that make up the target record are displayed. For example, the displayed GTV records were rolled up into one Workday record:
  5. If the job run is awaiting retry or in an error status, retry the job after you determine the source of the problem and correct it.
  6. To locate the transferred data in Workday, do the following:
    1. On the Batches detail tab, locate the External Reference ID for the data you want to trace, then copy the ID.
    2. In Workday, enter the External Reference ID in the search box, then press Enter. Search results display the journal or invoice produced by the job run.
    3. Select the invoice or journal in the search results, then examine the transferred data.

Filtering Job Run Records

Filters allow you to display specific records in a detail tab. Limiting the number of records can be helpful when you are reviewing or troubleshooting job runs.

  1. Click Add filter in a detail tab.
  2. Complete the following fields in the Create Filter window:
    • Column*—Select the column you want to base the filter on.
    • Filter Condition*—Select a filter condition. Options vary depending on the data type of the selected column and include things like Equals (=), Less Than (<), and Greater Than (>).
    • Value*—Enter the value to combine with the filter condition. For example, the name of the Billing Account Category.

      *Indicates required field.

  3. Select Create. After you apply the filter, the list contains only the records limited to the specified filter conditions. The rest of the data remains hidden until you remove the filter.
  4. To edit a filter, select it, update fields in the Create Filter window, then select Create.
  5. To remove a filter that you no longer need, click the delete button next to the filter. After you remove the filter, the page displays records that are not limited by the filter condition.

Editing a Workday Connector Job

You can edit Workday Connector job settings except for the job Type. When you edit a job, you can change the job Status to pause the job, change connection settings, change the administrators notified about job run status, or modify the scheduled interval for running the job automatically.

Note: You can also change data mapping and mapping strategy configurations for the job.

  1. Select Scheduler from the Gotransverse action menu .
  2. Select Setup in the left pane. The Setup page displays a list of jobs.
  3. Locate the job you want to edit, then do one of the following:
    • Select the ellipsis button under the Actions column, then select Edit.
    • Select the job, then select Edit from the Job action menu on the Job Information page.
  4. Edit any fields that are not grayed out in the Edit System Job window.
  5. Select Edit.

Deleting a Workday Connector Job

You can delete a Workday Connector job that you no longer need in the same way you delete other kinds of jobs in the Scheduler app. For details, see Deleting a Scheduler Job.

You do not have to delete a job to prevent it from running. Instead, you can edit the job to change its status to Paused. Paused jobs do not run automatically and are rejected when run manually.