AR Submit Charges

To add a charge reflecting a departments Fee-for-Service or billable program to either a University ID (UID) or Customer ID (CST) account you must use the AR Submit Charges request in Workday. This request features a file transfer that will upload customer and charge information to a UID or CST account. The account and the Sales or Charge item must already be present in Workday to process the AR Submit Charges request. Payment is then made towards this charge to have revenue be reported to the department using the linked Sales or Charge Item information.

Create Request

To process a charge through the AR Submit Charges process, the Iowa State University Department who has conducted the service or provided the good to the customer must use the AR Submit Charges Template and AR Submit Charges Guide for proper formatting of billing files. Once access has been confirmed for the Accounts Receivables processes in Workday and the AR Submit Charges Templates obtained use the Create Request task in Workday and select the Request AR Submit Charges.
Total Charges

This request asks you to provide the information pertaining to the billing file. The Total Charge Count and Total Charge Dollar Amount fields ask that the number of lines within the billing file adding charges to an account be indicated along with the sum of those lines.
Total Adjustments

The Total Charge Adjustment Count Total Charge Adjustment Dollar Amount fields asks that the number of lines within the billing file decreasing (crediting) charges already present on account be indicated along with the sum of those lines.
File Upload

Once information of the billing file is provided within the text fields you are required to attach the billing file to the request in a .csv file format to be processed by Accounts Receivables staff.

AR Submit Charges requests are processed in the order that they are received and upon completion a notification is delivered to the submitter. Errors within a billing file are communicated directly to submitter of the request by Accounts Receivables staff.

An AR Submit Charges billing file will include all information featured in the table (Guide) below with required information for processing being indicated. A Memo field is highly advised to be included with all charges and should include information to help customers identify the charge that has been added to their account, including any department invoice or workorder information.

Column	Header	Description	Student Example	Customer Example
A	UniversityID_or_CustomerID	9-digit univeristy ID number or 11-digit customer ID number	001234567	CST-0654321
B	Student_or_Customer_Name	First, Middle, Last or as it appears on the approved customer account in Workday.	Jane Dee Doe	Dirt Farms LLC
C	Transaction_Date	The date that the file is loaded.	MM/DD/YYYY	Same as Student
D	Academic_Period	Year (YYYY) + term (FALL, SPRING, or SUMMER). Defaults to current academic period if left blank.	2024SPRING	N/A
E	Sales_Charge_Item	The Sales Item / Charge Item reference IDs that should mirror name of the item(s).	Parking_-_Parking_Fines	Same as Student
F	Amount	Amount to be assessed. Minus sign indicates a credit while the absence of a minus sign indicates an increase.	100.25	Same as Student
G	Due_Date	DO NOT USE UNLESS APPROVED BY ACCOUNTS RECEIVABLE. Overrides due date.	MM/DD/YYYY	Same as Student
H	Adjustment_RefID	The reference ID for charge or invoice that needs adjustment.	STUDENT_CHARGE-6-1745	CUSTOMER_INVOICE-6-1456
I	Adjustment_Reason	Reason for adjustment: Administrative Adjustment or Error in Original Transaction	Administrative Adjustment	Same as Student
J	Memo	Memo to display on the customer invoice. Defaults to Sales Item name if left blank.	Parking Citations	Same as Student
K	System_ID	DO NOT USE UNLESS APPROVED BY ACCOUNTS RECEIVABLE. Attaches an ancillary system client ID.	145823	152896

AR Submit Charges

Create Request

Total Charges

Total Adjustments

File Upload