WebTMA-Workday Financials Configuration

The WebTMA-Workday Financials module is designed to connect WebTMA 7 to Workday Financials and automate Account validation in WebTMA as well as export the General Ledger from WebTMA 7 to Workday.  The process runs every 10 minutes.

Workday will require Admin access to set up this process.  In WebTMA 7, the user record must have rights to access Admin > Workday. 

This document has three major sections:

• Configuring Workday to Connect to WebTMA
• Configuring WebTMA to Connect to Workday
• Validation and Submissions

A .pdf copy of this file is attached to this article for your convenience.

Configuring Workday to Connect to WebTMA

Step One - Create an Integration System User in Workday

In this step, you are creating an integration system user in Workday to allow WebTMA to communicate with Workday.  These are the user credentials entered into WebTMA to make sure the connection is authorized.

1. Log in to Workday.

2. Search for “Integration System User” as illustrated below.

   

3. Select “Create Integration System User” in the results.
4. Enter TMA-WorkdayConnect-User as the User Name (recommended by TMA). See next screenshot.

NOTE: Be sure to save the User Name and Password. These same settings are used inside WebTMA later in the setup process.

Step Two - Create a Security Group in Workday

The security group allows the user record to access Workday for authentication.

1. Search for “Create Security Group”

2. Select Integration System Security Group (Unconstrained) in the Type of Tenanted Security Group field.
3. Enter TMA-WorkdayConnect-Security in the Name field (recommended by TMA). See the next screenshot.

4. Enter the User (created in Step One) in the Integration System Users field.
5. Save.

Step Three - Complete the Integration System Security Group

Setting up the Domain Permissions allows specific access to Workday’s authentication interface. This gives WebTMA access to Workday with the specific rights granted here in the System Security Group.

1. Select the ellipsis on the Group. This opens the menu.
2. Select Security Group > Maintain Domain Permissions for Security Group.

Step Four - Permit Access to API Calls

This step designates the GET and PUT functions for the user record you have created.

1. Add the following in Domain Security Policies permitting Get access:
   • Special OX Web Services
   • Integration Build
   • Set Up: Accounts

2. Add the following in Domain Security Policies permitting Put access:
   • Process: Journals-Core

3. Select OK to Save.

When both are completed, it should look like the following:

Step Five - Activate Security Changes

This step activates the Integration Permissions set up previously.

1. Search for “Activate Pending” as illustrated below.

2. Select Activate Pending Security Policy Changes.
3. Enter a Comment, i.e., reason for the new activation.
4. Select OK.

5. Mark the Confirm checkbox.
6. Select OK.

Step Six - Register the API Client

When you register the API Client, it finalizes the configuration and connection information needed to interface WebTMA 7 with Workday.

1. Search for “Register API Client”.
2. Select the Register API Client link.
3. Enter the following in the fields that display:
   • Client Name: TMA-WorkdayConnect-API
   • Client Grant Type: Jwt Bearer Grant
   • X509 Certificate:
     • Create a new public Key
     • Name the Certificate – TMA-WorkdayConnect-Certificate
     • TMA provides the certificate to populate
     • Select OK on the Create X509 Public Key and return to the client registration window.
   • Access Token Type: Bearer
   • Integration System User: TMA-WorkdayConnect-User (the one you previous created)
   • Scope (Functional Areas) should include the following:
     • Common Financial Management
     • Implementation
4. Select to Save.

At this point, you have the information you need to set up the connection in WebTMA 7. See the next screenshot.

Configuring WebTMA to Connect to Workday

This portion of the configuration requires that you have both the Workday application and WebTMA 7 open in separate tabs since you will be searching and copying information from Workday and pasting into WebTMA 7.

Step Seven - Complete Workday Configuration Window

This sets up the connection URLs and username/password to connect directly to Workday.

1. Log in to WebTMA 7.
2. Go to Admin > Workday > Configuration.
3. Use the template from Workday to populate this window in WebTMA 7.
4. Select the check mark at the lower left to Save.

It should look like the following:

You should receive a success message like the following:

Workday is now successfully connected to WebTMA 7, and you are ready to proceed to the next steps in mapping accounting information between the two.

Step Eight - Account Validation Workday Configuration

This connects WebTMA 7 accounts to Workday for account validation.

Leave the window above open, and if Workday is not launched, open the Workday application to do the following in Workday to copy the appropriate ID.

1. Log in to Workday.
2. Search for “Account Set”.
3. Run the Account Set report.
4. Select the ellipsis next to the Account Set you use. This opens Related Actions. Refer to your Workday documentation for your Account Set.
5. Choose Integration IDs > View IDs as illustrated below.

6. Copy the ID.

7. Return to the WebTMA Tab.
8. Insert the ID in the Financial Settings Account Set field as illustrated below.

Step Nine – Journal Source

This designates the source of the accounts in Workday for WebTMA 7 to access.

Return to the Workday application to do the following:

1. Search for Journal Sources.

2. Run the Journal Sources report.
3. Find your Journal Source Name.
4. Click the ellipsis next to the search icon.
5. Choose Integration IDs > View IDs as illustrated below.

6. Copy the ID.

7. Paste the ID into the Journal Source field in WebTMA 7.

Step Ten – Ledger Types

This allows you to identify the ledger in Workday to the ledger in WebTMA 7.

Return to the Workday application to do the following:

1. Search for Ledger Types.
2. Select the search icon next to your Ledger Type.
3. Find your Ledger Type.
4. Click the ellipsis next to your Ledger Type.
5. Choose Integration IDs > View IDs as illustrated below.

6. Copy the ID from the Integration IDs as shown below.

7. Paste the ID into the Ledger Type field in WebTMA 7.

Step Eleven - Currency

This establishes the currency type between Workday and WebTMA 7. 

Return to the Workday application to do the following:

1. Search for Currencies to find your currency.
2. Use the filter for USD or your desired currency.

3. Click the ellipsis next to the currency.
4. Choose Integration IDs > View IDs as illustrated below.

5. Select the ID value only for Currency ID as shown below. Note there may be more than one option.

6. Paste the Currency into the Currency field in WebTMA 7.

Step Twelve - Companies

Additional connectivity information is needed to ensure you are pulling the correct account numbers from Workday.

Return to the Workday application to do the following:

1. Search for Companies.
2. Run the Companies report.
3. Filter the report to find your services. The example below uses Global Modern Services, Inc. (USA).

4. Click the ellipsis  next to the company.
5. Choose Integration IDs > View IDs.

6. Copy the ID from Company_Reference_ID.

7. Paste that into WebTMA 7 under COMPANY as shown below.

Step Thirteen - Segment Setup

In WebTMA 7, enter the Segment Delimiter in the field next to the Company field. This is the symbol that you use to separate the segments in your accounts. If you use a hyphen, enter a dash (-) as pictured in the previous screenshot.

NOTE: The segments in this document are only examples of how to set up each segment. Each organization will have different setups.

Return to the Workday application to do the following:

1. Search for the names of each of your segments. The following example starts with Cost Centers.

2. Search Workday Cost Center for Integration Reference ID.
3. Choose one from the Cost Center Lookup.
4. Click the ellipsis .
5. Choose Integration IDs > View IDs.
6. Look for the Type.

7. Paste the Integration Reference ID into WebTMA 7.

Each segment can be found in Workday. You can reference Workday to find each segment value to map as shown below.

Once all the mapping is complete, Save the WebTMA 7 record.

Step Fourteen - Validation

Once all setups are complete, you can check each account in WebTMA 7 for validation in Workday.

In WebTMA 7, the Accounting > Accounts window will show each segment properly.

Once the WebTMA 7 batch job to update the account validation is processed, you can check the Workday configuration in WebTMA 7 and see that the validation is successful as shown below.

Validation and Submissions

Validation Queries

In WebTMA 7, the TMA Browse window for Accounting > Accounts includes these three queries:

• Invalid shows all accounts that do not match Workday.
• Pending Validation shows accounts that have not yet been validated by Workday.
• Valid shows all accounts that have been successfully validated by Workday.

Transactions Submitted to Workday

Transactions to be submitted to Workday are found in WebTMA 7 in Admin > Batch Management.

The corresponding entries can be found in Workday by searching for “Find Journal Lines”.

In the company name, enter the company you set up.  Enter the Year and Period. Other fields are optional.

After the Batch Job in WebTMA 7 has completed, you can check the jobs from Admin > Workday > Integration Logs.

To see the details of the job, expand the batch jobs by selecting them. An example is shown below.

Any errors that occur are found in the Integration Logs and can be addressed before submitting a new batch job.