Use Worktag Field Settings to speed up invoice processing and customize the document entry page. These settings let you select which worktags have their own separate fields on your invoice lines.
When a worktag has its own unique field, you can make filling it out required to submit documents. You can also view any special requirements and rules set up for that worktag.
- Worktags Overview
- Additional Worktags Field
- Customizing Worktag Field Settings
- Special Worktag Requirements
Worktags Overview
A worktag is a keyword or “tag” that you can add to a line to classify transactions. They are useful for tracking and analyzing data in Workday. Cost Center has its own field on Ascend AP’s document entry page by default.
Additional Worktags Field
The Additional Worktags field on the document entry page allows you to search for all of your worktags, except for Cost Center and other worktags that have separate line fields. You can use this field to add multiple worktags to an invoice line, including any custom worktags you created in Workday.
You can search for any Project Worktags in the Additional Worktags field. If you need to search for Project Phases or Project Tasks, the Project worktag must have its own line field. Invoice lines can only have one worktag from the Project organization type: Project, Project Phase, or Project Type.
Customizing Worktag Field Settings
Your Worktag Field Settings have all of your available worktags and show which are required or have special requirements. If you use the same ones often, consider customizing your document entry page so that commonly used worktags have their own unique fields.
Adding Worktag Fields
To add a worktag field to each invoice line on the document entry page:
- Go to Settings > Field Settings > Worktag Fields.
- Under Additional Worktags, click the plus icon
next to the worktag that you want to show on the document entry page. This moves the worktag to the Worktag Fields section.
- Under Worktag Fields, check the box if you want to make it required. This means that documents can’t be submitted until this field is filled out with a valid value on every line.
- If needed, click and drag the worktags to change their order on the document entry page.
- Click Save Changes.
The updated worktag fields show on each invoice line on the document entry page. They will no longer be searchable in the Additional Worktags field.
Removing Worktag Fields
- To remove a worktag field from the document entry page:
- Go to Settings > Field Settings > Worktag Fields.
- Under Worktag Fields, click the minus icon
next to the worktag that you want to remove from the document entry page. This moves it to the Additional Worktags field.
When you move worktags to the Additional Worktags field, they will no longer be required. Their special requirements will be saved, but they won’t be applied until the worktag has its own unique field again. - Click Save Changes.
Special Worktag Requirements
You can make any worktag required by creating a line field for it and checking the Require box. Ascend’s Onboarding and Customer Support teams can help you set up special worktag requirements. This is a Premium feature, which allows you to assign rules or conditions to required worktags that are based on header fields.
For example, Customer Support can set up a rule where the Business Line worktag is only required when an invoice’s Control Amount is above a specified amount.
If you need to set up or edit a custom rule for a worktag, contact Customer Support for more information.
Viewing Special Worktag Requirements
Worktags that have special requirements have an information icon next to them.
Click on the toggle icon to view a worktag’s special requirements. A worktag must have its own field in order for you to view its special requirements.
If you want to edit a required worktag's special requirements, contact Customer Support for more information.
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