Workday Financials ERP

Overview

Brex's integration with Workday Financials streamlines financial data management by providing real-time visibility, easy customization, and efficient management of fields and workflows. The integration allows you to control spend, export financial data, and automate the import of your chart of accounts. Mapping rules help auto-categorize transactions, simplifying the financial management process. This comprehensive guide walks you through setting up the integration, whether you're a current Workday Financials user or considering it as a future option. Follow the steps below to set up your Workday Financials integration. If you need assistance, please contact your Brex representative.

Integration System Security Group (ISSG)

Create an ISSG

Step 1: Type “create security group” in the Workday search bar and click Create Security Group. Step 2: From Type of Tenanted Security Group, select Integration System Security Group (Unconstrained) and give the group a name like “Sample_Brex_ISSG”. Click Ok.

Step 3: On the next screen, under Integration System Users, add the ISU you created in Step 1 to the list. Click OK, and then Done.

Integration System User (ISU)

Create an ISU

Step 1: Type “Create Integration System User” in the Workday search bar and select the task.

Step 2: Enter a new username and password in accordance with your rules. Note: Keep the Session Timeout Minutes default value of 0 to prevent session expiration. An expired session can cause the integration to time out before it successfully completes. Step 3: Select Do Not Allow UI Sessions if you want to prevent the integration system user from signing in to Workday through the UI. Step 4: To avoid integration errors caused by expired passwords, search for the Maintain Password Rules task and add the integration system user to the System Users exempt from password expiration field.

Assign to ISSG

Step 1: Create your ISSG, following the instructions above. Step 2: On the next screen, under Integration System Users, add your ISU to the list. Step 3: Click OK, and then Done.

Configure domain security policy permissions

Now you can ensure that the ISSG has access to the necessary business domains. In the Security Group, edit the Domain Security Policy Permissions and add the following GET ONLY operations:

• Worker Data: Current Staffing Information
• Worker Data: Public Worker Reports
• Worker Data: Personal Data

To do this, follow these steps. Step 1: Type “View Security Group” in the Workday search bar, select your newly created ISSG, and click OK. Step 2: On the next page, click the ellipsis icon after the Security Group name and select Tenanted Security Group > Copy.

Step 3: Select Maintain to be added to the specified business domains listed above.

Step 4: Add the necessary domains by selecting “+”.

Step 5: After you’ve added all of the necessary domains, activate the security policy changes by typing “Activate Pending Security Policy Changes” in the Workday search bar and selecting the result. Step 6: Enter a comment (e.g., “Brex implementation”), then click OK to activate.

Step 7: Check the Confirm checkbox verifying the changes that need to be activated.

Manage authentication policies

Step 1: In production, add the ISU security group to the authentication policy in Workday to allow for access. Step 2: Type “Manage Authentication Policies” and select the correct environment.

Step 3: Add the ISSG that was created to the necessary group (this will vary depending on your setup). Click Done.

Step 4: Activate your policy changes after you make the change, located on the Manage Authentication Policies screen. Step 5: Select Activate All Authentication Policies, add the comment, and click OK. Check the Confirm checkbox to activate.

Obtain the web services endpoints for the Workday tenant

You can find your Workday HR endpoints by following the steps below. Step 1: Search for and open Public Web Services in Workday. Step 2: Hover over Human resources and click the three dots to access the menu Step 3: Click Web Services > View WSDL. Step 4: At the bottom of the following page, find the host, which will look something like this:

Note: Endpoints differ across tenants, so please provide us with endpoints for each testing environment.

Setup accounting integration

After you’ve created and assigned an ISU using the guide above, an account, card admin or any other users with the specific product capability can set up the Workday accounting integration. Step 1: Configure your domain security policy permissions by typing “View security group,” into the Workday search bar, selecting your newly created ISSG, and clicking OK. Step 2: On the next page, click the ellipsis after the Security Group name and select Tenanted Security Group > Copy.

Step 3: Toggle Maintain to be added to the specified business domains listed above and add the necessary domains by clicking the +.

You can find the necessary domains in this table:

Step 4: Search for Business Process Security Policies for Functional Area, then fill in the values below. Step 5: Edit the policy and add the ISSG to the Import Accounting Journal (WS Background Process) action.

Step 6: Type “Activate Pending Security Policy Changes” in the Workday search bar and click the result. Step 7: Enter a comment (e.g., “Brex implementation”), then click OK to activate.

Step 8: Check the Confirm checkbox verifying the changes that need to be activated. Step 9: Search for Maintain Journal Sources and add Brex. You don’t need to checkmark In Use.

Step 10: Click the magnifying glass to edit the journal source, then change the reference ID exactly to Brex, capital B, no spaces.

Set up the Brex integration in your dashboard

Now that you've finished the setup in Workday, an account admin, a card admin, or a user with the specific product capability can connect the integration from the Brex dashboard.

Step 1: In your dashboard, go to Accounting and click Connect.

Step 2: Select Workday Financials and click Continue. If you don't see Workday Financials as an option, contact your Brex representative — this integration isn't available on all Brex plans.

Step 3: Enter your connection details:

• Username and Password: the credentials for the integration system user you created earlier.
• Tenant: your Workday environment name.
• Host: the web services endpoint you retrieved above. Remove https:// from the start of the URL and use your general Workday host instead of a full service-specific URL.

Step 4: Select the subsidiaries you want to connect. You can enable a single subsidiary or several. Brex imports the supported fields for the subsidiaries you choose and exports journal entries to them. For transactions that span subsidiaries, Brex automatically generates intercompany journal entries.

Step 5: Review your connection details, then click Connect.

Note: If the connection fails, recheck all four values. Brex doesn't identify which one is incorrect, and an incorrectly formatted host is the most common cause.

Step 6: Your ERP data will load, and you'll see a message confirming the import was successful. Brex will start importing your Workday fields and values, allowing you to code transactions in the Accounting tab. A banner will indicate when all your fields have been imported.

Step 7: Click Workday Financials settings and map your GL accounts so Brex knows how to export your transactions. Map each Brex category to the appropriate Workday account:

• Card bank account: the bank or cash account you use to pay your Brex card statement.
• Card repayment receivables: your accounts receivable account, used to track outstanding employee repayments.
• Reimbursement bank account: the bank or cash account you use to pay employee reimbursements.
• Rewards: the account you use for rewards credits, such as another income account.
• Reimbursement liability: the account used to record amounts owed to employees.
• Card accruals liability: your credit card accrued liability account.
• Reimbursement accruals liability: your reimbursement accrued liability account.

Step 8: In Workday Financials settings, go to Export settings and set Ledger type to Actuals. Exports fail if this field is empty.

Note: Once transactions are exported from the accounting journal, either directly to Workday or as a CSV, they can't be exported again. Check your coding before you export.

Disconnect Workday Financials

Step 1: Click your name in the top right of your dashboard, and go to Integrations. Step 2: Next to Workday Financials, click the three dots, and choose Disconnect. Disconnecting will not remove any mapping rules previously created, in case you’d like to reconnect Workday Financials with the same sign-in credentials at a later time.