Workday Bank Feeds

Back to Bank Feeds

Setting up a Workday Bank Feeds Workflow with Rutter

Introduction

Rutter API enables you to support setting up bank feeds for your customers' Workday Financial Management instances. This allows you to sync bank transaction data into Workday to enable reconciliation for an accountant, which ensures the accuracy and validity of your customers' books.

1. Connect to your customer's Workday instance and configure the required permissions in their tenant.
2. Discover the bank accounts in Workday that you want to feed transactions into.
3. Continuously sync transaction data into the bank accounts to enable reconciliation.

Platform Setup

Data Sync Configuration

Make sure to include these Rutter Objects in your Data Sync Configuration through the Rutter dashboard.

• Bank Feed Account
• Bank Feed Transaction

Connect to Workday

Embed Rutter Link into your application and walk through an end to end business authentication flow in order to create a new Connection. This Connection represents the business's Workday instance and contains an access_token used to read and write data for that instance.

Configure the Workday Tenant

Bank feeds require some one-time configuration in the customer's Workday tenant that is performed by their Workday administrator. Without all of these in place, Workday rejects the underlying API calls with an authorization error.

1. Add the Banking and Settlement OAuth scope to the API Client used for the connection. Without this scope, the access token is not permitted to call Workday's Cash Management operations, regardless of other permissions.

2. Grant the integration's security group Get + Put on the Process: Bank Reconciliation domain (in the Banking and Settlement functional area). This domain governs both bank account discovery and statement imports. After editing permissions, the admin must run Activate Pending Security Policy Changes — domain changes have no effect until activated.

3. Approve the target bank accounts. Every bank account you intend to feed transactions into must be in Approved status in Workday. Workday rejects statement imports for unapproved accounts.

Implementation Steps

Step 1: Discover Bank Feed Accounts

Workday bank accounts are created and maintained inside Workday, not through Rutter. Instead of creating a Bank Feed Account, use Rutter's GET /bank_feeds/accounts API endpoint to list the bank accounts that already exist in the customer's Workday tenant.

Each returned account includes a transaction_ready field. For Workday, transaction_ready is true for any account that is open (not closed) in the tenant. Pick the id of the account you want to feed transactions into — you'll pass it as bank_feed_account_id in the next step.

1
{
2
  "bank_feed_accounts": [
3
    {
4
      "id": "00000000-0000-0000-0000-000000000000",
5
      "account_id": null,
6
      "internal_bank_account_id": "BANK_ACCOUNT-6-123",
7
      "bank_account_type": "bank",
8
      "feed_status": "active",
9
      "transaction_ready": true,
10
      "bank_account_number": "0674101002388",
11
      "routing_number": "021000021",
12
      "currency_code": "USD",
13
      "name": "Operating Account",
14
      "last_synced_at": "2023-01-02T02:34:56.000Z"
15
    }
16
  ]
17
}

Step 2: Sync Transaction Data

Once you've identified the bank feed account, sync transaction data with the POST /bank_feeds/transactions API. We suggest syncing transactions in real time, once they've posted to the account.

Under the hood, Rutter packages the batch into a Workday bank statement import against the account's currency and date range. The transaction_ready status on the account indicates Rutter is able to accept new transactions — for Workday this is true for any open account.

1
{
2
    "bank_feed_transactions": {
3
      "bank_feed_account_id": "00000000-0000-0000-0000-000000000000",
4
      "current_balance": 1234.56,
5
      "transactions": [
6
        {
7
          "transaction_id": "ACRAF23DB3C4",
8
          "posted_at": "2023-02-02T02:34:56.000Z",
9
          "amount": -300,
10
          "description": "Office supplies",
11
          "transaction_type": "debit",
12
          "debit_credit_memo": "DEBIT",
13
          "payee": "Office Depot"
14
        }
15
      ]
16
    }
17
  }

• If the Bank Feed Transaction input is valid and the call succeeds, the statement is imported into Workday. The end user can see the synced transactions on the bank account's reconciliation page in Workday.

• If response_mode=async is specified in the request, the response will include a job ID which can be used to check the status of the POST request using Fetch a Job API. If the job completes successfully, your input was valid and the response will show transactions with platform_ingested: true.

If the job fails, you should retry the POST request after fixing the error described in the job response.

Transaction Syncing Rules

1. You must provide at least one transaction per sync request.
2. Only posted transactions should be submitted.
3. Each transaction must have a unique identifier (transaction_id). The identifier for a transaction must never change. The same transaction identifier should not occur more than once for a Bank Feed Account.
4. The debit_credit_memo field is required.
5. The transaction currency is determined by the Workday bank account. The account's currency must match the transactions being imported — Workday rejects imports where the currency does not match the configured bank account currency.

Idempotency and Retries

Rutter derives a deterministic reference for each batch from the bank feed account, the statement date range, and the set of transaction_ids. If you retry the exact same batch, Workday recognizes it as a duplicate and treats the retry as an idempotent success rather than creating a duplicate statement. To import a corrected or different batch for the same account and date, change the set of transactions so a new reference is generated.

Reconciliation with Workday

Your user will now be able to see the transactions you have synced within Workday and perform reconciliation against them. In Workday, they can review imported statements and reconcile them against the bank account's ledger activity using the standard bank reconciliation workflow.

Current Limitations

The initial Workday Bank Feeds integration has a few limitations worth noting:

• Acknowledgement, not terminal status: as described above, platform_ingested reflects Workday acknowledging the batch, not the final posting status of each line.
• No per-transaction duplicate flags: Workday's import response reports at the batch level, so individual transactions are not flagged as duplicates in the response.
• One statement per batch: each sync request is imported as a single Workday statement spanning the earliest to latest posted_at in the batch.
• Balance summaries: opening/closing balance validation is not applied, and current_balance is not sent to Workday. The statement is built from the transaction lines only.

If your use case requires any of these, reach out to your Rutter Customer Success manager.