If your Workday data and Kolleno ever fall out of step (for example after you correct an invoice, payment or customer record in Workday) you can force Kolleno to re-pull a specific set of customers using Batch synchronization. Kolleno fetches each customer you list and re-imports all of their invoices, payments and credit notes, overwriting what is currently stored in Kolleno.
Before you start
Your Workday account must already be connected to Kolleno. Workday connections are set up by the Kolleno team — see Connect Workday to Kolleno.
You need access to Settings → Accounting.
You can synchronize up to 100 customers in one batch.
Only admin users who have access to the settings can access this feature.
Step 1: Go to Accounting Integrations
Navigate to Settings → Accounting and locate your connected Workday integration (it shows a green Connected badge).
Step 2: Open the Batch synchronize option
Click the three-dot menu (⋯) next to the Workday integration, then select Batch synchronize.
The Batch synchronization | Workday window opens on the Synchronize tab.
Step 3: Choose how you're identifying customers
Pick the type of identifier you will be pasting:
Source ID (workdayID) — Workday's internal record ID for the customer.
Reference (customer number) — the customer number/reference you normally see on the customer in Workday and Kolleno.
Choose the one that matches the list you have. All identifiers in a single batch must be of the same type.
Step 4: Paste your customer identifiers
In the text box, paste your customer identifiers, one per line, for example:
CUST-0001 CUST-0002 CUST-0003
Blank lines and duplicates are removed automatically.
The counter below the box shows how many customers are selected (for example,
3 customers selected).The maximum is 100. If you paste more, you will see
Too many identifiers. Maximum 100.and won't be able to continue. Split the list into smaller batches.
Step 5: Review and run the synchronization
Click Synchronize. A confirmation appears:
"This re-imports and overwrites N customers and all their invoices, payments and credit notes. This cannot be undone."
Click Confirm to start. Kolleno queues the run, clears the list, and switches you to the History tab so you can follow progress.
Track progress in the History tab
The History tab lists your past batch runs (most recent first), with:
Date — when the run was started (shown in your local time zone).
Status — Received → In progress → Completed (or Error).
Customers, Invoices, Payments, Credit notes — record counts, which fill in progressively as the run works through each type.
Error — hover to read the full message if a run failed.
Records — click the download icon to save the exact list of identifiers used in that run as a
.txtfile.
Good to know
It overwrites, by design. For every customer in your list, the matching customer, invoices, payments and credit notes in Kolleno are replaced with the current Workday values. This makes it ideal for fixing stale or incorrect data, but it cannot be undone.
One identifier type per batch. Don't mix Source IDs and References in the same run.
Troubleshooting
None of the customers could be resolved on Workday. Please verify the identifiers are correct.The identifiers didn't match any customer in Workday. Check for typos, confirm you picked the correct identifier type (Source ID vs Reference), and try again.A run shows Error. Hover the Error column to read the message. If it isn't clear, note the date and time of the run and contact Support.