Contents
New and Updated Features
Metrics Labels
Metrics on the Autonomous Collector page have been renamed. "Total amount due" is now "Total amount due through the end of <current month>." "Number of reminders sent" is now "Number of reminders sent in <current month>." For example, in November, the metrics would be called "Total amount due through the end of November" and "Number of reminders sent in November."
Customer Collection Status and Follow-up Tracking Customer List
When a user runs the Customer Collection Status and Follow-up Tracking SmartFlow skill, Auditoria generates a list of customers that includes inactive customers. We are changing the functionality so that only active customers marked as "active" will appear on the list.
Email Labels
We have added new labels to bot emails to make it easier for users to get a clear overview of emails that need their attention. The new labels include:
- Request for Invoice copy
- Emails from unknown senders
- Not understood
- Scheduled payment date received
- Request for PO
ERP Sync Time
Auditoria tenants connected to ERP instances will now sync and update data every 4 hours instead of every 24 hours.
Known Bugs
Data Management
Data Management Shows the Same Email Address for All Vendors
Symptom: In some instances, the Data Management page displays the same email address for all vendors under Vendor Onboarding.
Workaround: Clicking the edit button on one of the vendors may temporarily resolve the issue.
Not All Emails Displayed in Vendor Details
Symptom: When some users view a vendor's details in Data Management, the email conversations may only display the bot's initial email and not the vendor's response.
Emails
Inconsistency Between Dashboard and Bot Emails
Symptom: With vendor SmartFlow skills, the status that appears on the Dashboard may be inconsistent with the email the bot sent to the vendor. For example, if a vendor sends the correct information and receives and acknowledgement email, the Dashboard may still indicate that the conversation is ongoing.
Impact: A slight processing delay between the system and the bot is causing the bot to send an email with a different status than what appears on the Dashboard.
Workaround: None
Bot Incorrectly Says W9 Information is Missing
Symptom: In some instances, when a vendor sends a completed and signed W9 form, the bot will still respond saying that information is missing.
Impact: The system fails to detect the vendor's signature, which the bot recognizes as missing information.
Workaround: We have removed the mandatory signature requirement to temporarily prevent this issue while we work on resolving it.
Bot Emails Marked as Spam
Symptom: Some emails from the Auditoria bot are being marked as spam in Office 365 and Yahoo Mail.
Workaround: Customers and vendors who use either Office 365 or Yahoo for email and are not receiving bot emails should check their spam/junk folders.
Some SmartFlow Skills Do Not Send Hourly Reminder Emails
Symptom: The Invoice Accrual and W9 Data Refresh SmartFlow skills are not automatically sending reminder emails every hour.
Impact: The bot does not follow the same workflow for all SmartFlow skills, so some skills send a reminder email once per hour and others do not. We are working on merging all skills with the same workflow.
Workaround: Users can send reminder emails manually for SmartFlow skills that do not.
Gmail Quota Causes System Error Message
Symptom: When the mailbox used by the bot is a Gmail mailbox, it may exceed its daily email quota, which causes a system error in Data Management.
Impact: There is no specific error message for a Gmail box exceeding its daily quota. We are working on creating one that clearly explains the error.
Workaround: When a system error appears while a SmartFlow skill is running on a Gmail mailbox, try to run the SmartFlow skill again after 24 hours.
Only Some Customers Receive Reminder Emails with Gmail
Symptom: When a user with a Gmail mailbox connected to Auditoria runs the Customer Collection Follow-Up and Status Tracking SmartFlow skill with 1000 or more customers, the bot may only send reminder emails to some of the customers.
Impact: Free Gmail accounts restrict the number of emails that can be sent in one day.
Workaround: Send reminders to the remaining customers after 24 hours.
Bot Incorrectly Labels Vendor Conversations
Symptom: In some instances, if a vendor does not respond to the bot's initial email, the bot labels the conversation as "Handover to human manager" without attempting to contact the vendor again.
SmartFlow Skills
"A Vendor with Entity Already Exists" Error Message
Symptom: In some instances, when running the Vendor Onboarding SmartFlow skill, the bot displays the error message, "A vendor with entity <entity number> already exists."
Impact: The bot fails to reconcile data with Intacct.
Workaround: None
Vendor Onboarding Does Not Sync All Vendors
Symptom: When 50 or more vendors respond to Vendor Onboarding emails, the bot may fail to sync all of the vendors with the ERP at once.
SmartFlow Skills Stop at "Starting a Conversation"
Symptom: When some users attempt to run a SmartFlow skill, the process stops at "Starting conversation" and never sends the initial email.
Vendor Onboarding Returns System Errors
Symptom: If a user runs Vendor Onboarding with a list of 100 or more vendors, some of the vendors may return a system error.
Priority Worklist Does Not Reload Between ERPs
Symptom: In some instances, when a customer switches between ERP connections in a SmartFlow skill, the Priority Worklist does not reload.
Invoice Accrual Stuck at "Waiting for Email Reply"
Symptom: When some users run the Invoice Accrual SmartFlow skill, some of the vendors may get stuck at "Waiting for email reply" even after the vendor replies with all of the necessary information.
W9 Data Refresh Adds Vendors Incorrectly
Symptom: In some instances, when a user starts running the Vendor W9 Data Refresh SmartFlow skill and selects vendors but does not complete it, the next time they run the SmartFlow skill, only the vendors they selected previously will be included.
W9 Data Refresh Incorrectly Labels EIN
Symptom: When running the Vendor W9 Data Refresh SmartFlow skill, the bot incorrectly labels the vendor's EIN as SSN if the ERP is Intacct, but correctly labels it as EIN if the ERP is NetSuite.
Cannot Delete Templates in Customer Collection Follow-up and Status Tracking
Symptom: In the Customer Collection Follow-Up and Status Tracking SmartFlow skill, when some users delete templates, the templates do not stay deleted when they switch between the Regular Account and Key Account tabs.
Customer List Shows Incorrect Number
Symptom: For some users, the customer list in the Customer Collection Follow-Up and Status Tracking SmartFlow skill displays the wrong number of customers.
Impact: The customer list contains the correct number of customers, but the number displayed on the screen is incorrect.
Workaround: None
Invoice List Does Not Load for Customers with a Large Number of Invoices
Symptom: For customers with 500 or more invoices, the invoice list may not load in the Customer Collection Follow-Up and Status Tracking SmartFlow skill.
Bot Does Not Recognize Bounced Emails in Office 365 Mailbox
Symptom: When using an Office 365 mailbox, the bot may not recognize bounced emails and continue sending requests.
Connections
Deleted Customers Not Synced with ERP
Symptom: When Auditoria is connected to Intacct, customers that are deleted from the ERP may not be deleted in Auditoria.
Connection Already Exists Error Message
Symptom: When some users try to create a new connection, they see an error message that says the connection already exists, even if there are no connections.
Login and Password
Password Reset Error
Symptom: When some users attempt to reset their passwords using the "Forgot Password" link, they see an error message instead of the reCAPTCHA.