Executive Summary

This release introduces automated document validation and processing controls for AP Invoices, a new status to identify mismatches in line item totals, and enhanced support for credit memo submissions. Additional updates provide tagging capabilities for document organization, automated purchase order field population, and global email signature configuration in AP/AR Helpdesk. These changes increase accuracy, automate processes, and improve visibility in AP operations. No bugs were fixed or reported in this release.

1. New and Updated Features
2. Fixed Bugs
3. New Known Bugs

1. New and Updated Features

AP Invoices: Document Validation Checks and Autonomous Processing Controls 

This release introduces intelligent quality controls for document processing within the SmartVendor - AP Invoices product. The system now validates every document against a comprehensive checklist configured in your settings, providing clear status indicators for documents requiring attention. When autonomous writing is enabled, these same checks determine which documents qualify for automatic processing to your System of Record (SoR).

What's New:

• Universal Checklist Validation: All documents are automatically validated against checks configured in the AP Invoices Checklists section under SmartVendor Settings, regardless of autonomous mode settings.
• Smart Status Indicators: Documents that fail any validation check display a specific status on the Active Data tab, providing clear visual notification of which documents require manual review.
• Autonomous Processing Intelligence: When autonomous writing is enabled, only documents that pass all validation checks qualify for automatic writing to SoR—failing documents are excluded from the autonomous write queue.
• Parallel Quality Checks: All validation checks run simultaneously; document status reflects the last check processed when any validation fails.

Benefits:

• Complete Visibility: Every document displays its validation status, providing analysts with immediate insight into which invoices require attention—whether autonomous mode is enabled or disabled.
• Maintains Data Quality: When autonomous writing is enabled, only documents with complete, validated information are written to your SoR, ensuring accuracy and compliance at all times.
• Intelligent Automation: Auditoria processes high-confidence documents autonomously while routing uncertain cases to analysts for review—balancing efficiency with control.
• Risk Mitigation: Any uncertainty triggers a status indicator and, when autonomous mode is on, automatically prevents processing—protecting your organization from errors or incomplete data.

AP Invoices: New Status for Sum of Line Mismatch

A new document status has been introduced in SmartVendor - AP Invoices, which helps users quickly identify when the sum of individual line items does not match the extracted total from a document after the document has been processed by the SmartBot.

What’s New:

• New Status Added:
  • When processing a document, if the sum of the line items does not add up to the extracted total, the system will now flag this with a new status:
    • Status: "Total doesn't match line items"
  • If this status is displayed on a document after SmartBot processing, that document will not qualify for Autonomous Write to SoR if it is enabled for the Vendor or the Smartflow skill.
• Benefit:
  • This makes it easier for users to identify and resolve discrepancies between line items and totals, thereby improving data accuracy.

AP Invoices: Tagging Capabilities for Documents Tab

This release introduces the ability to add tags to document records in the Documents section of SmartVendor AP Invoices, providing users with flexibility to organise, search, and manage both invoices and credit memos more easily. 

What’s New:

• Tag Creation and Management:
  • Only Superadmins and Procure-to-Pay Manager roles in the Auditoria console can create, edit, and delete tags
  • All users can assign already created tags to documents, supporting collaboration and consistency.
  • Tags can only be created, edited, assigned and deleted in the Active Data and Dismissed Documents tabs.
• Unified Tag Experience:
  • Users can assign tags to documents available in both Active Data and Dismissed Documents. However, the ability to assign tags to documents in Written to SoR is not permitted.
  • The tag list is shared across both the Active Data and Dismissed Documents tabs, ensuring a consistent tagging experience.
• Seamless Tag Persistence:
  • Tags remain attached to documents as they are moved between tabs or changed from an invoice to a credit memo.
  • Tags are automatically removed if a document is reclassified as “Other.”
• Improved Filtering and Visibility:
  • Users can filter documents by tags for faster retrieval and organization.
  • Tags are displayed in the document details header, supporting multiple tags and providing easy viewing (two tags are shown by default, with ellipses for more).
• No Tag Limits:
  • Users can create and assign as many tags as needed, supporting comprehensive document organization.
  • Users can add tags with a length of up to 20 characters without any limitations on the characters used.

AP Invoices: Automated Purchase Order Field Override and Population 

This release introduces automated field population when a Purchase Order (PO) is matched to an invoice within the SmartVendor - AP Invoices product. When a PO match is identified, standard fields at both header and line levels are automatically populated from the PO data on the Document Information Page during SmartBot processing. This enhancement reduces manual data entry and ensures consistency between PO and invoice data.

What's New:

• Automatic Field Population: When a PO is matched to an invoice, standard fields linked to the PO are automatically populated at both header level (Vendor, Entity) and line level - eliminating manual data entry.
• Enhanced PO Format Matching: A New text box, which appears right below the PO override settings when you select it in SmartFlow Configuration, allows you to define your organisation's PO number format for improved matching accuracy (single format supported; guidance examples provided beneath the setting).
• Two-Tier Matching Logic:
  • Primary: System checks the PO number against your defined format; if matched, populates both header and line-level fields linked to the PO.
  • Fallback: If no format match is found, the system uses the existing PO matching algorithm and populates line-level fields linked to the PO only.
• Smart Field Overrides: Header-level fields (Vendor, Entity) are always sourced from the matched PO, even if different values appear on the incoming invoice document - ensuring PO consistency.
• Configurable Control: Toggle the auto-population feature on or off in SmartFlow Configuration settings based on your AP workflow requirements; tooltip guidance included.
• Date Field Handling: Date-type fields are always extracted directly from the invoice document, not sourced from the PO.

Benefits:

• Reduced Manual Effort: Eliminate repetitive data entry for PO-backed invoices, allowing analysts to focus on exceptions and higher-value tasks.
• Data Consistency: Ensure invoice data aligns with PO information by automatically populating fields from the authoritative PO source.
• Improved Accuracy: PO format validation enhances matching precision, reducing mismatched invoices and processing errors.
• Workflow Flexibility: Enable or disable auto-population based on your organization's specific AP processes and field mapping needs.

Availability: This feature is currently available for tenants using SmartFlow Configuration settings. Tenants using SmartVendor Templates already have override options for limited standard fields at both header and line levels.

Note: Extended fields beyond standard PO-linked fields can be mapped with the help of Auditoria Support. For custom field configurations, please contact support@auditoria.ai.

AP/AR Helpdesk: Support for Configurable Email Signatures

SuperAdmins can now configure a single outbound email signature at the SmartFlow level. This signature is automatically appended to all outbound replies generated through the selected SmartFlow, supporting both SmartBot-drafted and user-drafted replies. The configuration interface allows formatting, live preview, and image embedding with strict requirements.

What's New

• Global Signature Configuration: One signature per SmartFlow, appended to all outbound messages from that workflow.
• SuperAdmin Access: Only users with SuperAdmin privileges can configure or modify signatures.
• Message Type Support: Signatures can be enabled for both types of messages - User Drafted Messages & SmartBot Drafted Messages.
• Placement Option: Choose to insert the signature at the bottom of the message or above the quoted content.
• Formatting Support: Use bold, italics, underline, hyperlinks, and bulleted or numbered lists.
• Image Embedding: Attach up to 350x350 pixel PNG or JPG images, with a maximum file size of 1 MB per image. The system enforces these size and format restrictions; no automatic resizing (autoclipping) occurs.
• Live Preview: View a rendering of the signature during configuration, with both desktop and mobile layouts.
• Error and Alert Handling:
  • Uploading an unsupported image format (.jpeg, .gif, .bmp, etc.) displays: "Invalid file format: Please upload images in JPG, PNG only."
  • If you enable signatures for SmartBot-drafted messages and a template already includes a signature, the following alert appears: "Please remove signatures from your templates (if any) to prevent duplication. Signatures will be automatically added during processing."
• Dunning Sequence Support: Global signatures do not apply to outbound messages as part of dunning processes.

How It Works

• Creating or Editing a Signature:

1. In the Mailbox, click the cog wheel (⚙️) located at the right side, next to "My Filters".
2. The Email Signature dialog box will open.  
3. Compose or edit your signature using the rich text editor.
4. To add images, upload PNG or JPG files with the required resolution (350x350 px) and size (≤1 MB).
5. Use the live preview pane to verify the signature’s appearance on desktop and mobile layouts.
6. Click Save to apply changes to all outbound SmartFlow messages.

• Removing a Signature:

1. Click the cog wheel (⚙️) to open the Email Signature dialog box.
2. Click Clear to remove the existing signature.
3. Click Save to update and remove the signature from outbound messaging.

Note: If you are using both the AP Helpdesk and AR Helpdesk SmartFlows, repeat these steps for each SmartFlow mailbox to configure signatures separately.

Must Note:

• To avoid duplicate signatures:
  • If enabling signatures for SmartBot-drafted messages, first remove any signature content from templates within SmartFlow Skill Management.
• Signatures are not applicable for dunning sequences. They are applicable only for replies, and the user can select the type of replies (User-drafted or SmartBot-drafted messages only)
• The platform performs no image resizing. Images must meet requirements before upload.

AP Helpdesk: Credit Memo Submission Support

AP Helpdesk now supports the submission and processing of credit memos received via email, similar to the processing of invoices. This enhancement enables automated classification, duplicate detection, and streamlined handling of credit memos, improving efficiency and accuracy for accounts payable teams.

What’s New:

• Smartflow Skills Configuration:
  The autonomous processing of Credit Memo submissions can be enabled or disabled via the Smartflow Skills configuration page. Administrators can select the “Autonomous Credit Memo Submission File Transfer” skill to control whether credit memo attachments are automatically processed without manual task review for non-duplicate submissions.
• Automated Credit Memo Classification:
  Attachments received via email are automatically classified as “Credit Memo.” The system recognizes a wide range of synonyms, including:
  • Credit memorandum, Credit voucher, Credit invoice, Credit slip, Credit advice, Credit note, Note of credit, Invoice Adjustments.
• Duplicate Detection:
  The system checks for duplicate credit memos using:
  • File hash
  • Credit Memo Number
  • “Golden Trio”: Vendor Name (Legal ID), Original Invoice Number (External Bill ID), and Total Credit Amount
• Flexible Submission Options:
  • Supports transfer of credit memos to Workday OCR via API (same endpoint and method as invoice transfer)
  • Manual upload of credit memos to tasks
  • Direct print-to-PDF-to-attachment conversion
  • Task creation for submissions from unknown or system senders
  • Accepts submissions from both internal and external sources
• SmartVendor Console Enhancements:
  • A new “Credit Memos” tab is available in SmartVendor when AP Helpdesk is enabled (Workday SOR only; not available for Netsuite or Coupa)
  • Credit memos are synced from SOR for AP Helpdesk-enabled SmartVendor instances
• Additional Capabilities:
  • Submission processing metrics and filtering by document type “Credit Memo”
  • Labels added for easy identification: [CreditMemo], [CreditMemoDuplicate]

2. Fixed Bugs

None.

3. New Known Bugs

None.