Connection

Written by Uday Kumar Updated

Connection

Overview

The Connection step is the first stage in configuring a SmartVendor instance for AP Invoices. In this step, you connect your organization’s core systems so SmartVendor can ingest invoice documents, validate them, and write vendor bills to your ERP.

Figure 1: Connection Step in SmartVendor Configuration (AP Invoices)

What You Do in the Connection Step

  • Connect Your ERP System

    Select and authorize the ERP platform (such as Workday, NetSuite, Sage Intacct, Coupa, or another supported ERP) that will be integrated with SmartVendor for AP Invoices. This connection enables SmartVendor to read and write invoice data (vendor bills), vendor records, purchase orders, and other AP information necessary for AP Invoice automation.

  • Verify Connections

    The system displays the connection status for both the ERP and (if configured) the AP mailbox.
    Confirm that all required connections are |shown as 'Connected' before proceeding to the next configuration step.

Mailbox and ERP Configuration Restrictions

Important:

  • Each SmartVendor instance (AP Helpdesk or AP Invoices) must be mapped to a single ERP system and a single AP mailbox.

  • A mailbox can only be configured for one SmartVendor product at a time:

    • Either AP Helpdesk or AP Invoices, but not both for the same mailbox simultaneously.

  • Stopping an instance will remove all prior configuration and automation history for that mailbox, including:

    • Connection‑level settings

    • SmartFlow / SmartVendor configuration that depended on that mailbox

    • Historical automation state tied to that mailbox

The system enforces these restrictions during the configuration process:

  • Only eligible ERPs and eligible mailboxes (not already assigned to another running SmartVendor product) are available for selection.

  • If a mailbox is already in use by another product, it will be blocked or hidden from selection for AP Invoices.

These safeguards:

  • Maintain data integrity between SmartVendor and your ERP,

  • Prevent duplicate or conflicting processing of the same mailbox by multiple products,

  • Support clear audit trails for invoice ingestion and ERP write‑back activity.

Key Points

  • A valid ERP connection is mandatory for AP Invoices, so SmartVendor can:

    • Create and update vendor bills (invoices) in the ERP

    • Use synchronized ERP data (vendors, POs, entities, tax codes, etc.) during validation

  • An AP mailbox connection is required if you want SmartVendor to ingest invoices from email.

  • If you encounter connection errors:

    • Follow the on‑screen troubleshooting guidance, or

    • Contact your system administrator or Auditoria Support.

  • You can click Cancel at any time to exit the configuration process. Changes are not applied until connections are successfully established and saved.

Tip:
Completing your ERP and (optional) mailbox connections during the Connection step ensures that all subsequent AP Invoices configuration has access to the necessary ERP data and invoice sources from day one.