Vendor Details

When you click on a vendor record in the Vendors tab of AP Helpdesk (SmartVendor), the Vendor Details page is opened. This view consolidates all relevant vendor information and provides a detailed breakdown of vendor attributes, enabling you to review, manage, and update vendor data in one convenient location.

Available Actions:

AP Helpdesk Toggle: You can enable or disable AP Helpdesk automation for this specific vendor.

• On (enrolled): Matched emails from known contacts or allow‑listed Relaxed Matching Domains are processed by SmartBot (Review Task, intent detection, extracted values, draft replies/attachments, labels/notes, and any auto‑assignment rules).
• Off (unenrolled): Matched emails remain visible and may create a basic Review Task if the sender is known, but SmartBot automation (intent detection/draft generation) is disabled, and responses are handled manually.
• Click Save to apply your change (if prompted by your tenant).

Navigation Links: You can use the following links to access filtered records related to the selected vendor quickly:

• Bills: Click the “Bills” link to navigate directly to a filtered Bills page, showing only bills for the current vendor.
• Purchase Orders: Click the “Purchase Orders” link to view a filtered list of all POs associated with the current vendor.
• Payments: Click the “Payments” link to see a filtered page displaying payment records for the vendor.
• Vendor Emails: Click the “Vendor Emails” link to open the vendor mailbox, showing all emails exchanged with this vendor.

Figure 1. AP Helpdesk in Vendor Details

Tip: Use the AP Helpdesk toggle to control automation for individual vendors as business needs change. The navigation links enable you to efficiently review all key documents and communications for the selected vendor with a single click.

Note: If the AP Helpdesk toggle or navigation links do not respond, ensure you have the appropriate permissions and that the vendor is eligible for automation.

Viewing Vendor Standard and Extended Fields

The Vendor Details provide a comprehensive summary of core (standard) vendor attributes, as well as any tenant-specific extended fields. You can use this view to verify identity, contacts, enrollment readiness, and routing context before you act on questions.

Table 4. Vendor Details — Standard Fields

Extended Fields:

• Extended fields are tenant-specific attributes configured in your ERP/System of Record and are surfaced as read-only in SmartVendor for context.
• If no extended fields are configured for your tenant, the Vendor Details displays “No Extended Fields.”

Figure 2. Vendor Details – Standard and Extended Fields

Tip: Review standard and extended fields when onboarding/offboarding or before responding to inquiries to ensure identity, contact methods, and classification data are accurate and complete.

Bill Classification Defaults Section

The Bill Classification Defaults section in the vendor details page shows default accounting parameters applied to bills from this vendor (for example, Spend Category and Cost Center). These defaults help standardize coding and reduce manual entry during bill processing.

What you see:

• Spend Category: Shows the default spend or expense category assigned to bills from this vendor. If not set, a double dash -- is shown.
• Cost Center: Shows the default cost center for the vendor’s bills. If not set, a double dash -- is shown.

Note: Additional fields may be available, depending on your configuration.

How to edit defaults:

1. In the Vendor Details page, locate the Bill Classification Defaults section.
2. Click the pencil (edit) icon in the upper‑right corner of the section.
3. Update the available fields (e.g., Spend Category, Cost Center).
4. Click Save to apply your changes.

Figure 3. Bill Classification Defaults – Edit Option

Notes: 

Note 1: Changes affect newly processed bills for this vendor; previously processed bills are not updated.

Note 2: Available fields may vary depending on the configuration and ERP mapping.

Note 3: Use defaults to enhance coding consistency and expedite reconciliation, particularly for high-volume vendors.

Notes Section

The Notes section within the vendor details page allows you to view, search, add, and filter both system-generated and user-created notes related to the vendor. This feature supports effective tracking, collaboration, and auditability for vendor interactions and system events.

How to use Notes

• View Notes: All notes appear in a single list. Use the checkboxes to show System‑Generated and/or User notes.
• Search Notes: Enter keywords in the search bar to quickly find specific entries.

Figure 4. Notes Section – Search, Filter, Add

• Filter Notes: Click the filter icon next to the search bar to open the Filters dialog. Set parameters (for example, Note created by) and use operators such as Equals to and Contains to refine results. Click Apply to activate filters.

Figure 5. Notes Filter Dialog

• Add a Note: Click the plus (+) icon. An editor opens at the top of the list with Save and Cancel. Type your note and click Save (permission required). If no notes exist, No Data To Display appears.

Figure 6. Add Note

• View Email: Click View Email in a note to open the corresponding email or thread in a modal overlay. You can read the message body from that window, see labels, sender/recipient, and timestamps, and view any attachments. If tasks are linked to the email, they appear in the same view. Use 'View Inbox' to open the message directly in your mailbox.

Figure 7. View Email

Tip: Use SmartBot notes to audit system actions automatically (e.g., task creation, label application). Use User notes to capture decisions, exceptions, follow‑ups, or compliance details that future reviewers will need.

Note: If you cannot add notes or see the filter/search controls, you may lack the required permissions; contact your administrator for access.