AP Accruals Configuration Workflow

Written by Uday Kumar Updated

Purpose

This article outlines the configuration workflow for setting up an AP Accruals SmartFlow in Auditoria. The workflow guides you step-by-step through connecting your systems, configuring preferences, managing vendors, customizing communications, and preparing to run monthly automated accrual estimations.

Introduction to the Workflow

When you begin setting up or editing an AP Accruals SmartFlow instance, you are presented with an introduction screen that outlines the configuration sequence for AP Accruals automation. (See Figure 1.)

Figure 1. AP Accruals Workflow Introduction Screen 

The introduction screen displays steps for Connection, Preferences, Vendors, Email Template, and Ready to Run. It also explains how Auditoria's AP Accruals SmartFlow connects to your ERP and communicates with suppliers and stakeholders to collect estimated spend for the current month.

AP Accruals Configuration Steps

  1. Connection: Connect your ERP system and AP mailbox.
    • Select the appropriate ERP instance.
    • Choose the connected mailbox that will be used for supplier and stakeholder communication.
  2. Preferences: Configure SmartFlow preferences specific to your business process.
    • Decide if you will process Purchase Orders (POs), Purchase Requisitions (PRs), or both.
    • Define any rules for supplier or stakeholder segmentation and communication timing.
  3. Vendors: Select which suppliers and business stakeholders will be included in the outreach for accrual estimates.
    • Use Open PO and PR reports to sub-select participants for the current month-end close.
  4. Email Template: Customize the communication template used for requesting estimated spend.
    • Edit subject and body text.
    • Insert variables (such as Supplier Name or MonthEndDate) as needed.
  5. Ready to Run: Review all configuration settings and launch the AP Accruals SmartFlow.
    • Confirm summary details on connected ERP, mailbox, selected preferences, vendor list, and email template.
    • Start the workflow, which will then run each month automatically according to your set preferences.

Cancel Button: You can exit the configuration at any time by clicking Cancel in the top right corner.

Workflow Navigation: The current step is always highlighted in the progress bar at the top. Any steps not relevant to your configuration will be omitted.

Note: The number of configuration steps may vary depending on your organization’s settings and whether certain preferences or features are enabled. The typical workflow for AP Accruals includes up to five steps as described above.