Email Template (AP Accruals SmartFlow Configuration)

Written by Uday Kumar Updated

Purpose

The Email Template step is critical for defining the content and structure of automated vendor communications sent during the AP Accruals process. A well-crafted template helps maximize response rates, maintains professionalism, and ensures auditors and suppliers receive all required context for accrual estimates.

Figure 1. Email Template step in AP Accruals SmartFlow configuration 

What You Do in the Email Template Step

  • Customize Email Subject and Body:
    • Set the subject line using variables (e.g., ${monthEndDate}, ${supplierName}) so each supplier receives a relevant and specific message.
    • Compose or edit the message body in the rich text editor. Clearly describe what is being requested, the relevant period, and provide space for inserting dynamically generated accrual tables or purchase order summaries.
    • Use available variables from the "Insert Value" section (supplierName, accrualEndDate, condensedPoTableInput, POEstimateInput, monthEndDate) to automatically personalize and populate contextual data.
  • Preview the Outgoing Email:
    • Use the live preview pane to verify how the message will appear to recipients, with variables shown in context.
    • Ensure all information is accurate and there is no missing or confusing content before advancing to the next step.
  • Enable Attachments (if applicable):
    • Suppliers may be able to attach up to five files in their response. Specify requirements or preferences clearly in your request if supporting documentation is needed for review or audit.
  • Save or Cancel:
    • Use the Save button to apply changes or Cancel to discard edits or exit the step.

Best Practices and Compliance

Important:

  • Include all required variables (such as ${POEstimateInput}), so suppliers have the right information for estimation.
  • Avoid including internal-only or sensitive information in outward-facing templates.
  • Specify a point of contact or escalation path if the recipient is not the correct party.
  • Use professional, concise, and clear language aligned with your company’s brand and regulatory expectations.
  • Standardize templates across regions/entities, but adjust specifics as needed for local requirements and language if necessary.

Key Points

  • A clear, standardized email template ensures consistent communication—and audit tracking—for all vendor reach outs.
  • Regularly review and update templates as compliance drivers, organizational policies, or user feedback evolve.
  • Use Previous to return to the Vendors step, or Continue to advance to final review and deployment.

Tip: Test templates internally by sending sample communications before deployment to suppliers. Ensure formatting, personalization, and automation logic (for variables) work as intended.