Write to SoR

Written by Uday Kumar Updated

Overview

Write to SoR is the final step in the AP Invoices workflow, where SmartVendor sends a validated vendor bill or credit memo from the Documents tab to your ERP / System of Record (SoR).

Write to SoR:

  • Creates or updates vendor invoices (and credit memos) in your ERP

  • Applies all configured validations (checklists, PO/contract rules, mandatory fields, tax logic, bank‑details checks, etc.)

  • Updates the document status and moves it from Active Data to Written to SoR when successful

Write to SoR can be:

  • User‑driven (Collaborative Mode / review required)

  • Autonomous (system‑initiated for high‑confidence documents)

  • Configurable at vendor level (mixed: some vendors autonomous, others review‑only)

These modes are selected during SmartFlow configuration.

Write to SoR Modes (SmartFlow Settings)

In Smartflow Skill Configuration → Step 2: Settings → Write to SoR, you choose how documents are written:

Collaborative Mode

  • All documents remain in Active Data until an AP analyst:

    1. Reviews header and line data, and

    2. Clicks Write to SoR on the Document Information page (or from the bulk action in Documents tab).

  • Use when:

    • You require human review before anything posts to ERP.

    • You are in early rollout or high‑control environments.

Autonomous

  • SmartVendor can automatically write vendor bills to SoR without user action, when:

    • The document is classified as a vendor bill (or credit memo).

    • All AP Invoices Checklist validations pass.

    • Any additional controls (for example, bank details match, tax/PO checks) succeed.

  • Documents that fail any check:

    • Do not go through autonomous write.

    • Stay in Active Data with a status explaining the issue.

    • Require manual review and (if desired) user‑driven Write to SoR.

Use when:

  • You want high‑volume, low‑risk invoices to flow through with minimal touch,

  • And rely on checklists and validations as guardrails.

Configurable at Vendor Level

  • System behaves like Collaborative Mode by default.

  • For selected vendors, you can enroll them into autonomous write (for example, highly trusted, clean EDI‑like invoices).

  • This allows a gradual adoption:

    • Start with manual review for all vendors.

    • Enable autonomous write only for vendors with a consistent, high‑quality invoice pattern.

What Happens When You Click “Write to SoR”

When an AP analyst initiates Write to SoR from the Document Information page or Documents tab:

  1. Validation Runs

    SmartVendor performs all active checks, including but not limited to:

    • AP Invoices Checklist checks (required fields, vendor validation, non‑invoice detection, duplicate detection, amount and tax checks, PO/contract requirements, etc.)

    • PO Matching consistency (if PO‑driven)

    • Supplier Contract–driven controls (if configured)

    • Bank Details Validation (if required in SmartFlow settings)

    • Sum of line items vs header total, decimal precision, and SoR‑specific mandatory fields

  2. Status Updates in Documents Tab

    On the Documents → Active Data tab, the Status column moves through:

    • Upload Started

    • Upload In Progress

    If the write succeeds:

    • Status changes to Written to SoR (or equivalent success state).

    • The document is moved from Active Data to the Written to SoR tab.

    If the write fails:

    • Status is set to Failed to Reconcile.

    • When you hover over the status, you see the error message returned from the SoR or validation layer.

  3. ERP Creation / Update

    • SmartVendor sends the validated payload to the ERP using the configured connector.

    • For invoices, this typically creates a new vendor bill record.

    • For credit memos (where enabled), the same flow applies; amounts are passed as required by ERP (for example, internally as positive while ERP interprets increase/decrease in liability).

  4. Audit Logging

    • The system logs a Document History event such as:

      • Write to SoR (user‑driven)

      • Autonomous Write to SoR started

      • Autonomous Write Failed: <reason>

    • This remains visible across Active Data, Written to SoR, and Dismissed states.

Where You Can Trigger Write to SoR

From the Documents Tab

On SmartVendor → Documents → Active Data:

  • Select one or more invoice documents.

  • Use the Write to SoR action (if enabled by your configuration).

  • The system starts the write process for each selected document and updates statuses accordingly.

This is useful for bulk actions when many invoices are ready to post.

From the Document Information Page

On an individual document:

  1. Click the file icon next to the document in the Documents tab to open it.

  2. Review the document preview, header fields, and line items.

  3. Click the Write to SoR button on the top right of the Document Information screen.

Use this when:

  • You want to review or edit a single invoice in detail before posting.

  • You are correcting errors after a Failed to Reconcile status.

Autonomous Write to SoR

When Autonomous (or vendor‑level autonomous) is enabled:

  • After SmartBot extraction and validation complete, eligible documents (those passing all checks) can be sent to the SoR automatically.

Key behaviors:

  • Documents that pass all validation checks:

    • Are queued for autonomous write.

    • Generate an audit history entry (e.g., “Autonomous Write to SoR started”).

    • If success: move to Written to SoR.

    • If failure: become Failed to Reconcile with a detailed reason.

  • Documents that fail any validation check:

    • Are not sent autonomously.

    • Remain in Active Data with a descriptive status (for example, “Total doesn’t match line items” or a bank‑match warning).

    • Require manual review and user‑driven write if appropriate.

This ensures that autonomous posting is reserved for high‑confidence invoices only.

Failure Handling: “Failed to Reconcile”

When Write to SoR fails (user‑driven or autonomous):

  • The document’s Status is set to Failed to Reconcile.

  • Hovering over the status reveals the error message, such as:

    • Missing mandatory fields required by ERP

    • Invalid or closed PO

    • Contract status not acceptable

    • Tax / amount inconsistency

    • Bank details mismatch (when Bank Details Validation is required)

    • Connectivity or API errors from the ERP

Recovery steps:

  1. Open the document from the Documents tab.

  2. Review the error message and the current data.

  3. Make necessary corrections (header, lines, PO/contract, tax, bank details, etc.).

  4. Click Write to SoR again.

If the issues are resolved, the next write attempt should succeed and move the document to Written to SoR.

Write to SoR for Credit Memos

Where credit memo support is enabled:

  • Credit memos follow the same Write to SoR process as vendor bills:

    • Same button, same validations, same statuses.

    • After classification, extraction, and any manual review, users can write credit memos to the SoR.

  • Behavior when the Credit Memos feature is disabled:

    • You cannot initiate Write to SoR for new credit memos (button disabled with appropriate messaging).

    • Historical credit memos remain visible in:

      • Credit Memos tab

      • Written to SoR section

      • Active Data (for historical records, where applicable)

Technical detail (Workday example):

  • All amounts (positive or negative) may be sent as positive numbers; the ERP interprets them as increasing or decreasing liability based on the transaction type.