Overview
The Save and Run step is the final stage in configuring a SmartVendor SmartFlow for AP Invoices. In this step, you:
Confirm all configuration choices from Step 1: Connection and Step 2: Settings, and
Create and start the SmartFlow instance that will process incoming invoices.
Once completed, SmartVendor begins reading emails (where a mailbox is connected), extracting invoice data, and applying your Write to SoR, PO Configuration, Payment Terms, and other settings.
What You See on the Save and Run Screen
On the Save and Run screen, you typically see:
A summary of:
The connected ERP and AP mailbox chosen in Step 1.
The key Settings selected in Step 2 (Write to SoR mode, Invoice Due Dates, Service Period, Payment Terms, PO Configuration, Prepaid, etc.).
A Run button to create and start the SmartFlow.
Navigation options:
Previous – to go back and modify Connection or Settings before starting.
Cancel – to exit without creating the SmartFlow.
Use this step to double‑check that the correct ERP, mailbox, and settings have been selected for this AP Invoices instance.
Save the Configuration
When you click Run, SmartVendor:
Validates your configuration:
Confirms that a valid ERP connection is selected.
Confirms that any required AP mailbox (for email ingestion) is selected.
Confirms that required AP Invoices settings (e.g., Write to SoR, PO Configuration) are present.
Creates the SmartFlow instance:
The AP Invoices SmartFlow for this ERP + mailbox combination is saved.
All your current settings become the active configuration for this instance.
If validation fails (for example, a connection has been removed or a required setting is missing), an on‑screen message will indicate what must be fixed before the SmartFlow can be started.
Run the SmartFlow
Once the configuration is saved successfully, Run also starts the SmartFlow:
The SmartFlow appears in the SmartVendor → SmartFlows (or equivalent) view with a status showing “1 instance running” for AP Invoices.
AP Invoices begins operating according to your configuration:
Emails sent to the connected AP mailbox are read by SmartBot (if a mailbox is part of this SmartFlow).
Attachments (PDFs, supported images, spreadsheets, etc.) are processed and turned into documents in the Documents → Active Data tab.
Vendors, Bills, and Purchase Orders synchronize from your ERP based on the integration schedule.
Write to SoR and validation behavior follow the options defined in Step 2 (Collaborative, Autonomous, or Configurable at Vendor level).
From this point, AP analysts can:
Navigate to Documents to review and act on invoices.
Use Write to SoR, Exception Handling, PO Matching, and Recovery Paths as documented in your AP Invoices user guide.
Managing a Running SmartFlow
After Save and Run, the AP Invoices SmartFlow can be controlled from the SmartVendor SmartFlow list:
Pause (1st option)
Temporarily stops reading incoming emails and extracting new documents.
Existing documents remain in the console and can still be edited and written to SoR.
Use this when doing maintenance, configuration changes, or ERP cutovers.
Stop (2nd option)
Permanently stops the SmartFlow and removes the SmartFlow instance.
All SmartFlow‑level configuration and SmartBot activity tied to that instance are deleted from the tenant.
Use this with extreme caution and only when you intend to fully decommission that AP Invoices flow or reassign the mailbox/ERP to a different product.
Edit (3rd option – pencil icon)
Opens the SmartFlow configuration wizard so you can:
Change Connections (ERP / mailbox)
Modify Settings (Write to SoR mode, PO Configuration, etc.)
After editing, you Run again to apply the updated configuration.
Important:
Because each SmartVendor instance must be mapped to a single ERP and single AP mailbox, stopping a running AP Invoices SmartFlow is required before reassigning that mailbox or ERP to a different SmartVendor product (e.g., AP Helpdesk) or a different environment. Stopping the instance removes prior configuration and automation history for that mailbox.
Scenario Warning
When editing a deployed workflow in which both AP Helpdesk and AP Invoices are enabled, please note the following critical behaviors:
Disabling AP Invoices
If you turn off AP Invoices in the Settings step during workflow editing, a similar warning appears:
"On RUN, AP Invoices will be disabled and all documents in active data and written to SoR data will be lost."
What this means: All AP Invoice documents, processing histories, and System of Record (SoR) data will be permanently deleted for this workflow when you click Run.
User instruction:
- Review the warning message on the Save and Run screen (see Figure 1: Warning when disabling AP Invoices).
- Do not continue if you wish to preserve your invoice data; instead, click Previous to re-enable AP Invoices, or Cancel to exit.
- Click Run only if you intend to permanently erase all AP Invoice data.
Figure 1: Warning when disabling AP Invoices
Editing or Toggling Modules—Data Loss
- When editing a deployed workflow, if you turn off either AP Helpdesk or AP Invoices and click Run, all associated data (tasks, notes, documents, and reporting) will be permanently lost for that module.
- Turning a module off and then on again during the same editing session will NOT restore previous data, configuration, or history. Make sure you want to permanently erase all module data before you proceed.
Best Practices at Save and Run
Verify connections: Confirm that the ERP and mailbox shown on the summary are the ones you expect for this AP Invoices instance.
Confirm Write to SoR mode: Make sure you are comfortable with Collaborative vs Autonomous vs Vendor‑level autonomy before going live.
Start in a controlled window: Run the SmartFlow at a time when AP and IT can observe:
First batch of documents in Documents → Active Data
Initial Write to SoR attempts
Any early validation or exception patterns
Once you are satisfied with behavior, AP Invoices can be left running continuously to process incoming invoices based on your configuration.