Overview
The Active Data sub-tab lists all invoice records that are currently being processed, reviewed, or pending approval/action in SmartVendor. Use this section to review details, edit extracted data, and manage invoice status before writing to the System of Record.
Figure 1. Active Data Sub-Tab – Invoice Record Table
Table 1. Active Data Tab – Invoice Record Fields
| Field Name | Description | Default Value |
|---|---|---|
| Vendor Name | The supplier’s name, as extracted from the invoice document. | (Extracted value or user entry) |
| Doc Classification | Indicates document type (e.g., Invoice or Other). Displays a document icon for document records. If Doc classification set to Other, invoice extraction is skipped and header/line fields are empty. Such records cannot be written to SoR. | Invoice |
| Confidence Level | System’s assessment of extraction accuracy: High, Medium, or Low. | High |
| Vendor Status | Whether the vendor is matched/enrolled in the system (Known/Unknown). | Known |
| Invoice Number | Unique identifier of the invoice as provided by the supplier. | (Extracted value) |
| Date | Invoice date as provided by the supplier. | (Extracted value) |
| Attachment Name | Name of the attached PDF or file. | (Extracted value) |
| Currency | Currency type extracted from the invoice. | USD |
| Total Amount | Total amount stated in the invoice. | (Extracted value) |
| Net Total | Net Total = Total Amount + Taxes. | (Extracted/calculated value) |
| PO | Purchase Order number, if present. | (Extracted value) |
| Received Date | Date when the invoice was received by the system. | (System generated) |
| Status | Current document status after processing completes (not a processing stage). Assigned based on multiple parameters. Examples: Manual Vendor Bill, Record Needs Review by User, New. | New or as appropriate |
Performing Actions on Records
Bulk Actions:
- Select one or more records using the checkboxes on the left side of the table.
- Click the Actions dropdown in the toolbar above the table (see Figure 10).
- Choose an action such as Dismiss or Write to SoR to process all selected records at once.
- Example: Select several invoices, then click Write to SoR to finalize them in batch. The selected records will then move to the Written to SoR tab.
- If you select Dismiss, a dismissal dialog will appear for each selected record, prompting you to provide a reason for dismissal.
Figure 2. Bulk Actions Menu – Documents Toolbar
Individual Record Actions:
- To act on a single record, navigate to the Action dropdown at the end of that record’s row (see Figure 11).
- Choose Write to SoR to move the record to the Written to SoR tab, finalizing it in your System of Record.
- To dismiss a record, select Dismiss. A dialog box will appear (see Figure 12), prompting you to provide a reason for dismissal before completing the action.
Figure 3. Row-Level Action Menu for a Document Record
Dismissal Dialog: If you dismiss a record (bulk or single), you will see a confirmation dialog requiring you to enter the reason for the dismissal.
- Enter a meaningful reason for audit purposes.
- Confirm your choice by clicking Continue (or cancel the action).
Figure 4. Dismissal Confirmation Dialog Box
Tip: Use bulk actions to save time when processing similar records, and row-level actions for special or exception cases.
Note: Only users with the appropriate admin permissions can perform write or dismiss actions.
Write to SoR: Validation Dialogs: When you choose Write to SoR (bulk or single), SmartVendor validates the selected record(s) and shows one of the dialogs below.
- Soft Warning (non‑blocking)
- What you see: A pop‑up listing the warnings for the selected record(s) with Cancel and Continue.
- Actions:
- Continue: proceed with Write to SoR despite the warnings.
- Cancel: return to the list to review/fix.
- Example warnings:
- The extracted total does not match the sum of line amounts.
- At least one bill line has an amount of 0.
- Bulk behavior: For bulk actions, soft warnings for all selected records appear in a single pop‑up.
- Blocking Error (prevents write)
- What you see: A pop‑up describing the error with an Ok/Close button.
- Action: No records are written. Adjust your selection or fix the issue and try again.
- Example error:
- Only invoices from known, enrolled vendors can be written to SoR.
- Success (no issues)
- The record(s) are written to the System of Record and move from Active Data to the Written to SoR tab.
Figure 5. Write to SoR — Blocking Error
Figure 6. Write to SoR — Soft Warning