Who this is for. Anyone new to AR Remittances: cash application staff who review remittances, and administrators who set it up. Only the SuperAdmin role can use AR Remittances, as Roles and Access explains.
Availability. Only where the system of record (SoR) is Workday. AR Remittances must be enabled for your organization and turned on for a SmartCustomer instance.
Overview
AR Remittances turns the remittance advice your customers email you into payments in Workday. A remittance advice says what a payment covers. It arrives as a PDF, spreadsheet, or CSV attachment.
AR Remittances reads the mailbox connected to your SmartCustomer instance. Each remittance attachment becomes a document with a payment record. The agent matches the document to a customer and writes it to Workday as a payment. The write happens after a person reviews the document, or without review, as the Write to SoR setting decides.
AR Remittances is a function of the SmartCustomer SmartFlow Skill. It has no entry of its own in SmartFlow Skills Management. You turn it on with Turn on AR Remittances on the Settings step of the configuration. It can run alone, or on the same instance as AR Helpdesk or AR Collections. Those two functions have their own guides.
The work on each remittance
AR Remittances does the following for every attachment that reaches the connected mailbox. The table names each job and what you see as a result.
Table 1. Each job and its result
Job |
Result |
|---|---|
Reads the mailbox |
Each attachment of a selected file type becomes a document in Documents > Active Data. |
Classifies the file |
The File Type column shows Remittance or Others. |
Extracts the payment record |
The agent reads the header fields and the line items. The line items list the invoice or bill references that the payment covers. |
Matches the customer |
The agent uses your customer hints first, then the customer name. The Customer Match Status field shows the result. |
Writes to Workday |
A payment is created in Workday when someone selects Write to SoR. Depending on the Write to SoR setting, the agent also writes documents without review. |
Labels the email |
The Mailbox marks each email with the outcome, for example HereIsNewRemittance. |
Keeps the record |
Written documents move to Written to SoR, and dismissed ones move to Dismissed Documents. The history, under View Document History, lists changes by the agent and by users. |
Sends a copy, if set up |
After a successful Workday write, AR Remittances creates a CSV file for the payment. The files go to an SFTP folder on a schedule you choose. |
Review and autonomous writing
The Write to SoR setting on the Settings step decides whether a person reviews every document. The setting applies to the whole instance. Its third option lets you choose customers one by one.
Table 2. The three Write to SoR options
Option |
Behaviour |
|---|---|
Collaborative Mode |
Every document waits in Active Data until a person selects Write to SoR. |
Autonomous |
The agent writes documents classified as Remittance with no user review. Documents it does not write wait in Active Data for a person. |
Configurable at Customer Level |
Every document waits for review, except the documents of customers in autonomous mode. The agent writes those documents without review. |
To set the option, see Settings. To choose between the options, see Write to SoR.
Situations it fits
The following table compares common situations with what AR Remittances does. Use it to judge whether AR Remittances suits the way your customers pay.
Table 3. Situations and fit
Situation |
Fit |
|---|---|
Customers email remittance advice as attachments |
Fits. AR Remittances reads PDF, XLS, CSV, and XLSX files. |
Your SoR is Workday |
Required. Turn on AR Remittances appears only when the instance's ERP is Workday. |
Your SoR is another ERP |
Not available. |
The payment details are only in the email body |
Not read. AR Remittances reads attachments only. |
You want the remittance file attached to the Workday payment |
Not available. Workday does not accept file attachments on customer payments. The file stays with the document in Auditoria. |
You want to update payments that already exist in Workday |
Not available. Each write creates a new payment. |
You want the payment applied to invoices in Workday |
Not done by AR Remittances. The payment is created unapplied. Its Memo field holds a link that opens the document in Auditoria. |
You also need written payments in a file for another system |
Fits, with Write to another destination. |
Customers send remittances with a total of 0.00 and line amounts that add up to 0.00 |
Fits only with Zero Payment Records, which sends them to the second destination instead of Workday. |