Who this is for. Cash application staff who review remittances, and administrators who decide how AR Remittances writes. Only the SuperAdmin role can use AR Remittances, as Roles and Access explains.
Availability. Workday only. AR Remittances must be enabled for your organization and turned on for the instance.
Overview
A remittance passes through several stages between your customer's email and a payment in Workday. Some stages can stop a document and hold it for a person. Knowing the stages tells you where to look when a remittance has not reached Workday.
Processing stages
The table follows one remittance from the mailbox to Workday. The last two stages apply only when you set up a second destination.
Table 1. The stages from mailbox to Workday
Stage |
What happens |
|---|---|
1. Intake |
An email reaches the mailbox connected to the instance. Attachments of a file type that the configuration does not select are not extracted, and no document is created for them. |
2. Classification |
Each attachment of a selected file type becomes a document, classified as Remittance or Others. |
3. Extraction |
The agent reads the header fields and line items into the payment record. |
4. Customer match |
The agent matches the document to a customer by name and by customer hints. It checks the customer hints first. The Customer Match Status field shows the result. |
5. Entity |
An entity from saved hints, or from a mapping set up for your organization, comes first. Otherwise, for a customer with one entity, the entity is set automatically. For a customer with several, it defaults to the entity of the customer's most recent payment in Workday. You can change it before you write. |
6. Duplicate check |
A duplicate repeats a payment that the matched customer already has. The match is on the payment number or the transaction reference. The earlier payment can be in Workday, or an unwritten document in Active Data. AR Remittances creates no document for a duplicate. The email is labelled instead. A remittance with an Unknown customer or a blank reference is not checked. |
7. Write to SoR |
Under Collaborative Mode, the document waits in Active Data for a person. Under Autonomous, the agent writes documents classified as Remittance with no user review. Under Configurable at Customer Level, it does so only for customers in autonomous mode. The write creates an unapplied payment in Workday, with a link to the document in its Memo field. |
8. Second destination |
After a successful Workday write, AR Remittances creates one CSV file for the payment. The file goes to the SFTP folder of a Universal Connector destination. The configuration sets the upload interval: 1, 4, 12, or 24 hours. |
9. Zero payments |
With Zero Payment Records on, a zero payment record goes to the second destination only. Its total is 0.00, and its line amounts add up to 0.00. It is not written to Workday. |
The Mailbox also labels each email with the outcome, for example HereIsNewRemittance or NeedsHumanAttention.
Example: a remittance from mailbox to Workday
Northwind Traders pays several invoices and emails you a remittance advice as a PDF file. The email reaches the mailbox of your SmartCustomer instance. The attachment becomes a document in Active Data, classified as Remittance.
The agent extracts the payment record, and the line items list the invoices the payment covers. It matches the document to Northwind Traders (C-1001), a customer enrolled in AR Remittances. Customer Match Status reads Known.
Your instance uses Collaborative Mode, so the document waits for you. You open it and compare the extracted values with the preview. Then you select Write to SoR. The document moves to Written to SoR, and the payment exists in Workday.
Suppose instead that the agent cannot match the document to any customer. The status reads Unknown, and the row menu offers only Dismiss for the document. The document waits until you match the customer with Match with a Customer.
If the file turns out not to be a remittance, you select Not a Payment. A dialog asks you to confirm. If your organization has the feature turned on, the dialog also has a Reason to Dismiss box. The document moves to Dismissed Documents.
Documents sub-tabs
A document sits on one of three sub-tabs of Documents. The sub-tab tells you whether the document still needs work.
Table 2. Documents sub-tabs and what they mean
Sub-tab |
What it means |
Article |
|---|---|---|
Active Data |
Still in progress. The document waits for review, a customer match, or a write. |
|
Written to SoR |
Written to Workday. A zero payment record is sent to the second destination only. The document is read-only. Its details page offers View Document History and Customer Inbox, and no editing or writing actions. |
|
Dismissed Documents |
Taken out of the flow, with the reason and the name of whoever dismissed it. From here you can select Move to Active Data or Purge. |
Documents that wait for a person
Under Collaborative Mode, every document waits for a person in Active Data. Under the other two options, the documents the agent does not write wait there too. See Write to SoR. A document also stays in Active Data when Workday rejects its write.
The Status column shows what a waiting document needs. For example, a workbook with more than one sheet gets Multi Tab File Please Review. See Classification, Status and Confidence.
In the document list, the row menu offers Write to SoR only for a Known customer. For the toolbar Action menu, see Toolbar Actions. On the details page, Write to SoR shows but is unavailable until the customer is matched.