Who this is for. Cash application staff and administrators new to AR Remittances. 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
These are the ideas the rest of this guide is built on. Each section defines one idea and says where you meet it in the console. For terms you only need to look up, see the Glossary.
Remittance, document and payment
Four terms follow one remittance from your customer's email to Workday. The guide keeps them apart.
Table 1. From remittance advice to Workday payment
Term |
Means |
|---|---|
Remittance advice |
What a customer sends to say what a payment covers. It arrives as an email attachment such as a PDF, spreadsheet, or CSV file. |
Document |
What AR Remittances creates from one attachment. You find it on the Documents tab. |
Payment record |
The header fields and line items extracted from a document. |
Payment |
The customer payment that a write creates in Workday. |
So you write a document to the SoR, and what it creates there is a payment.
Header fields and line items
Extraction reads two kinds of values into the payment record.
Table 2. The two parts of a payment record
Part |
Holds |
|---|---|
Header fields |
The payment details. They include the customer, the entity, and the payment date. They also include the total amount, currency, payment number, and transaction reference. |
Line items |
The rows that say what the payment covers: invoice or bill references and their amounts. The details page lists them under Line Items, where Show Sum adds a Sum row. |
Beyond these, the field set depends on how your organization's payment record is configured. So your payment record can show fields that this guide does not list.
The entity is the company in your organization that the payment belongs to. See How the Entity Field Is Set.
Classification
The agent classifies every document as a remittance or not. The document list shows the result in the File Type column, and the details page shows it as Classification.
Table 3. Classification values
Value |
Means |
|---|---|
Remittance |
The file is a remittance advice, and the agent extracts a payment record from it. On the details page, Not a Payment changes the classification and dismisses the document. |
Others |
The file is not read as a remittance, for example a password-protected PDF. You can dismiss it. On its document page, you can also select Change to Payment. |
Customer match status
The agent matches each document against the customers synchronized from Workday. For how often this copy refreshes, see The SmartCustomer Console. The document list shows the result in the Customer Status column. The details page shows it as Customer Match Status. The value is Known, Unknown, or Unenrolled. Classification, Status and Confidence defines each value.
The status decides what you can do with the document. In the row menu of the document list, Write to SoR is offered only for a Known customer. The toolbar Action menu works differently, as Toolbar Actions explains. For an Unknown customer, the row menu offers only Dismiss. On the details page, you change the match with Match with a Customer.
Enrolment
Enrolment decides whether a matched document reads Known or Unenrolled. A user can write a document only when it reads Known. Enrolment is per function. Enrolling a customer for AR Helpdesk does not enrol it for AR Remittances.
You enrol customers on the Customers tab and on each customer's page. The customer page shows one Enrollment switch per function. The Enrolled column of the list shows one icon for each function the instance runs. See Customers.
Customer hints
Customer hints are values that tell the agent which customer a remittance belongs to. The agent uses them to match future remittances. When a customer has several hints, a remittance must match all of them. The agent also learns customer names from the documents that are written.
You set hints from a document. On the details page, Match with a Customer opens a list of customers, each with an Update Customer Hints button. The dialog lists values extracted from the document, such as Customer Name and Email From. Each value has a Hint checkbox and a list of values. The value in Email From is the address the remittance was sent from. The rows in the dialog can differ between organizations.
See Customer Hints.
Instances
AR Remittances runs inside the SmartCustomer SmartFlow Skill, which you configure in SmartFlow Skills Management. Each configured SmartCustomer SmartFlow Skill is an instance, with its own ERP connection and mailbox. The Running Instances table lists them.
In the console, the ERP: picker lists each instance by the name of its ERP connection. It can also list instances that the Running Instances table does not show. The documents and records you see belong to the instance you select.
The agent
The agent is the Auditoria processing that reads, matches, and writes remittances. The console shows it as AI Agent, for example in the Written By column and in the document history.