Settings

Who this is for. Administrators who set up AR Remittances. Only the SuperAdmin role can open and change the AR Remittances configuration.

Availability. Only where the system of record (SoR) is Workday. AR Remittances must be enabled for your organization. See Roles and Access.

Overview

Settings is the second step of the configuration. It decides which functions the instance runs and which files AR Remittances processes. It also sets who writes payments to Workday and how dates show.

The step is headed Configuration, with the line Select at least one to continue. It lists three functions: Turn on AR Collections, Turn on AR Helpdesk, and Turn on AR Remittances. The AR Remittances options sit at the end of the step, under Turn on AR Remittances.

This article covers turning on AR Remittances, choosing the file types, and choosing the date format. The other AR Remittances options are covered in these articles:

• Write to SoR decides who writes payments to Workday. A user writes after review, or the agent writes without review.
• Write to Another Destination sends each payment written to Workday to a second destination as a CSV file.
• Zero Payment Records sends zero payment records to that destination only, with no Workday payment. A zero payment record has a total of 0.00 and line amounts that add up to 0.00. See Zero payment records in Write to SoR.

Before you start

• Complete the Connection step with your Workday connection. The AR Remittances options appear only when that connection is Workday.
• AR Remittances must be enabled for your organization.

Turn on AR Remittances

1. Open the configuration of the instance. Navigating to SmartFlow Skills Management shows how.
2. On the Connection step, select Continue.
3. Under Configuration, select Turn on AR Remittances. The AR Remittances options show under it.
4. In the File Types: row, select each format your customers send. The next section describes the four formats.
5. Under Write to SoR, select Collaborative Mode, Autonomous, or Configurable at Customer Level. Write to SoR explains the three options.
6. To send written payments to a second destination, select Write to another destination. Its settings are in Write to Another Destination.
7. To send zero payment records to that destination only, select Zero Payment Records.
8. Under Date Format, select how dates show. The section on the date format describes the three options.
9. Select Continue.

With AR Remittances as the only function, the Save and Run step opens next. With other functions turned on, their steps come first.

Figure 1. The AR Remittances options on the Settings step

File types

The agent extracts only the attachment formats you select. It does not extract attachments in other formats, and creates no document for them.

The step offers four formats: PDF, XLS, CSV, and XLSX. Before You Start lists the size limits for each format.

A file over a limit, or a workbook with more than one sheet, still becomes a document. The status is set for the whole email, so every document from that email gets one of these statuses:

• Large File Please Review, when a size limit is exceeded
• Multi Tab File Please Review, when a workbook has more than one sheet
• Large & Multi Tab File Please Review, when both apply

A file can therefore carry one of these statuses because of another attachment in the same email.

Classification, Status and Confidence describes these statuses.

On a new setup, all four formats are selected. At least one format must stay selected. With none selected, Continue is unavailable.

Date format

The Date Format option sets the order in which AR Remittances shows the day, the month and the year. Each option shows an example beside it. The following table lists the options.

Table 1. Date Format options

The format applies to the dates in the Documents lists, on all three sub-tabs. It also applies to the date boxes of their filters. It applies to these dates too:

• The dates on the document page. The date fields of the line items show an info icon about the format.
• The dates in the document history.
• The lists and details pages of these tabs:
  • Customers
  • Invoices
  • Payments
  • Credit Memos
  • Disputes
  • Internal Documents
• The AR Mapping tab.
• The Start Date and End Date boxes of the ARR Agent Activity dialog.

A new format takes effect when you select Run. You do not need to refresh the page.

Variations

With other functions turned on

The step also carries the options of AR Collections or AR Helpdesk. The AR Remittances options stay at the end of the step. With Turn on AR Remittances selected, the AR Helpdesk option Autonomous Proof of Payment Transfer is cleared and unavailable. Clearing Turn on AR Remittances makes the option available again. It sits under Collaborative Mode in the AR Helpdesk options. After Continue, the steps of the other functions come before Save and Run. For the steps of each combination, read Configuration Workflow.

Turning off AR Remittances

Caution: If you clear Turn on AR Remittances on a running instance, the Save and Run step shows a warning. It says the documents in Active Data and in Written to SoR will be lost. After you run the configuration, the instance stops processing remittances. Its Documents tab no longer appears.

To keep working with the documents, leave Turn on AR Remittances selected. For the warning that appears before you run, read Save and Run.

Troubleshooting

When Turn on AR Remittances is missing

The ERP chosen on the Connection step is not Workday, or AR Remittances is not enabled for your organization. To see which connection the instance uses, select Previous. Your entries are kept.

When Continue is not available

No function is selected, or AR Remittances is selected with no file type. The AR Collections or AR Helpdesk options can also fail their own rules, with no message. This guide does not cover those options. Select at least one function. For AR Remittances, also select at least one file type. The step shows no message for a missing file type.

Related information

• Write to SoR
• Write to Another Destination
• Connection
• Save and Run
• Configuration Workflow