Who this is for. AR and cash-application staff who review remittances, and admins who need to know where remittances go. Only the SuperAdmin role can open Documents and act on documents. See Roles and Access.
Availability. The Documents tab appears when AR Remittances is enabled for your organization and turned on for the selected instance. You choose the instance in the ERP: picker. You can turn on AR Remittances only on an instance whose system of record (SoR) is Workday.
Overview
Documents is the tab of the SmartCustomer console where you work on remittances. The agent creates a document from each attachment it processes. You review each document, correct it if needed, and write it to Workday. You take a file that is not a remittance out of processing.
The tab has three sub-tabs: Active Data, Written to SoR, and Dismissed Documents. A document is in one of them at a time. The tab opens on Active Data.
From email to document
A document starts as an attachment on an email in the mailbox that the instance reads. The agent extracts the attachments whose file types are selected in the instance's settings. An attachment of a file type you did not select creates no document. See Settings.
Each processed attachment goes through the following stages.
Table 1. From attachment to document
| Stage | What the agent does | Where you see the result |
|---|---|---|
| Classify | Reads the file as a Remittance or as Others. | The File Type column, and Classification on the document page |
| Extract | Extracts a payment record from a remittance: header fields and line items. The fields depend on how your organization's payment record is configured. | The list columns, and Payment Record and Line Items on the document page |
| Match the customer | Matches the remittance to a customer. It uses the customer name on the remittance and the hints set for your customers. It tries the hints first, then the customer name. If no single customer fits, the customer is Unknown. | The Customer Status column, and Customer Match Status on the document page |
| Set the entity | Chooses the entity the payment belongs to. See How the Entity Field Is Set. | The Entity column |
| Check for duplicates | Checks whether the remittance repeats a payment that the matched customer already has, by payment number or transaction reference. How AR Remittances Processes a Remittance gives the full rule. | A repeated remittance creates no document. The Dashboard slice Duplicate Customer Remittances Not Processed counts these. |
| List | Adds the document to Active Data with a status such as New. | The Active Data sub-tab |
Some files arrive with a status that asks for review. For example, a spreadsheet with several tabs shows Multi Tab File Please Review.
A remittance email in the Mailbox lists the documents it created, and where each document is now. See Mailbox.
The three sub-tabs
Each sub-tab holds documents at one point in their life. You do the work in Active Data. The other two sub-tabs keep the outcome.
Table 2. Documents sub-tabs
| Sub-tab | Holds | What you can do there |
|---|---|---|
| Active Data | Documents that nobody has written or dismissed yet. | Review a document, match its customer, edit it, write it to Workday, or dismiss it. |
| Written to SoR | Documents written to Workday. Written By shows who wrote each one. | Open a document to read its values and its history. The document page offers no action that changes it. |
| Dismissed Documents | Documents taken out of processing, with the reason and who dismissed them. | Move a document back to Active Data, or purge it. |
Document lifecycle
Every document starts in Active Data. It leaves Active Data in one of two ways.
A successful Write to SoR moves the document to Written to SoR. Its status then reads Record updated. In Workday, the write creates an unapplied payment. Its Memo field holds a link that opens the document in Auditoria.
Under the Autonomous or Configurable at Customer Level option, the agent writes some documents itself. Their Written By value reads AI Agent. The remaining documents wait for a person. See Write to SoR.
Dismiss and Not a Payment move the document to Dismissed Documents. Both dialogs show a Reason to Dismiss box when your organization has it turned on. Otherwise, the dialog only asks you to confirm. Not a Payment also changes the classification to Others.
Two actions start from Dismissed Documents. Move to Active Data returns a document to the working list. The document gets the status Moved to Active Data, whatever its classification. Purge deletes it from the system. You cannot move a purged document back. For the steps, see Dismissed Documents Tab.
The console offers no action that moves a written document back to Active Data.
Signals on each document
Four columns tell you what a document needs before you open it. The document page shows File Type as Classification, and Customer Status as Customer Match Status.
Table 3. Document signals
| Column | Values | What it tells you |
|---|---|---|
| File Type | Remittance, Others | Whether the agent read the file as a remittance. |
| Customer Status | Known, Unknown, Unenrolled | Whether the agent matched the remittance to a customer. |
| Confidence Level | High, Medium, Low | How sure the agent is of the values it extracted, shown with a coloured dot beside the value. The agent sets it once, when it creates the document. |
| Status | For example New, Edited, or Failed to Reconcile | Where the document is in processing, or what it needs from you. |
Classification, Status and Confidence explains every value.
In practice
The customer match decides what you can do from the list. A row offers Write to SoR only when its Customer Status is Known. For an Unknown customer, the document page offers Match with a Customer. See Customer Hints.
Not a Payment on the document page stops a file that is not a remittance from being written. The file moves to Dismissed Documents as Others.
A document can stay in Active Data for several reasons, such as Collaborative Mode or an unmatched customer. Classification, Status and Confidence lists the main reasons, with the next step for each.
An admin can remove AR Remittances from an instance. After Run, the instance stops processing remittances, and the Documents tab no longer appears for it. For the warning on the last configuration step and what it says about the documents, see Save and Run.