Documents – Overview & Workflow

The Documents section in SmartCustomer centralizes all AR remittance records from initial email intake through reconciliation and downstream posting in your System of Record (SoR). It lets AR and cash‑application teams:

• Capture remittance emails and attachments from connected AR mailboxes

• Review, validate, and, where needed, adjust remittance data

• Use remittance information to support payment application and posting in your ERP/accounting system

• Maintain a searchable audit trail across the remittance lifecycle

This article explains the overall Documents workflow for AR Remittances and how records move between Active Data and Written to SoR.

How Remittance Records Are Created

Remittance received and document record created

1. A customer, bank, or lockbox provider sends a remittance email (often with CSV, XLS/XLSX, or PDF attachments) to your connected AR remittances mailbox.

2. SmartCustomer AR Remittances:

   • Ingests the email and its attachments

   • Extracts key remittance details (such as customer, payment number, payment date, currency, and total amount)

   • Creates one or more document records

   • Places those records in SmartCustomer > Documents > Active Data with File Type set to Remittance

These records are now available for search, filtering, review, and further processing in the Documents grid.

Navigating to the Documents Page

To open the AR Remittances Documents page:

1. In the left sidebar, select SmartCustomer.

2. In the horizontal navigation bar, click Documents.

The Documents page opens for the selected ERP and Mailbox and defaults to the Active Data tab.

Figure 1. AR Remittances – Documents page (Active Data)

Across the top of the grid, you see the main AR Remittances tabs:

• Active Data – remittance documents currently under review or pending action

• Written to SoR – remittance documents that have completed processing and have been written to, or used for posting in, your ERP/SoR

Core Documents Workflow

At a high level, the AR Remittances document lifecycle follows this pattern:

1. Remittance received → document record created in Active Data

2. Review and validation in Active Data

3. Downstream processing, where:

   • Valid, reconciled remittances are written to the SoR and visible in Written to SoR, and

   • Records with issues (for example, Failed to Reconcile or Multi Tab File Please Review) remain in Active Data until resolved

4. Audit and reporting via Written to SoR and exports

The sections below describe each tab and its role in the workflow.

Active Data – Remittances Under Review

The Active Data tab lists AR remittance documents that are:

• Newly ingested from the AR mailbox

• Under review or correction

• Awaiting reconciliation or downstream posting

Each row represents a single remittance document.

Active Data columns

Table 1. Active Data columns

Use Active Data as your working queue to identify which remittances are ready to move forward and which require additional attention.

Typical actions in Active Data

From Active Data, users typically:

• Filter and search for specific remittances (by customer, payment date, status, currency, amount, and other key fields)

• Review Confidence Level and Customer Status to prioritize records that need manual validation

• Open individual records to:

  • Inspect extracted remittance details

  • Review attached files and payment references

• Use bulk actions (where available) to work on sets of similar records, such as items with the same status or received date

• Monitor statuses such as Failed to Reconcile or Multi Tab File Please Review and resolve exceptions before downstream posting

Written to SoR – Finalized Remittances

The Written to SoR tab lists remittance documents that have successfully passed through your AR Remittances process and have been written to, or used to support posting in, your System of Record.

This tab functions as:

• A confirmation list of completed remittance processing

• A reporting and audit view of remittances that have reached a final state

Written to SoR columns

Table 2. Written to SoR columns

Typical uses of Written to SoR

From Written to SoR, users usually:

• Confirm that remittances have completed processing and have been written to the SoR

• Filter and export records for reconciliation and period‑end reporting

• Answer audit questions such as:

  • “Which remittances did we post last week?”

  • “Which zero‑payment remittances were processed for this customer?”

  • “Who wrote this remittance to the system, and when?”

Toolbar actions (Active Data and Written to SoR)

Above the Active Data and Written to SoR grids, the toolbar lets you control and work with the current set of AR Remittances records.

Figure 2. AR Remittances Documents toolbar

From left to right, typical toolbar actions include:

• Download
  Download the current table data as a CSV file for offline review, reconciliation, or sharing.

• Refresh
  Reload the grid to display the most recent AR Remittances records and statuses.

• Search
  Use the search box to quickly locate records by customer name, payment number, transaction reference, attachment name, or other text values.

• Filter
  Open the filters panel to narrow the list by customer, payment date, currency, total amount, status, and additional fields. Filters apply to the currently selected tab.

• Customize
  Customize which columns appear in the grid. Show or hide fields to tailor the view to your workflow (e.g., add audit fields or hide rarely used columns).

• Export
  Export the current view of AR Remittances data (for example, to CSV). Exports respect the currently applied filters and search criteria.

Key indicators in the workflow

Three key types of fields help drive decisions through the AR Remittances Documents workflow:

• Confidence Level
  Indicates how certain the system is about the extracted remittance data (High/Medium/Low). Lower confidence generally requires closer review before downstream posting.

• Customer Status
  Indicates whether the customer is Known or Unknown in your SoR. Unknown customers may require mapping or setup before remittances can be fully applied.

• Status
  Indicates where the document is in the process (for example, New, Failed to Reconcile, Multi Tab File Please Review, Edited). Use Status filters to find records that need a specific action.

These indicators help AR teams prioritize work, maintain data quality, and ensure only validated remittances are posted.

High‑level workflow summary

1. Capture and creation

   • Customer sends remittance → SmartCustomer ingests the email → AR Remittances creates document records in Active Data.

2. Review and correction

   • AR team reviews remittance header data, attachment(s), Confidence Level, Customer Status, and Status.

   • Exceptions (for example, Failed to Reconcile or Multi Tab File Please Review) are investigated and resolved.

3. Downstream posting

   • When a remittance is valid and complete, it is used by AR Remittances to support posting to the SoR and appears in Written to SoR.

4. Audit and reporting

   • Use Active Data for in‑flight work and exception management.

   • Use Written to SoR, together with toolbar exports and filters, to support compliance, reconciliations, and investigations.