Who this is for. AR and cash-application staff who review remittances. Only the SuperAdmin role can view Active Data and act on its 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
Active Data is the working list of the Documents tab. It holds every document that nobody has written to Workday or dismissed yet. A document leaves the list after a successful write to Workday, or after someone dismisses it.
The list opens sorted by Received Date, newest first. The title reads Documents, followed by the number of documents in brackets. The count follows the search and the filters.
To open a document, select the icon beside its File Type value. It opens on the Document Information page. See Document Information.
Figure 1. The Active Data list
Columns
The following table lists the default columns and the filter operators each column offers. Your organization's default set can differ. Each user can also hide the optional columns with Edit Columns, described in Toolbar Actions.
Table 1. Active Data columns
| Column | Holds | Filter operators |
|---|---|---|
| Customer Name | The customer the document is matched to. A document with no match shows Unknown Customer. | contains |
| File Type | Remittance or Others, with a document icon that opens the document. | in, not in |
| Confidence Level | High, Medium, or Low, with a coloured dot. | in, not in |
| Customer Status | Known, Unknown, or Unenrolled. | in, not in |
| Payment Number | The payment number extracted from the remittance. | contains |
| Payment Date | The payment date extracted from the remittance. | on or after, on or before, between |
| Attachment Name | The name of the file the document came from. | contains |
| Currency | The currency of the payment. | in |
| Total Amount | The total amount of the payment. | equal or greater, equal or less |
| Entity | The entity the payment belongs to. See How the Entity Field Is Set. | in |
| Transaction Reference | The transaction reference extracted from the remittance. | contains |
| Received Date | The date the document was received. | on or after, on or before, between |
| Status | Where the document is in processing. The statuses are listed later in this article. | in, not in |
| No heading | An Action button that opens the row menu. | None |
The dates in the list and in the date filters follow the Date Format set for the instance. See Settings.
Filters
Filter Records in the toolbar shows or hides a filter row under the column headers. Each column in the row has an operator list and a value box.
The value box depends on the column.
Text columns take any text. The operator contains matches part of a value, such as part of a customer name.
Date columns take a date, typed or picked from the calendar.
Total Amount takes an amount.
Pick-list columns open a list with a search box, a check box for each value, and an Apply button. The list offers the values found in your documents.
A Clear All Filters button appears once a filter is set.
Filters stay set when you leave the sub-tab and come back, but the filter row no longer shows. A filter applies only to the sub-tab where you set it.
Figure 2. The filter row with the Customer Status pick-list open
Row Action menu
Each row ends with an Action button. The items it offers depend on the document, as the following table shows.
Table 2. Row Action menu items
| Document | Menu items |
|---|---|
| Customer Status is Known, whatever the status. Examples are New, Edited, Failed to Reconcile and Upload in progress. | Dismiss, Write to SoR |
| Customer Status is Unknown, whatever the status | Dismiss |
| File Type is Others, and the status is Record is not a Customer Remittance or Moved to Active Data | Dismiss |
| Customer Status is Unenrolled, whatever the status | Dismiss |
For a Known customer, the menu lists both items whatever the status. On the document page, both buttons are unavailable while the status is Upload in progress.
Dismiss opens a dialog that asks for the reason: You choose to dismiss the document. Please provide the reason to dismiss this record. You type the reason in Reason to Dismiss. This box appears only when your organization has it turned on. Without it, the dialog only asks you to confirm. Continue moves the document to Dismissed Documents. Cancel keeps it here. The row menu opens the same dialog as Dismiss on the document page. From the row menu, the dialog also asks Are you sure you want to continue?
Caution: Write to SoR in the row menu starts the write at once, with no confirmation step. The console offers no action that moves a written document back to Active Data.
Write to SoR writes the document to Workday. After a successful write, the document moves to Written to SoR. A remittance write shows no warnings dialog. If the write is refused, an error message shows instead.
To act on documents you select, use Action in the toolbar. See Toolbar Actions.
Statuses in this list
The Status filter on Active Data offers the values in the following table, spelled as the filter shows them. It can offer a status that no document in Active Data has, such as Record updated. For the actions each status allows, see Classification, Status and Confidence.
Table 3. Statuses in the Status filter
Status |
What it means |
|---|---|
New |
The agent created the document from an attachment, and nobody has changed it. |
Edited |
Someone changed the document after the agent created it. |
Failed to Reconcile |
The write did not go through. Point to the status to read the reason Workday returned. |
Failed to sync to sor after write |
The payment reached Workday, but its record did not sync back. The document shows in Written to SoR. |
Large File Please Review |
The email went over a size limit. Every document from that email gets this status. |
Multi Tab File Please Review |
A spreadsheet has more than one tab. The agent reads the first tab only. |
Manual Remittance |
A user created the remittance by hand from an email in the Mailbox. |
Manual Vendor Bill |
An earlier label for Manual Remittance. Older hand-made remittances can still show it. |
Moved to Active Data |
Someone moved the document back from Dismissed Documents. |
Record is not a Customer Remittance |
The agent decided the attachment is not a customer remittance. |
Record updated |
The write completed. Documents with this status show in Written to SoR. |
Upload in progress |
The write to the SoR is running. |
Paging
The paging bar under the list sets how many documents each page shows: 10, 20, 50, or 100. Its arrows move between pages.
Documents missing from the list
A document you expect can be missing from the list for one of the following causes. The same causes apply to Written to SoR and Dismissed Documents.
Table 4. Causes of a missing document, and what to do
| Cause | What to do |
|---|---|
| A filter is still set. | Clear the values in the filter row. |
| The search box still holds text. | Clear the search box. |
| Another instance is selected in the ERP: picker. Each instance has its own documents. | Select the instance whose mailbox received the email. |
| The document is in another sub-tab, for example because it was written or dismissed. | Look in the other sub-tabs. In the Mailbox, the email's Currently Present In column shows where each of its documents is. See Mailbox. |
When no document matches the search or the filters, the list shows No Data To Display. The title then reads Documents with no count.