Toolbar Actions in AR Collections Customers Page

Written by Uday Kumar Updated

Overview

The toolbar in the Customers page for AR Collections lets you:

  • Search for customers

  • Enroll or unenroll customers in AR Collections automation

  • Manage Classification

  • Manage Relaxed Matching Domains

  • Tag customers

  • Filter the customer list

  • Customize visible columns

  • Export customers

  • Switch Entity context

Figure 1. Toolbar actions in AR Collections Customers page

1. Search Customers

Use the search box to quickly find customers in the AR Collections Customers list.

  • Located at the far left of the toolbar.

  • Type a customer name, customer ID, or partial text.

  • The customer table updates in real time to display only matching records.

  • Clear the search box to return to the full list.

Tip: Use partial text (for example, Super, World, Widget) to match multiple customers at once.

Figure 2. Search field in AR Collections Customers toolbar

2. Enroll/Unenroll Skill – AR Collections

The first icon to the right of the search box opens the Enroll/Unenroll Skill dialog.

What Enroll/Unenroll does

The Enroll/Unenroll Skill tool controls whether a customer participates in AR Collections SmartFlow automation.

When a customer is enrolled in AR Collections:

  • SmartBot applies collections automation to that customer, including:

    • Evaluating invoices and balances against your Classification and Notification rules

    • Generating and sending dunning emails based on configured templates

    • Updating notes and activity related to collections workflows

When a customer is unenrolled from AR Collections:

  • AR Collections automation is disabled for that customer:

    • SmartBot does not send automated dunning emails.

    • The customer can still appear in the Customers list and dashboards, but follow‑up is manual.

How to enroll or unenroll customers

  1. In the customer grid, select one or more customers using the checkboxes.

  2. Click the Enroll/Unenroll Skill icon on the toolbar.

  3. In the Select Skill to Enroll or Unenroll dialog:

    • Locate AR Collections in the list.

    • Check the box to enroll the selected customers in AR Collections.

    • Clear the box to unenroll them.

  4. Click Apply to save your changes.

Figure 3. Enroll/Unenroll Skill icon and dialog for AR Collections

3. Manage Classification

The next toolbar icon opens the Classification dialog.

What is Classification?

Classification is the AR Collections “segment” assigned to a customer. It defines how SmartBot should treat that customer from a collections perspective.

Examples:

  • Regular Account – standard cadence and templates.

  • Key Account – higher‑touch cadence and/or different templates.

  • Custom classifications – for example, Strategic, High Risk, Low Touch (as configured in the AR Collections Classification step).

Why Classification matters

  • Determines which dunning schedules (offsets and frequency) apply.

  • Determines which Notification templates and Dunning Tables SmartBot uses for each customer.

  • Works together with Enrollment:

    • If enrolled, the customer’s classification directly drives AR Collections automation.

    • If not enrolled, the classification is stored but SmartBot does not send dunning emails.

How to manage Classification from the toolbar

  1. Select one or more customers in the grid.

  2. Click the Classification icon.

  3. In the dialog, select the classification you want to assign (for example, Regular Account, Key Account, or a custom class).

  4. Click Apply.

The Classification column in the Customers grid updates, and future AR Collections automation uses the newly assigned classification for those customers.

Figure 4. Classification icon and dialog in AR Collections Customers toolbar

4. Manage Relaxed Matching Domains

The next toolbar icon opens the Relaxed Matching Domains dialog.

What are Relaxed Matching Domains?

Relaxed Matching Domains allow SmartCustomer to recognize emails from a private, company‑controlled domain as belonging to a customer—even if the exact sender address is not on that customer’s contact list.

This is useful when:

  • A customer sends AR‑related emails from multiple corporate domains, or

  • A shared service center or group mailbox sends emails on the customer’s behalf.

Key behavior for AR Collections

  • Allowed: Non‑public, company‑controlled domains

    • For example: supervaluecorp.com, wowi‑group.com, holdingco.com

  • Blocked: Public/free email domains

    • SmartCustomer does not accept public/free domains such as:

      • gmail.com

      • outlook.com

      • yahoo.com

      • and other consumer providers

  • Enrollment still applies

    • Relaxed Matching Domains only control how emails are matched to a customer.

    • The customer must still be enrolled in AR Collections for SmartBot to perform AR Collections automation (for example, sending dunning emails).

  • Forward‑looking

    • Changes to Relaxed Matching Domains affect future inbound emails.

    • Historical emails are not retroactively re‑matched.

How to manage Relaxed Matching Domains

  1. Select one or more customers in the customer table using the checkboxes.
  2. Click the Relaxed Matching Domains icon (magnifying glass with “@”) in the toolbar.
  3. In the dropdown menu, you have the following options:
    • Add New Domain — Enter the private domain (for example, vendor‑internal.com), then click Add & Apply.
    • Manage Domains — Review, edit, or remove existing domains.

Figure 5. Relaxed Matching Domains Menu

  1. If adding a new domain, enter the non-public email domain (e.g., vendor-internal.com) and click Add & Apply.

Figure 6. Add New Domain Dialog

  1. For managing, use the Domain Management dialog to review the list or adjust domains as needed.

Figure 7. Domain Management Dialog

Figure 8. Add Domain in Domain Management

Tip: Configure Relaxed Matching Domains for customers whose AR emails may come from multiple corporate domains or shared service centers, to improve matching accuracy.

5. Tag Customers

The next icon (tag symbol) opens the Tag dialog.

Use tags to categorize customers for AR Collections—for example:

  • High Risk

  • Strategic

  • Legal Hold

  • Watchlist

  • Region or segment‑specific tags

How to tag customers

  1. Select Customers to be tagged using the checkboxes next to their names.
  2. Click the Tag icon in the toolbar (the fourth icon, shaped like a price tag).
  3. In the "Tag as" dialog:
    • Type in the search box to filter and select existing tags.
    • Click Add New Tag to create a new tag if needed.

Figure 9. Tag Dialog with Search and Add Tag Options

  1. To add a new tag, enter your desired tag name in the field provided in the "New Tag" dialog, then click Add & Apply to assign it to the selected Customers.

Figure 10. Add a New Tag Dialog

  1. To manage tags (edit or remove), click "Manage Tags" to open the tag management window. Here you can:
    • Edit a tag name by clicking the pencil icon.
    • Delete a tag by clicking the trash bin icon.
    • Add new tags any time with the Add New Tag button.

Figure 11. Tag Management Dialog

  1. After confirming, the tag(s) will appear in the customer records and may be used as a filter or reporting field.

6. Filter Customers

The funnel icon opens filtering options for the Customers list.

Use filters to narrow the list based on fields such as Classification, Enrolled, balances, aging, Tags, and Relaxed Matching Domains.

How to filter customers

  1. Click the Filter icon.

  2. Use the filter row under each column header:

    • Choose an operator (for example, in, contains, equals, greater than, less than).

    • Enter or select the values you want to filter by.

  3. The table updates automatically to show only matching customers.

  4. Click Clear All Filters to reset all filters.

Table 1. Common Customer Table Filter Fields

Filter FieldOperator / Options
Customer Namecontains, equals
Customer IDcontains, equals
Enrolledin, not in
Classificationin
Hierarchyin
Active Disputesless than, greater than, equals
Total Balanceless than, greater than, equals, not equals
Current Balanceless than, greater than, equals
1–30 Daysless than, greater than, equals
31–60 Daysless than, greater than, equals
61–90 Daysless than, greater than, equals
90+ Daysless than, greater than, equals
Unapplied Paymentless than, greater than, equals
Unapplied Creditless than, greater than, equals
Next Scheduled Payment Amountless than, greater than, equals
Next Scheduled Payment Dateless than, greater than, equals
Oldest Invoice Ageless than, greater than, equals
Relaxed Matching Domainsin
Tagsin

Figure 12. Filter icon and filter row in AR Collections Customers page

7. Edit Columns

The three‑bar icon opens the Edit Columns panel.

Use this to select which columns appear in the AR Collections Customers grid, including new fields such as Classification and Relaxed Matching Domains.

How to edit columns

  1. Click the Edit Columns icon.

  2. In the Edit Columns panel:

    • Check the columns you want to display.

    • Uncheck the columns you want to hide.

    • Use the search box within the panel to quickly find specific fields (for example, “Classification”, “Relaxed Matching Domains”, “Oldest Invoice Age”).

  3. Click Apply to update the table, or Restore Default to revert to the default layout.

Your column preferences are saved for your user profile and do not affect other users.

Figure 13. Edit Columns icon and Edit Columns panel in AR Collections Customers page

8. Export Customers

The export icon generates a CSV file of the currently visible customer records.

Use this when you need to analyze AR Collections data outside SmartCustomer or share it with other stakeholders.

How to export customers

  1. Optionally apply filters and adjust columns to define the exact dataset you want to export.

  2. Click the Export Customers icon.

  3. SmartCustomer generates and downloads a CSV file containing:

    • All customers currently visible in the grid.

    • All columns that are currently visible (including Classification and Relaxed Matching Domains, if they are shown).

You can open the CSV in Excel or another analytics tool for further reporting or analysis.

9. Entity Selector

On the far right of the toolbar is the Entity dropdown (for example, World of Widgets, Inc.).

What is an Entity?

In SmartCustomer, an Entity represents a legal entity or business unit from your ERP—such as a company, subsidiary, or operating division.

Entity context ensures that:

  • Customers, balances, and AR Collections activity are scoped to the correct legal entity.

  • Bulk operations (such as enrollment, classification updates, tagging, and exports) are performed only within that entity.

How to change Entity

  1. Click the Entity dropdown on the right side of the toolbar.

  2. Select the desired entity from the list.

  3. The Customers grid refreshes to show only customers associated with the selected entity.

Behavior

  • All toolbar actions—Enroll/Unenroll Skill, Classification, Relaxed Matching Domains, Tag, Filter, Edit Columns, and Export—operate only on customers within the currently selected Entity.

  • Switching entities changes your working context but does not modify data for other entities.

Tip: Before running any bulk update (enrollment, reclassification, tagging, export), verify that the Entity selector is set to the correct company or business unit.

Figure 14. Entity selector in AR Collections Customers toolbar