Folder and Labels Overview
The Folders and Labels section in the SmartGL \ AP Accruals Mailbox is the primary way to organize and locate accrual-related messages. System folders group messages by lifecycle (Inbox, Sent, Drafts, Archived), while labels highlight workflow context such as draft journal entries created from vendor replies, bounced emails, or messages that need human review.
Use this section to quickly narrow the Mailbox to the messages that matter most for accrual processing and exception handling.
How to Use Folders and Labels
- Open the Mailbox tab in SmartGL \ AP Accruals.
- In the left navigation pane, review the list of folders and labels.
- Click a folder (for example, Inbox or Archived) to show only messages in that folder.
- Click a label (for example,
Draft-JournalEntry-CreatedorNeedsHumanAttention) to filter the list to messages tagged with that label. - The message list updates immediately to reflect the selected folder or label.
Figure 1. Mailbox Folder and Label Navigation
Table 1. SmartGL \ AP Accruals Mailbox Folders and Labels
| Name | Type | Description |
|---|---|---|
| Inbox | Folder | Stores incoming and active accrual-related messages that have not been archived. |
| Sent | Folder | Contains messages sent from the Mailbox (for example, accrual estimate requests to vendors or replies from AP users). |
| Drafts | Folder | Holds messages that have been composed but not sent. The count next to the folder name indicates the number of drafts. |
| Archived | Folder | Stores completed or inactive messages moved out of active queues to keep the Inbox focused on current work. |
| None | Label | Applied to messages that have not been assigned any workflow label. |
Draft-JournalEntry-Created |
Label | Applied when a draft journal entry has been created from the content of the vendor's reply. |
EmailBounced |
Label | Applied when an outbound email has bounced (for example, an invalid recipient address). |
NeedsHumanAttention |
Label | Flags messages that require manual AP review or follow-up. |
Note: The labels available in your Mailbox may vary based on your organization's AP Accruals configuration.
These folders and labels can also be used as filter criteria in the Mailbox search and filter tools, allowing AP teams to quickly isolate vendor estimate replies, bounced notifications, or items needing human review.