Glossary

Acknowledge

A task action. The assignee confirms awareness of a communication that requires no further response. Confirming completes the action.

Action

A component of a task signalling what kind of engagement is needed from the assignee. Four types exist: Approve, Review, Answer, and Acknowledge. A task can carry any combination.

Agent Co-worker

A configurable AI worker assigned to a defined slice of AP work. It reads AP data from one system of record, monitors one connected mailbox, and handles the AP functions you give it.

AI Agent task

A task the Agent Co-worker raised and holds itself for its own later processing, rather than one placed in a person’s queue. Auditoria creates one in place of a user task when autonomous mode writes a document to the system of record automatically, so the record of the work still exists but is attributed to the Agent Co-worker.

AI status

The state the Agent Co-worker assigns to an inbound message, shown as a chip in the By Incoming Messages view and filtered on under Status. It has fourteen values, including Draft Ready, Action Required, Auto-sent and Failed, and is separate from task status.

Answer

A task action. The assignee supplies specific information the Agent Co-worker could not derive from your systems. Answering does not block task completion.

AP Helpdesk

The Agent Co-worker function that handles vendor email: triaging messages, answering payment-status questions, and routing requests that need a person.

AP Invoices

The Agent Co-worker function that handles invoice documents: extracting header and line fields, running purchase order and supplier contract matching, and posting approved invoices to the system of record.

Apply to all documents

A business rule setting that skips the IF clause and runs the THEN actions on every document.

Approve

A task action. The assignee authorizes an agent-prepared action before it executes, creating an authorization record. Approval blocks task completion.

Approve

r rule A row on the AP Invoices Approvers page naming the person who signs off on a vendor bill before the Agent Co-worker writes it to the system of record, scoped by entity and optionally vendor and account number and matched most specific first. Approver rules are held per Agent Co-worker, and an entity with no matching rule gets no approver: the approver field is left blank and annotated “No approver rules configured”.

Archive view

The view holding emails archived out of the Helpdesk Mailbox Inbox view. Archived items remain searchable here and can be moved back to Inbox.

Assignee Hold

The AP Helpdesk setting that routes tasks created from later messages on an email thread to the owner of an existing task on that thread, rather than assigning them independently.

At-Risk

A task SLA state. An open task is flagged At-Risk when it is approaching the SLA age you configured.

Audit trail

An immutable record of actions taken. Two exist: an agent action log covering classification, record queries, draft generation, file transfers, and autonomous sends; and a user action log covering edits, draft discards, reprocessing, approvals, and rejections.

Authorization scope

The set of records the Agent Co-worker may access on a sender’s behalf, and what a reply to that sender may contain. Determined by sender type in Contact Management, so an unmatched sender has no authorization scope and no record access.

Auto-Archive

The AP Helpdesk setting that archives emails automatically after a set number of days, counted from Task DONE or Email READ.

Autonomy level

The setting deciding how much of the work an Agent Co-worker attempts on its own. AP Helpdesk offers Governed Autonomy and Collaborative Mode; AP Invoices offers Manual review, Scoped autonomy, and Full autonomy.

Business intent

What the sender of a message wanted in AP terms, as distinct from the shape of the message. A closed set of seven: Payment Status, Remittance Advice, Invoice Submission, PO Status, Record Update, Short Pay Inquiry, and Credit Memo Submission; a message can carry more than one, so the business intent total can exceed the message total, and a message with a clear macro intent can carry none.

Business rule

An AP Invoices rule. Conditional IF-THEN-ELSE logic that runs during invoice processing to set, copy, calculate, or clear field values automatically. Managed in SmartVendor Settings; the configuration wizard shows a read-only view.

Capability section

One entry in the inner rail of a function’s tab on Define capabilities. For AP Invoices: Autonomy level, Document intake, Field extraction, Business rules, and Write to SOR.

Collaborative Automation

A setting enabled on a source’s AP Helpdesk step, not to be confused with Collaborative Mode. The SmartVendor Tasks list appears only when it is enabled, and it names the Auto-reply switch in AI Pipeline Settings, where On lets the agent send a high-confidence drafted reply without human review. The inbox as the agent classified it is not a separate tab; the mail icon at the right-hand end of the SmartVendor tab bar opens it.

Collaborative Mode

The legacy AP Helpdesk autonomy model. The agent performs complex processing and generates a complete response or action plan, but requires human review and approval before every execution.

Collaborative Response Orchestration (CRO)

A Collaborative Mode setting. The agent compares a processed email against the template-based draft reply and identifies topics the draft leaves unaddressed, which a user can review before sending.

Confidence score

How certain the agent was about a value it read. Shown as High, Medium or Low on a document, as Confidence Level in the list and Bot Confidence Level on the record.

Configuration wizard

The six-step flow for configuring an Agent Co-worker: Work scope, Choose functions, Define capabilities, Exception treatment, Try out coworker, Activate.

Connected mailbox

The mailbox an Agent Co-worker monitors for inbound email, selected in the Work scope step.

Credit memo

A negative invoice reducing the amount owed, issued for returns, adjustments, or pricing corrections.

Data scope

The set of records your role lets you see. A colleague with a different scope may see records you do not and both views are correct, so confirm a record is genuinely absent rather than out of scope before raising it with your system administrator.

Directive

The structured trigger, action, and scope statement compiled automatically from the text of a processing rule. The Agent Co-worker matches against the directive. It is not editable.

Display name

The human-readable name of an email category, shown on tasks and email badges. Generated from the intent type and intent context, and editable.

Distribution policy

The configuration deciding which team or person receives which tasks and documents, holding an ordered list of rules that evaluate top to bottom until one matches. It is configured in Automatic Task and Document Distribution rather than on the Agent Co-worker, and appears in a task’s Activities entries as Agent via [DP-9/DR-4].

Document intake

The AP Invoices capability section controlling which incoming files the Agent Co-worker looks at and what document types it extracts from them, plus the date format and task-creation behavior on receipt.

Document type

A classification the Agent Co-worker treats as in scope for its AP Invoices role: Invoice (required) or Credit memo. Documents classified outside the selected list land in the unclassified queue for analyst review.

Duplicate check

The check applied to submitted invoice and credit memo attachments before transfer. It runs two ways: on the file itself (duplicate hash check), and on the values extracted from it (duplicate invoice check).

Duplicate hash check

The file-level duplicate check: the incoming file is a unique hash, that is, not a duplicate of a file already received.

Duplicate invoice check

The value-level duplicate check: no vendor bill already exists with the same vendor, date, and external invoice ID.

Email category

An AP Helpdesk classification describing what an inbound email is asking for. Composed of an intent type and an intent context, surfaced as a single display name. A message can carry more than one.

Enrolled / Unenrolled

The status of a matched External sender, recording whether the vendor record is activated for AP Helpdesk processing.

Entity

A legal entity within your organization, with values drawn from your connected system. It is the widest scope for approver rules and a condition field in business rules, and where Line Level Entity is switched on it must be set on each invoice line as well as the header.

Exception

Work an Agent Co-worker could not finish confidently and routed to a person, held in the task list alongside reviews and escalations. The Exception rate dashlet on the Homepage reports it, and it is read alongside the touchless rate, since both rising together means the autonomy level changed rather than that the agent improved.

External Sender

A sender type. A vendor, or someone from a vendor’s organization, matched through your vendor directory. The Agent Co-worker acts only on records tied to the matched vendor.

Extraction pages

The pages of an attachment from which bill values were extracted. With Write extraction pages only, just these pages are written with each bill; with Write all pages, the full attachment is written.

Field extraction

The AP Invoices capability section controlling how the Agent Co-worker extracts header and line fields from each document and how it fills them: predictive coding, fuzzy matching, fallbacks, and overrides. Invoice and Credit Memo extraction are configured separately.

Field population precedence

The fixed sequence in which sources fill an invoice field. Each source can overwrite the one before it, so the last one with data wins, starting with extraction and configured defaults applied first and manual entry last. A business rule is the last automated source, so it overwrites extraction and intake defaults, purchase order and supplier contract values, and predictive coding; only manual entry is applied after it. Order of Execution is separate, and orders business rules against each other.

File transfer

Moving an invoice or credit memo attachment out of the Helpdesk to its configured destination, either an address or your ERP. It runs after the duplicate check and can be started by an analyst, by a processing rule, or by the autonomous file transfer settings that act before review, and it carries its own outcomes such as Invoice Transferred and Transfer Error.

File type

A file format the OCR pipeline accepts: PDF, images, Word, XLS, XLSX, or CSV. Selected per Agent Co-worker in Document intake.

Full autonomy

An AP Invoices autonomy level. The Agent Co-worker writes all documents that pass the write checklist; manual review is required only for exceptions and rejections. Applies to Invoices only.

Function

A body of work an Agent Co-worker can take on, selected as a checkbox card in the Choose functions step. Each selected function gets its own tab on Define capabilities.

Fuzzy matching

A Field extraction setting that decides how strictly the Agent Co-worker compares extracted values against records in the system of record. With it off a value must match exactly; with it on near matches are accepted, which recovers documents that would otherwise fail on a trivial difference and risks resolving to the wrong record.

Gap question

A specific question the Agent Co-worker raises when it needs information that does not exist in the synchronized data. Surfaced as an Answer action on the task, with a suggested answer where one is available.

Governed Autonomy

The recommended AP Helpdesk autonomy model. The agent reasons over each message rather than following fixed rules, and acts without a person within the bounds you configure.

Handle ERP Validation Failures in Auditoria

A Write to SOR setting (Required or Not Required) controlling whether ERP validation failures are handled inside Auditoria.

Header field / Line field

The two levels an invoice’s extracted fields sit at: header fields hold a single value for the document, line fields hold a value on each invoice line. Which fields sit at which level is set by your ERP and field configuration rather than being the same everywhere, and the field picker groups them accordingly. Because the same field name can exist at both levels, a rule that tests the header value is not testing the line values of the same name.

Helpdesk Mailbox

The AP Helpdesk view of email, with its own Inbox and Archive views. Distinct from your connected mailbox: archiving here does not archive anything in Outlook or Gmail.

Instance

One running copy of an Agent Co-worker, tied to one ERP-and-mailbox pairing. Listed in the Running Instances popup on the Agent Co-workers page.

Integration user

The account the platform uses to read from and write to a connected system of record, not a person who works in the app. Its permissions cap what any agent can do there: a read-only integration user cannot post invoices, and no autonomy level, threshold, or rule overrides that.

Intelligence Layer

The platform-level source of the sender-agnostic rules that run alongside an agent’s own processing rules and apply to every sender regardless of type. A behavior with no matching rule in the configuration wizard may be coming from these rules, which surface in the Rulebook.

Intelligent Summary

The Agent Co-worker’s reading of an inbound email, shown as the first card on the message and the first block on the task: the detected email category, a one-sentence description, key requests and key information. It records what the agent understood before any action was taken, so a wrong category here explains everything the agent did next.

Intent context

The snake_case identifier naming the business pattern an email category covers, for example Payment_Status. Shown in a fixed-width font on the category row.

Intent type

The kind of message an email category represents. A closed set of four: Request, Inquiry, Update, and Acknowledgement. Cannot be changed after a category is saved.

Internal Sender

A sender type. Someone inside your organization, matched through your Internal Contacts configuration. Carries the broadest access of the matched types: vendor records and internal AP data.

Item receipt

The ERP record of goods received against a purchase order. Item receipts appear where the source system is NetSuite and AP Invoices is active, and they have no record page of their own in the AP Workcenter.

Keyword Extraction

An Early Access business rule condition type that matches keywords in the document body rather than an extracted field.

Macro category

A broader email category applied when no specific category matches: Request, Inquiry, Update, Acknowledgement, Unclear, or Unintelligible. Processing continues rather than stopping.

Manual review

An AP Invoices autonomy level. The Agent Co-worker processes every invoice; an analyst reviews all documents before writing to the SoR. The only level that applies to both Invoices and Credit Memos.

Match type

Whether a sender was matched on the specific email address or on the email address domain. Recorded alongside sender type.

Order of Execution

The priority number determining when a business rule runs relative to others; lower numbers run first. Only enabled rules run.

Overdue

A task SLA state. An open task is flagged Overdue when it is past the SLA age you configured.

Per-record template

An optional template applied once per record in a reply, using {fieldKey} placeholders. Where a placeholder has no value on file, the reply says so rather than leaving a gap.

Pipeline

The ordered sequence of stages an Agent Co-worker runs, in which each stage decides something the stages after it depend on. In AP Helpdesk, for one inbound message the stages that ran are drawn as a stage bar in the AI Reasoning and Related Info drawer, usually Triage, Email Category Detection, SOR and Draft Response, and a triage override rewinds them. In AP Invoices the same word names the capability sections, which run from Autonomy level through Write to SOR. There are four, or five where business rules are enabled for your tenant. Distinct from AI Pipeline Settings, the switches deciding whether the agent may act without a person.

Platform defaults

The behavior that applies for anything left unconfigured in a function’s capability sections.

PO override

A Field extraction setting that overrides the values of all PO-driven fields from the purchase order, using a single configured PO number format. Available for limited header and line fields.

Predictive coding

AI inference that populates an extracted field, applied after extraction and the purchase order or supplier contract match. It is the only population source that carries a confidence score, so a confidence level applies only to values it produces; SmartVendor Templates controls per field whether it is allowed.

Processing rule

An AP Helpdesk instruction, written in plain language, that constrains, overrides, or extends the Agent Co-worker’s default processing. Rules are how your standard operating procedures reach the Agent Co-worker.

Public domain

A free or consumer email domain. Public domains cannot be added as Relaxed Matching domains, because doing so would classify anyone with such an address as an Internal Sender.

Relaxed Matching

The Internal Contacts setting that classifies senders as Internal by email domain rather than by individual address.

Relaxed Pre-Check

The setting that processes email reaching the connected mailbox indirectly, whether by Cc, Bcc, alias, or redirect, as though the mailbox address were in the TO field.

Remittance advice

Detail showing which invoices a received payment covers.

Reply scenario

The third level addressing an Agent Reply template, after the Vendor Category and the intent. It names the record-lookup outcome the reply has to address, such as All Invoices Found or No Invoice Found, and each scenario carries its own subject, body, and attachment selection, edited separately from the others.

Required write checklist

The set of technical preconditions that must all pass before the Agent Co-worker writes a document to the system of record: supported file, duplicate checks, document classifier, known and enrolled vendor, purchase order and supplier contract assignment and matching, amount, rate and quantity checks, sum of lines, SOR errors, attachment, and sync.

Response guidance

The AP Helpdesk setting holding your description of how the Agent Co-worker should compose the body of a reply for one email category. Replaces a fixed template with instructions the Agent Co-worker follows.

Review

A task action. The assignee evaluates, edits, rejects, or approves something the Agent Co-worker prepared, most often a draft reply. Review blocks task completion.

Rewind

The re-processing of pipeline steps that follows a change to a message’s triage action, confirmed in the Rewind Pipeline? dialog: Intent Detection, SOR, and Draft Response run again. Any draft reply already written is discarded and rewritten, including edits you made, while the previous data is preserved in the audit trail.

Rulebook

The set of organization-wide, team-level, and personal rules, written in plain language, that guide how an AP Helpdesk agent handles mail. Rulebook rules run alongside the agent’s processing rules, and neither overrides the other; they are distinct from business rules, which set field values on AP Invoices documents.

Scope

In SmartResearch, the set of records a question may be answered from. Enforced before the answer is computed rather than applied to results afterwards.

Scoped autonomy

An AP Invoices autonomy level. The Agent Co-worker writes documents autonomously for selected vendors only; everything else routes for manual review. Applies to Invoices only.

Sender cohort

A group of senders whose email the agent treats as one set when deciding which messages create tasks. Internal and external cohorts match on the email address domain rather than the individual address, and email from a cohort whose task setting is off is still processed and classified; it creates no tasks.

Sender type

The classification applied to the FROM address of every inbound email: External, Internal, System, or Unknown. Functions as an authorization boundary rather than a label.

Short pay

A payment received for less than the full invoiced amount, raised under the Short Pay Inquiry email category and answered from the applied amount against the bill total. One kind of dispute, so it is narrower than Dispute Notification.

Straight-through rate (STP rate)

The share of invoices that post to the system of record with no manual field edits, also called the touchless rate and labeled STP rate where it appears as a Homepage dashlet. Read it alongside the exception rate, because both rising together means the autonomy level was raised rather than the agent improving.

Supplier Contract override

A Field extraction setting that overrides the values of all Supplier Contract-driven fields from the supplier contract, using a single configured contract number format. Available for limited header and line fields.

System of record (SOR)

The system holding your AP data: the vendor master, invoices, payments, and purchase orders. An Agent Co-worker queries and writes to it but does not replace it.

System Sender

A sender type. A trusted automated source such as a vendor ERP, a billing platform, an e-invoicing network, or a payment processor. Configured by address, domain, or wildcard subdomain.

Task

The unit of work assigned to a person, completed, tracked, and reported on. Carries one or more actions.

Task SLA

The AP Helpdesk thresholds deciding when an open task is flagged At-Risk or Overdue in the analyst queue metrics.

Task status

Where a task sits in its lifecycle: NEW, OPEN, or DONE.

Task Suppression

The eighth capability section on the AP Helpdesk tab, present only under Collaborative Mode, controlling when the Agent Co-worker skips creating a task for a new message rather than what it does once a task exists. A suppressed message leaves no task to find, unlike one that is conditionally dismissed, where the task is created and then dismissed unassigned.

Tasks for Documents Created

A Document intake setting creating one task for every email where a document is generated and no task exists yet. When autonomous mode writes the document to the SOR automatically, an AI Agent task is created instead of a user task.

Tenant

The customer environment your work sits in, shown at the top right and switched from the header. Settings, connected systems, feature enablement, and Agent Co-workers all belong to a single tenant, so a setting that has vanished is more often a setting on another tenant than a permission you are missing.

Touchless

An invoice posted to the system of record with no manual field edits.

Triage

The first of the four processing stages an Agent Co-worker runs on an inbound email: it classifies the sender, decides whether the message is business mail, and sets the routing action that follows, with a confidence figure for the decision. Changing the classification or the action rewinds the pipeline, so the stages after it are processed again.

Unknown Sender

A sender type. Any sender that does not match a vendor, a colleague, or a trusted system. Handled with the strictest caution, and supplier record details are never surfaced in responses.

Vendor bill

The transaction created in the system of record when an invoice document is written to the SOR; the document received and the bill created from it are separate records. The SOR assigns the bill its internal ID, and the Vendor Bill Ext ID is the vendor’s own invoice number, the number a vendor quotes when they write in.

Vendor category

An AP Helpdesk vendor segment for which category-specific agent replies can be configured, drawn from your own vendor data. Standard Vendor covers suppliers outside your named segments.

Vendor master

The vendor records held in your system of record: every vendor the agent can act for, along with per-vendor data such as negotiated payment terms. Auditoria reads and syncs it but does not own it; vendor payment terms are applied at intake only where Payment Terms is set to Use Default Vendor Setting from SoR, and corrections are made in the source system, not in Auditoria. Bill Classification Defaults are the exception: those are held in Auditoria against the vendor record and are set there, not in the source system.

Work scope

The identity and boundary of an Agent Co-worker, set in step 1 of the wizard: its name, description, system of record, and connected mailbox. Bounds everything the Agent Co-worker can reach. The system of record is fixed after creation.

Write to SOR

The AP Invoices capability section setting the Agent Co-worker’s behavior when posting an invoice to the system of record: page handling for multi-bill attachments, ERP validation failure handling, and the required write checklist.