Who this is for. Super Admins configuring an Agent Co-worker. No other role has access to the setup wizard. Managers still own the decisions these settings record, and are the people to ask when a setting is wrong. Requires the AP Helpdesk function enabled on the agent. See the Roles and Access.
External Sender is the classification given to a vendor, or someone from a vendor’s organization, matched through your vendor directory. Selecting View External Contacts in the Contact Management capability group opens the list, with the current count on the button.
Open the External Contacts panel
On the Define capabilities step, select the AP Helpdesk tab.
In the left navigation, select Contact Management.
Next to External Sender, select View External Contacts. The panel opens and shows the total count of external contacts.
Figure 1. The External Contacts drawer, opened from Contact Management.
What the panel holds
The panel describes itself as holding external vendor contacts sourced from the connected system of record. The list is read-only, because vendor records are managed in the SOR. Use the search to find a specific vendor, or export the visible rows as CSV.
Table 1. Columns
| Column | Holds |
|---|---|
| Vendor ID | The supplier identifier, for example S-0183
|
| Vendor Name | The vendor record name |
| Vendor Email | One contact address on that vendor |
A vendor appears once per contact address, so one supplier commonly occupies several rows. The panel header shows the total and offers Export CSV for the visible rows.
This list is read-only. Contacts cannot be added or corrected here. They come from the connected system of record. A vendor writing from an address that is not on this list is not External at all; they classify as Unknown, and the agent answers without supplier detail. The fix is in the SOR, not here.
Search the list
Enter a value in the Search vendor ID, name, or email field. The list filters to matching rows.
Each row shows three columns: Vendor ID, Vendor Name, and Vendor Email. The list is paginated; the indicator at the bottom shows the current page, the total pages, and the rows per page.
Why a vendor appears more than once
A single vendor appears on one row per contact email on file. A supplier with an AR clerk, a billing address, and a general enquiries address occupies three rows under the same Vendor ID.
Each of those addresses is matched independently, and all resolve to the same vendor record. An address missing from this list is not matched even when other addresses for the same vendor are present.
Export the list
Select Export CSV to export the visible rows as a CSV file.
The export supports reconciling against your own vendor contact records, or handing a list to whoever maintains the vendor master.
Fix a missing or wrong contact
Because this list is read-only, corrections happen upstream:
Update the vendor record in the system of record.
Wait for the next connection sync to bring the change through. The connection sync runs every four hours by default, and vendor master is not one of the record types offered for the hourly refresh.
Return here and search for the address to confirm it arrived.
Read the count and the enrollment status
The total count is a quick sanity check during setup. A count far below your vendor base indicates a synchronization problem rather than a configuration problem.
An external sender also carries a status of Enrolled or Unenrolled, recording whether the vendor record is activated for AP Helpdesk processing. That is separate from whether the contact appears in this list.