Who this is for. AP Helpdesk Analysts and Managers, and ProcureToPay Managers and Agents, working in SmartVendor. Each tab is gated by its own permission, by your system of record, and by the functions the agent runs, so you may not see all of them. See Roles and Access.
Which tabs you see depends on the agent. At its fullest, an agent handling both functions shows Dashboard, Documents, Tasks, Vendors, Bills, Credit Memos, Purchase Orders, Contracts and Payments. An agent configured for AP Helpdesk alone shows that row without Documents and without Contracts; an agent configured for AP Invoices alone shows it without Tasks and without Payments. Individual tabs drop out of either row according to the conditions below, so a shorter row is common.
SmartVendor is the read-only copy of your accounts payable master data that Auditoria keeps in step with your system of record. It is exposed in SmartVendor as up to seven list tabs: Vendors, Bills, Credit Memos, Purchase Orders, Contracts, Payments and Item Receipts. Which of them appear depends on your source system, the features enabled for your tenant, and your role. Every tab behaves the same way: a count in the tab heading, a toolbar on the right, a paged grid beneath.
This article covers what the tabs have in common and where each one differs. Each tab carries its own toolbar, and its controls are described in that tab’s own article.
Two tabs are documented elsewhere because they belong to other workflows: Tasks is covered in Find and Filter Tasks, and the system sender icon opens System Sender Management.
Open a record tab
In the navigation rail, select SmartVendor.
Select the tab you need: Vendors, Bills, Credit Memos, Purchase Orders or Payments.
Read the record count in the tab heading. The grid opens unfiltered, with the most recent records first.
Your last tab is not remembered between sessions. SmartVendor opens on Vendors each time.
Which tabs you will see
What decides whether a tab is present: the permission on your role, the system of record behind the tenant, the invoice template in use, the functions the agent runs, and the features enabled for your tenant. Table 1 gives the condition for every entry on the row, including the two icons at the right-hand end, which carry a tooltip in place of a text label.
Table 1. Tab availability
Tab |
When it appears |
|---|---|
Vendors |
Always. |
Bills |
Always. |
Credit Memos |
A system of record that supports credit memos: Workday, or a Universal ERP connection with credit memo support turned on. There is no Credit Memos tab on other ERPs. |
Purchase Orders |
Hidden on Intacct sources, and on any source where the invoice template has purchase orders turned off. |
Payments |
An agent that runs the AP Helpdesk function. |
Table 1 covers the five record tabs. The rest of the row follows the functions the agent runs.
Dashboard is always present.
Tasks requires a SmartVendor app that includes AP Helpdesk. An agent handling AP Invoices alone has no Tasks tab.
Documents requires the AP Invoices function.
Contracts requires the AP Invoices function, and is not present on Coupa sources.
Two icons sit at the right-hand end of the same row rather than in the tab list. Mailbox opens the connected mailbox, and System Sender Management opens the trusted-sender configuration. The System Sender icon appears only where the agent runs AP Helpdesk. See Mailbox and System Sender Management.
The Tasks tab holds the same task list as the AP Workcenter home page, narrowed to the agent you are looking at. The controls are identical, so they are described once: see Find and Filter Tasks, Read a Task and Assign, Prioritize, and Complete a Task.
If a tab is missing and you expect it, check the permission first. It is the fastest of these to confirm. Your administrator can see it in Administration > User Management.
Scope the Vendors list by enrollment
The Vendors tab is the only one with scope counts. Three sit above the table: All, Enrolled and Unenrolled. Selecting one filters the grid and adds a Clear All Filters control. Enrollment decides which vendors the AP Helpdesk agent will correspond with, so the split is operational rather than cosmetic.
Figure 1. The Vendors tab, showing the enrollment scopes above the grid and the toolbar on the right.
When the SmartFlow is not set to auto-enroll new vendor records, a line beneath the counts reports how many have arrived since the date shown, for example 12 vendor records added (since 07/14/2026). That line is your prompt to review and enroll them. It does not appear when auto-enrollment is on, or when no new records have arrived.
To act on what the scope shows you, see Vendor List.
Switch between base and foreign currency
The Bills, Credit Memos and Payments tabs carry a Currency switch offering Base and Foreign. It changes which amounts the money columns display; it does not filter rows. A list of 5,006 bills shows 5,006 bills in either position.
Base shows amounts converted to your organization’s reporting currency, which is the right choice when you are totalling or comparing across vendors. Foreign shows the amount as the document was issued, which is what a vendor will quote back to you on a call. The Vendors and Purchase Orders tabs have no switch.
Figure 2. The Bills tab with the Currency switch beside the toolbar.
Page through a long list
Every grid pages the same way. The footer carries Rows per page, the range and total (for example 1-20 of 5,006), first, previous, next and last page controls, and the page count. A horizontal scrollbar runs under the grid whenever the visible columns are wider than the window.
Paging applies after filtering, so the total in the footer reflects the filter you have set rather than the size of the table. When the footer total and the tab heading disagree, a filter is active.
Exports take the list as it is currently filtered and columned, rather than only the page you are looking at. Filter first, then export. That is far quicker than exporting everything and cutting it down in a spreadsheet.
What each tab holds
Table 2. The record types
Tab |
Contents |
Typical use |
|---|---|---|
Vendors |
The whole vendor master, scoped by enrollment. |
Find a vendor, check enrollment, confirm contacts before a call. |
Bills |
Every vendor bill available to the agent. |
Answer “have you received our invoice” and “when is it due”. |
Credit Memos |
Vendor credits available to the agent. |
See what a credit offsets before applying it. |
Purchase Orders |
The POs read from your system of record. |
Check a PO by number, vendor or date when matching fails. |
Payments |
Payments made to vendors. |
Answer “when were we paid” with a date, amount and status. |
Figure 3. The Credit Memos tab.
Figure 4. The Purchase Orders tab.
Figure 5. The Payments tab.