Glossary

Accounts payable (AP)

The business function responsible for managing and paying what an organization owes its suppliers.

AI Agent

The automated worker that monitors the connected mailbox, classifies senders, detects business intent, and either replies or raises a task.

AP Helpdesk

The Auditoria function that works an accounts payable mailbox: reading incoming mail, answering what it can from the system of record, and raising the rest as tasks.

Audit log

The record of actions and configuration changes, used for compliance and operational review.

Automatic Task Distribution (ATD)

The assignment of incoming tasks to a team or user by rule, rather than by hand.

Business intent

What an incoming message is asking for, such as Request for Payment Status or Invoice Submission. The agent detects it; you configure what happens next.

Collaborative mode

A workflow in which a person reviews, edits, and approves the agent’s work before it goes out. Also referred to as human in the loop.

Credit memo submission

A message submitting a credit memo, which is a document issued to correct or reduce an invoice.

Dashboard

The screen that reports mailbox activity, agent processing, and task metrics.

Duplicate detection

The check against documents already submitted, using the file hash together with document number, date, and amount, to stop the same document reaching the system of record twice.

Enrolled sender

A contact on a supplier record for which agent email processing is enabled.

ERP (enterprise resource planning)

The system that holds your finance and procurement records. AP Helpdesk reads vendor, invoice, payment, and purchase order data from it.

External cohort sender

A contact not found on supplier records, whose non-public email domain matches that of one or more supplier contacts.

File hash (SHA256)

A digital fingerprint of a file, used to recognize a document that has been submitted before even when it has been renamed.

Internal cohort sender

A contact not found on supplier records, whose email domain matches the connected mailbox or a configured employee contact.

Internal sender

A configured employee contact for which agent email processing is enabled.

Invoice submission

A message submitting an invoice for processing, usually as an email attachment.

Outcome

What the agent does once it knows the sender and the business intent. Configured per intent, in Intents and Outcomes.

Purchase order (PO)

An order raised against a supplier before the invoice arrives. The agent can report its status and use it when checking an invoice.

Record Access Control (RAC)

A restriction on which records a user can reach, applied separately from their role and usually aligned to entitlements in the ERP.

Relaxed matching

A configuration that lets a domain match alone qualify a sender for automated processing, where an exact contact match is not available.

Remittance advice

The notification sent to a supplier confirming which invoices a payment covered.

Role-based access control (RBAC)

The model that restricts access to features and data by assigned role, such as AP Helpdesk Analyst or AP Helpdesk Manager.

Sender classification

How the agent identifies who sent a message, from contact records and domain matching. It sets what the agent is permitted to do in reply.

Shared mailbox

The centralized inbox an AP team uses to receive supplier correspondence, and the mailbox the agent monitors.

Short pay inquiry

A question about a payment that was less than the invoiced amount.

SmartFlow skill

The configured automation that ties one mailbox to one system of record and runs the AP Helpdesk workflow. Running copies of it appear as instances.

SmartVendor

The console where AP Helpdesk activity is worked: the dashboard, the task queue, the mailbox, and the vendor, bill, credit memo, purchase order, and payment records.

System of record

The ERP or other system that holds the authoritative data the agent reads from and, where configured, writes to.

System sender

An automated source listed for your tenant by address, domain, or subdomain, such as a bounce notice, a portal notification, a statement run, or a mailer daemon. Mail from it is classified as System, which keeps it out of the reply path and out of the task queue unless system sender tasks are switched on.

Task

A unit of work the agent could not finish on its own. The task queue is made of these.

Unenrolled sender

A contact on a supplier record for which agent email processing is not enabled.

Unknown sender

A contact not found on supplier records, with no domain association to supplier contacts, employee contacts, or the connected mailbox. The agent replies without supplier detail.

Workday OCR

The Workday service that extracts data from invoice and credit memo files and brings the result into Workday.