Who this is for. Everyone who works with AR Remittances, from the staff who review remittances to the admins who configure it.
Availability. The terms apply where your organization has AR Remittances enabled. AR Remittances runs only on Workday as your system of record (SoR).
Overview
This glossary defines the main terms you meet in this guide and in the SmartCustomer console. Six groups follow, one for each part of the product. Within a group, the terms are in alphabetical order.
In the meanings, labels that appear on screen are in bold, exactly as the product shows them. Each entry links to the article that covers the term. For how the main terms fit together, see Key Concepts.
Product and console
These terms name AR Remittances, the SmartFlow Skill it runs in, and the console where you work. If the product names are new to you, start with this group.
Table 1. Product, SmartFlow Skill, and console terms
| Term | Meaning | Covered in |
|---|---|---|
| Agent | Auditoria's processing of your remittances. It reads the mailbox, classifies and extracts each attachment, and matches the customer. The product shows it as AI Agent, for example in the Written By column. | How AR Remittances Processes a Remittance |
| AR Mapping | The console tab where you build and maintain the mappings that read each customer's remittance files. | AR Remittance Mapping Overview |
| AR Remittances | The SmartCustomer function that reads remittance advices from your mailbox and writes the payments to Workday. It extracts each remittance into a payment record and matches it to a customer. You turn it on in the settings of the SmartCustomer SmartFlow Skill. | What AR Remittances Does |
| Function | One of the parts of the SmartCustomer SmartFlow Skill that an instance can run: AR Collections, AR Helpdesk, or AR Remittances. You turn each one on in the Settings step, for example with Turn on AR Remittances. | Settings |
| Instance | One configuration of the SmartCustomer SmartFlow Skill, with its own ERP connection and mailbox. SmartFlow Skills Management lists instances in its Running Instances table. In the console, the ERP: picker lists each instance by the name of its ERP connection. Mailbox: shows the mailbox of the one you pick. | Understanding the Running Instances Table |
| Record tabs | The console tabs that list customers, invoices, and payments. Other record tabs list credit memos and disputes. Each record opens its own details page. | Open a Record Tab |
| SmartCustomer | The SmartFlow Skill that runs AR Remittances, and the console where you work with remittances. The same skill can also run AR Collections and AR Helpdesk. | The SmartCustomer Console |
| SmartFlow Skill | An automation you configure and run from SmartFlow Skills Management. AR Remittances runs inside the SmartCustomer SmartFlow Skill. On the Customers tab, the Enroll or unenroll popover also lists AR Remittances as a SmartFlow Skill. | Navigating to SmartFlow Skills Management |
| SmartFlow Skills Management | The page where you run and configure SmartFlow Skills and check their status. It lists SmartCustomer under Autonomous Order to Cash. | Navigating to SmartFlow Skills Management |
| System of record (SoR) | The system where AR Remittances writes each payment. For AR Remittances, the SoR is Workday. Product labels use the short form, as in Write to SoR. | Before You Start |
| Workday | The only ERP on which you can turn on AR Remittances. The Turn on AR Remittances option appears only when the instance uses a Workday connection. | Before You Start |
Remittances and documents
These terms describe what a customer sends and what AR Remittances creates from it. They also name the values the product shows for each document.
Table 2. Remittance, document, and payment record terms
| Term | Meaning | Covered in |
|---|---|---|
| Classification | The type the agent gives a document: Remittance or Others. Others is for an attachment that is not a remittance. The list shows the value in the File Type column, and the document page shows it as Classification. | Classification, Status and Confidence |
| Confidence level | A rating of High, Medium, or Low for each document. It shows how sure the agent is of the values it extracted. The Confidence Level column shows it with a coloured dot. | Classification, Status and Confidence |
| Determined By | The column in a document's history that names the source of each assigned value. It reads Extraction, Hints, or Predictive Coding. A value set by a business rule starts with Business Rule: and names the rule. | Document Information |
| Document | The record AR Remittances creates from one attachment. It holds the file and the payment record extracted from it. For example, an email can show 1 Document created from 1 attachment. | Documents Overview and Workflow |
| Duplicate remittance | A remittance that repeats a payment that the matched customer already has, by payment number or transaction reference. The earlier payment can be in Workday, or waiting in Active Data. AR Remittances does not create a document for it. A dashboard chart counts these emails in Emails with some remittances from unknown or duplicate remittances. | How AR Remittances Processes a Remittance |
| Header fields | The payment-level values of a payment record. The standard ones cover the customer, the entity, and the payment date. They also cover the total amount and currency, the payment number, and the transaction reference. | Document Information |
| Line items | The rows of a payment record: the invoice or bill references and the amounts the payment covers. The document page lists them under Line Items, and Show Sum adds a Sum row. | Document Information |
| Payment record | The header fields and line items extracted from a document. The document page shows it in the Payment Record section. Which header fields appear depends on your organization's payment record configuration. | Document Information |
| Remittance, remittance advice | What a customer sends to say what a payment covers. It arrives as an email attachment. AR Remittances reads PDF files, spreadsheets in XLS or XLSX format, and CSV files. | What AR Remittances Does |
| Status | The processing state of a document, such as New or Edited. The list shows it in the Status column, and the document page shows it as Document Status. | Classification, Status and Confidence |
Customer matching and enrolment
These terms describe how AR Remittances ties a remittance to a customer. They also name the controls you use to correct the match.
Table 3. Customer terms
| Term | Meaning | Covered in |
|---|---|---|
| Autonomous mode | A customer setting that lets the agent write the customer's documents without review. It is available when the Write to SoR setting is Configurable at Customer Level. You turn it on with the Autonomous switch in the Write to SOR row of the customer page. | Enrol Customers in AR Remittances |
| Customer hints | Values that tell the agent which customer a remittance belongs to. You review them in Update Customer Hints, which opens from Match with a Customer on the document page. A Contains hint holds text you type. When a customer has several hints, a remittance must match all of them. The agent also learns customer names from written documents. | Customer Hints |
| Customer Match Status | Shows whether the document is matched to a customer. Its values are Known, Unknown, and Unenrolled. The Active Data list has a Customer Status column with the same three values. | Classification, Status and Confidence |
| Enrolment | Turning AR Remittances on for a customer. You enrol from Enroll or unenroll on the Customers tab, or in a customer page's Enrollment section. Product labels use the spelling Enroll. Enrolling from a document page also makes that customer's open documents Known at once. | Enrol Customers in AR Remittances |
| Entity | The company in your organization that a payment belongs to. It appears as the Entity field on the document page, and as a column in the Documents list. | How the Entity Field Is Set |
| Match with a Customer | The control on the document page for choosing a document's customer. It has a search box and lists each customer as Enrolled or Unenrolled. | Customer Hints |
Documents sub-tabs and actions
The Documents tab has three sub-tabs, and each document sits in one of them. These terms name the sub-tabs and the actions that move a document between them.
Table 4. Documents sub-tab and action terms
| Term | Meaning | Covered in |
|---|---|---|
| Active Data | The sub-tab where each new document arrives. A document stays here until it moves to Written to SoR or Dismissed Documents. | Active Data Tab |
| Dismiss | The action that takes a document out of Active Data. The dialog asks you to confirm, and the document moves to Dismissed Documents. If your organization has the feature turned on, the dialog also has a Reason to Dismiss box. | Review and Write a Remittance |
| Dismissed Documents | The sub-tab that holds dismissed documents. It shows the reason, who dismissed each document, and when. From here you can Move to Active Data or Purge a document. | Dismissed Documents Tab |
| Document history | The list of changes to a document, opened from View Document History on the document page. It lists each entry with its time, who made it, and its number of changes. A selected AI Agent entry shows each field's extracted value and assigned value. A user's entry shows each field's previous value and modified value. The agent's entry that records a document's creation uses the same columns as a user's entry. For a document received before history was recorded, the panel reads No audit history available. | Document Information |
| Move to Active Data | The action on Dismissed Documents that returns a dismissed document to Active Data. | Dismissed Documents Tab |
| Not a Payment | The button on the document page that changes a remittance to Others. It dismisses the document. Like Dismiss, it asks for a reason when your organization has the Reason to Dismiss box turned on. | Review and Write a Remittance |
| Purge | The action on Dismissed Documents that deletes a dismissed document. You cannot move a purged document back. | Dismissed Documents Tab |
| Write to SoR (action) | The action that writes a document's payment record to Workday. A written document moves to Written to SoR. In Active Data, the row Action menu offers it only for a Known customer. On the document page, it is unavailable until the customer is matched. For the toolbar Action menu, see Toolbar Actions. For the conditions, see Classification, Status and Confidence. | Review and Write a Remittance |
| Written to SoR | The sub-tab that holds documents written to Workday. Its documents are read-only. The Written By column shows AI Agent or the name of the user who wrote each document. | Written to SoR Tab |
Configuration settings
These terms name the options you set when you configure the SmartCustomer SmartFlow Skill for AR Remittances. Each option applies to one instance.
Table 5. Configuration terms
| Term | Meaning | Covered in |
|---|---|---|
| Autonomous | The Write to SoR option under which the agent writes documents classified as Remittance with no user review. | Write to SoR |
| Collaborative Mode | The Write to SoR option under which a user reviews and writes every document. The AR Helpdesk options use the same label for a setting of their own. | Write to SoR |
| Configurable at Customer Level | The Write to SoR option under which every document waits for review, except the documents of customers in autonomous mode. | Write to SoR |
| Date Format | The option on the Settings step that sets how dates show: MM/DD/YYYY, DD/MM/YYYY, or DD-MMM-YYYY. | Settings |
| File types | The attachment formats an instance reads. The Settings step offers PDF and CSV, and the spreadsheet formats XLS and XLSX. | Settings |
| Second destination | A second system that receives payments after a successful Workday write, and zero payment records without one. Write to another destination sends each one as a CSV file to an SFTP folder, through a Universal Connector connection. The files are uploaded on the frequency you choose. | Write to Another Destination |
| Turn on AR Remittances | The option on the Settings step that turns AR Remittances on for an instance. It appears only when the instance uses a Workday connection. | Settings |
| Write to SoR (setting) | The setting that decides who writes documents to Workday. It offers Collaborative Mode, Autonomous, and Configurable at Customer Level. | Write to SoR |
| Zero payment record | A payment record whose total amount is 0.00 and whose line amounts add up to 0.00. With Zero Payment Records selected, it goes only to the second destination. AR Remittances creates no Workday payment for it. The option appears only after you select Write to another destination. | Write to SoR |
Dashboard and Mailbox
These terms name the dashboard sections for AR Remittances, the report you can download, and the Mailbox view.
Table 6. Dashboard, report, and Mailbox terms
| Term | Meaning | Covered in |
|---|---|---|
| Activity report | The report you download from the ARR Agent Activity dialog, for a Start Date and End Date you choose. The dialog opens from AI Agent Activity on the dashboard or in the Documents toolbar. | AR Remittances Activity Summary |
| AR Remittances Activity Summary | A dashboard section for AR Remittances. It counts emails and remittances for one of four periods, from 1 Day to 365 Days. Its three charts are Emails Received, Documents Processed, and Documents Actions. | AR Remittances Activity Summary |
| Document Intelligence | A dashboard section with three cards: Documents Written to SOR, Documents Dismissed, and Top 10 Fields with the Most Edits. It offers the periods 1 Day and Current Month to Date. | Document Intelligence and Top Customers |
| Mailbox | The console's view of the connected mailbox, opened from the envelope icon after the last tab. For a remittance email, it shows whether each attachment created a document. | Mailbox |
| Mailbox label | A label that marks the outcome for an email in the Mailbox, for example HereIsNewRemittance or MultiTab. The labels you see depend on the functions your organization runs. | Mailbox |
| Top Customers | A dashboard section that lists the customers with the most documents. Its cards are Top 10 Customers with Documents in Active Data and Top 10 Customers by Volume. | Document Intelligence and Top Customers |