Who this is for. AR and cash-application staff who review remittances and write payments to Workday. Only the SuperAdmin role can use AR Remittances. See Roles and Access.
Availability. The Documents tab appears when AR Remittances is enabled for your organization and turned on for the selected instance. You choose the instance in the ERP: picker. You can turn on AR Remittances only on an instance whose system of record (SoR) is Workday.
Overview
You review a remittance on its Document Information page. You correct any wrong value, then write the payment to the SoR, or take the document out of processing. This article gives the steps. For the parts of the page, see Document Information.
On a document opened from Active Data, you can:
edit the payment record and the line items
write the document to the SoR
mark the document as not a payment
dismiss the document
view the document history
move to the next or the previous document
Figure 1. The actions at the top of the Document Information page
Before you start
Each procedure starts on a document opened from Active Data. To open one, select the document icon beside its File Type value.
Documents in Written to SoR and Dismissed Documents do not offer Edit, Write to SoR, or Dismiss.
The Reason to Dismiss box appears only when your organization has it turned on. Without it, the dialog only asks you to confirm.
Edit a document
Edit is not offered on an Others document or for an Unenrolled customer. It is also not offered while the status is Upload in progress or Failed to sync to sor after write.
Select Edit. The button changes to Cancel while you edit. Save takes the place of Write to SoR.
Change the values in the payment record and the line items. For the entity, choose a value from the Entity list.
Select Save.
Figure 2. A document in Edit mode
While you edit, other users see a tooltip on the status of the document in the list. It gives your name and email address, and says that you are editing the document. The same line shows in orange beside the action bar on the document page.
If you delete every line and select Save, a message says that line items cannot be empty. The document is not saved.
If you select PREVIOUS or NEXT with unsaved changes, a dialog asks you to confirm. It warns that unsaved changes will be lost. To keep them, cancel the dialog and save first.
Write a document to the SoR
Before you write, confirm that Customer Match Status reads Known. For an Unknown customer, Write to SoR shows but is unavailable until you match the customer. See Customer Hints.
Caution: A write creates a payment in Workday. A written document offers no action that changes it, so check its values before you write.
Compare the customer, the payment record, and the line items with the preview.
Select Write to SoR. The write starts at once, with no confirmation.
The document moves to Written to SoR, and the agent creates the payment in Workday. See Written to SoR Tab. The payment is created unapplied. Its Memo field holds a link that opens the document in Auditoria.
Mark a document as not a payment
Use Not a Payment when the agent classified an attachment as a remittance but it is not one. The document is reclassified and dismissed in one step.
Next to Classification, select Not a Payment. The dialog asks Would you like to continue with updating the document classification from remittance to other document type? It adds This will dismiss the record.
If the dialog shows Reason to Dismiss, enter a reason.
Select Dismiss.
Figure 3. The dialog that Not a Payment opens
The classification changes to Others, and the document moves to Dismissed Documents. Reason to Dismiss is optional. The dialog's Dismiss button is available while the box is empty.
Dismiss a document
Dismiss a document that you do not want written to the SoR. It moves to Dismissed Documents, where you can move it back to Active Data. See Dismissed Documents Tab.
Select Dismiss. The dialog reads You choose to dismiss the document. Please provide the reason to dismiss this record.
If the dialog shows Reason to Dismiss, enter why you are dismissing the document.
Select Continue.
Figure 4. The dialog that Dismiss opens
The reason shows in the Dismissed Reason column of Dismissed Documents. Cancel closes the dialog and keeps the document in Active Data.
View the document history
Select View Document History. The panel opens at the right of the page.
To see only the agent's changes, clear User. To see only users' changes, clear AI Agent.
Select an entry to show its field detail.
Figure 5. An agent entry expanded in View Document History
For the columns of the panel, see Document Information.
Move between documents
PREVIOUS and NEXT step through the documents of the list you opened the page from. They follow the list's order, with its sort, search and filters applied.
Select NEXT to open the next document, or PREVIOUS to open the one before it. On the first document of the list, PREVIOUS is dimmed.
Troubleshooting
Table 1 lists problems you can meet on the Document Information page, with their causes.
Table 1. Troubleshooting the Document Information page
Symptom |
Cause |
What to do |
|---|---|---|
The preview shows Loading Preview... for several seconds |
A spreadsheet preview takes several seconds to load. It then shows the file. |
Wait for the preview to load, or download the file. |
The preview of a CSV file shows a question mark in a black diamond in place of some characters |
The file is saved in an encoding other than UTF-8, such as UTF-16. The preview reads every CSV file as UTF-8. |
Download the file and open it in a spreadsheet application. |
PREVIOUS and NEXT stay dimmed after you refresh the page |
A known issue with page refresh. |
Go back to the list and open the document again. |