Test and Activate an AR Remittance Mapping

Who this is for. SmartCustomer users with the SuperAdmin role.

Availability. The AR Mapping tab appears in SmartCustomer when AR Mapping is enabled for your organization.

Overview

Test and validate is the last step of the mapping editor. The editor shows it as Step 6 of 6 · Test and validate.

Test a mapping before it goes live. Test and validate runs the mapping on your samples and shows what it extracts. When the test passes, you can activate the mapping or keep it as a draft.

A live mapping reads every spreadsheet remittance (XLSX, XLS, or CSV) that arrives from its customer. What it reads is recorded without anyone checking it first. Testing, and your review of the values it shows, is your check before that happens.

Before you start

• The mapping has its samples, confirmed table boundaries, and mapped fields. To build one, start with Add the customer and samples.
• Only one mapping per customer can be live. If the customer already has a live mapping, you can test this one and save it as a draft. You cannot activate it until the other mapping is out of service.

Run the test on the samples

1. Open the mapping in the editor.
2. Select Test and validate in the list of steps. From Field mapping, you can also select Next.
3. Select the run button. With one sample, it reads Run on this file (all sheets). With several, it names the number of samples, for example Run on all 2 uploaded files.
4. Review the result, and compare its values with the file.

The result depends on how many sheets the run covers:

• One sheet: the Result heading names the file and the sheet. It counts the Mapped fields and shows the values read. A sample workbook with lookup or notes sheets also gets one Result. It covers only the sheet that Confirm marks as data.
• Several sheets: the Batch result counts the Runs and the Passed and Flagged runs. It also shows the Line items and the Field coverage. A run with field errors is Flagged.
  • Each file has a row with its File, Sheet, and Status. The row then gives the Tables and Line items counts, followed by Coverage and Errors. Coverage counts only the mapped fields, so a file with every mapped field read shows 100%.
  • Select a row to see the values extracted from that file.

For fields that come from the email, From the email shows whether each was found in each email sample.

When the test passes, Tested appears under Test and validate in the list of steps, and Activate becomes available.

For example, one Northwind Traders sample gives a Result with 1 table and 5 line items. It shows 7 mapped fields and No field errors. Both samples with one email sample give a Batch result of 2 runs, both passed. It counts 13 line items and 100% field coverage. From the email then reads 1 of 1 field found in every sample.

No field errors means each mapped field was read. It does not check that each value is right, so compare the values with the file. In Figure 1, Total Amount reads 7046.25, the sum of the Invoice Total Amount column. The Amount To Pay column adds up to 6,937.25, the file's Total Paid. To correct it, see Example: correcting the first pass in Review the field mappings.

Figure 1. The result for a mapping with one sample

Figure 2. A batch result with two passing samples

Test another file

Test another file to check the mapping against a remittance that is not a sample. For example, test a newer or longer file from the same customer. A file with more lines, or subtotals in other places, can come back Flagged.

1. On Test and validate, select Test other file(s)…, beside the run button.
2. Choose the file. You can choose more than one, and several files give a Batch result.
3. If Different header fields opens, the file's column headings do not match the samples. The dialog names the file and how many sample columns it found. Then do one of these:
   • To stop and keep the current result, select No.
   • To test the file anyway and replace the result, select Yes.
4. Review the Result. Its heading names the file and the sheet. It counts the Mapped fields and shows No field errors when every mapped field was read.

The close icon also closes Different header fields without testing. After No, a passing result still allows Activate. Of the two buttons, the one with a solid fill shows which run the result came from.

Each field the file cannot fill shows an error that names what is missing. An example is Amount To Pay: Column "Amount Paid" not found in this table. Those errors block activation until a test passes again.

A passing result on another file also marks the mapping Tested. Activate then becomes available, even if the samples were not run. Run the test on the samples before you activate.

Figure 3. A file whose column headings do not match the samples

Fix a Flagged file

A file comes back Flagged when the mapping cannot read one or more of its fields. Activate then stays unavailable until a test passes. See If Activate is unavailable on this page.

1. On Test and validate, find the file with errors. In a Batch result, its row reads Flagged, and Errors counts its fields with errors. A single Result counts them too, for example 1 field with errors.
2. In a Batch result, select the file's row. The row opens to show the values read from each table of the file.
3. Read the error lines. After each table's values, a line names a field and the reason it failed, for example Total Amount: no numeric values to aggregate.
4. Fix the cause. Look up each reason in AR remittance mapping messages. Then do one of these:
   • If the file is a sample, fix the field for that sample on Field mapping. See Check a field on another sample in Review the field mappings.
   • If you do not need the sample, remove it on Customer and samples.
   • If the file is not a sample, add it as one to see its fields on Field mapping. See Update a mapping for a new file layout in Manage AR remittance mappings.
5. Run the test on the samples again. Each file that passes reads Pass.
6. Check the reason beside Activate. When every file passes, the reason goes away, and Activate becomes available.

For example, confirming again with a new sample that states its currency can set both currency fields to Currency · detected from the file. The two older samples are then Flagged, each with an error such as Payment Currency: No currency code/symbol found in this file. Clearing both currency fields on Field mapping lets all three samples pass.

Changes that clear a test result

The last test result is saved with the mapping. When you reopen a saved mapping, the result is still there. Running a test does not count as an unsaved change.

The result is cleared when something it depends on changes:

• Any change to a field's mapping, even a change you then undo. Activate then shows Run Test and validate before activating.
• Switching a field between File and Email on Master fields, or editing an email sample. A field switched from Email to File also loses its mapping and reads Not mapped.
• Adding or removing a sample. An added sample is also checked in the background. If it has field errors, Activate names the file, for example Northwind_Remittance_20261006_long.xlsx has 2 field errors — open it and fix them before activating.
• Adding or deleting a rule.
• Changing a rule that a field uses, then selecting Save rule.
• Switching off a rule that a field uses. The field then shows Rule is disabled. Activate instead shows, for example, Resolve 1 field error before activating. To clear it, switch the rule back on or choose another source for the field. See Add and manage rules.

These changes keep the result:

• Renaming the mapping
• Changing its customer
• Switching off a rule that no field uses

After a change that clears the result, run the test again.

Save the mapping as a draft

Save a draft to keep the mapping without making it live.

Caution: Saving a live mapping makes it a draft, even when you changed nothing. The customer's remittances are not read with it until you activate it again.

Select Save draft, then check that the mapping shows Draft in the list. You can save a draft that has field errors, but you cannot activate it until they are fixed.

For when Save draft is available, see Moving through the editor in AR remittance mapping overview.

Activate the mapping

1. Select Activate. It becomes available after the mapping passes its test.
2. Read Make this mapping live?. It names the customer and summarizes the mapping. The summary gives the fields mapped and the rules on, with how many are bound to a field. It also says whether the mapping was tested. It reads Tested against the uploaded samples even when only another file was tested. It notes that editing it afterwards takes it out of service until you activate it again.
3. Select Activate. To go back without activating, select Cancel.

You return to the mapping list. Check that the mapping shows Active. From then on, spreadsheet remittances from the customer are read with this mapping.

Figure 4. The confirmation before a mapping goes live

If Activate is unavailable

The reason appears beside Activate. Where it names a customer or a mapping, or gives a count, it shows your own names and counts. Use the following table to fix it.

Table 1. Reasons Activate is unavailable

For other messages, see AR remittance mapping messages.

Related information

• Review the field mappings
• AR remittance mapping overview
• Manage AR remittance mappings
• AR remittance mapping messages