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Administrator Guide
Last Updated: 2023-06-23
Concept: AP Accruals and AP Helpdesk

Concept: AP Accruals and AP Helpdesk

Auditoria.AI SmartBots for Workday provides these accounts payable (AP) features to help you manage tasks in your procure-to-pay process:
  • AP Accruals
  • AP Helpdesk
You can integrate only the Gmail and Microsoft Outlook email platforms with the Auditoria.AI SmartBots for Workday product offering, and:
  • Subscriptions to these email platforms aren’t included as part of the product offering.
  • Integrations between these email platforms and the product offering aren't included as part of the Service.
To use these features, you must subscribe to Innovation Services if you're on the MSA-type (see below) subscription service agreement. If you haven't subscribed to Innovation Services, contact your account executive to request the Innovation Services Addendum. For more information, see Workday Innovation Services on Workday Community.
You might need to take additional steps to enable this feature based on your organization's subscription service agreement. Your organization is either on the Main Service Agreement (MSA) or the Universal Main Service Agreement (UMSA). To determine your organization's subscription service agreement:
  1. Select your profile avatar on Workday Community.
  2. Select
    Profile
    .
  3. On your profile page, select your organization's name, which is beneath your name and next to your job title.
  4. View your
    Subscription Service Agreement
     value.
If the value is:
  • UMSA
    , the feature is automatically available. You can skip the
    Enable Innovation Services Feature and AI Data Contributions for MSA Customers
     step. For more information on Machine Learning data contributions, see Concept: Workday AI for Universal Main Subscription Agreement Customers.
  • MSA
    , you must enable this feature through Innovation Services using the
    Enable Innovation Services Feature and AI Data Contributions for MSA Customers
    step.
Note: UMSA customers don't have Innovation Services tasks and reports in their tenants as these are for MSA customers only. UMSA customers can ignore all information regarding Innovation Services.
To learn more about updates, fixes and known issues, see

AP Accruals

AP Accruals uses SmartBots to email internal stakeholders and suppliers for accrual estimates and accesses data from these business documents in Workday Financial Management:
  • Purchase orders (POs).
  • Supplier bills.
  • Suppliers.
On the AP Accruals dashboard, you can view:
  • Email threads when suppliers respond to accrual estimate requests.
  • Statuses for accrual estimate requests and journal entries.
SmartBots use data from supplier responses to generate draft journal entries, which you can modify before posting to Workday.
You can assign suppliers to accrual groups, and then assign owners who can review and approve the accruals for each group. You can also drill down on accrual groups to view details for:
  • Journal lines.
  • PO data.
  • Record data.
  • Vendor summaries.

AP Helpdesk

AP Helpdesk connects to Workday Financial Management, enabling you to access Workday data from:
  • Invoices
  • Payments
  • POs
  • Suppliers
SmartBots use this data to complete tasks and process internal and supplier queries by:
  • Automating and escalating queries to team members.
  • Classifying emails by intent and sender type.
  • Flagging potential duplicate invoice submissions.
  • Verifying authorized contacts and sending replies.
You can also use the helpdesk dashboard to:
  • Access a shared mailbox to view all emails.
  • View metrics on mailbox activity, including email volume, SmartBot-detected intents, and SmartBot actions.
We assign priority levels to dashboard tasks and categorize them into 1 of these tabs:
Option
Description
SmartBot Tasks
Displays the tasks that SmartBots resolved. You can drill down on each task to view:
  • Applied email labels.
  • Associated suppliers.
  • Email attachments, summaries, and threads.
  • Replies sent by SmartBots, which are based on custom templates.
User Tasks
Displays tasks that SmartBots escalate to team members, who can assign themselves or others to resolve the tasks manually.
Review Tasks
Enables team members to review, edit, and approve SmartBot responses.
You can also:
  • Adjust SmartBot-detected intents and extracted values before you reprocess them.
  • Enroll suppliers directly for email monitoring.

Offboarding

To complete the offboarding process, and regardless of your service agreement, send a discontinue notification through your Workday Customer Success Manager (CSM) or support channels.
If you enabled the feature through Innovation Services, you must also opt out of the service through Innovation Services Enablement. If you opt out, the functionality might be available to end users until Workday validates your opt-out request.