Link the login, work the exceptions, and take access back — transcript

Play this as a presentation — one slide per step, with the same narration. Every word of every step is on this page.

This presentation is for you if you run accounts payable at GadgetSphere and the group for a supplier is built and checked. In about ten minutes you will link the supplier’s people, agree how both sides use the rows, run the review that makes the whole arrangement worth having, and end the access cleanly when it is no longer needed.

Step 1 — Link a person and give them the applet

After this step the wholesaler’s accounts person will be able to sign in and see their rows. Open the group on the Supplier applet’s Consolidated Arap screen, go to its Login tab, type the person’s e-mail address and press Verify Email. If the address already has a login, Add links it to the group. If it has none, Send Invite e-mails an invitation that carries the group, and the link is written when they accept it. Linking is not the whole job: the person also needs the AP Automation Supplier Access applet on their login, which your administrator installs in the Tenant Admin applet. Link each person by their own work address, not a shared mailbox, so you can take one person’s access away without touching anyone else’s.

Reference: AP Automation Supplier Access Applet — Before you can use it

Step 2 — Agree what a useful remark says

After this step every remark will tell your team what to do next. A remark that says only “please check” costs both sides a phone call. Agree with the wholesaler that each remark on an unmatched row says which of a few things happened: the goods have not been delivered yet; they were delivered under a different delivery-order number, and here it is; or the amount differs, and why. The Action Deadline is the date they will act by, such as issuing a corrected document. The delivery-order answer is often a fix on your side, because a receipt keyed with the number in Client Doc 3 is picked up at the next matching run, while a different amount has no tolerance and must be settled between you.

Reference: AP Automation Applet — Troubleshooting

Step 3 — Save from a fresh listing, on both sides

After this step far fewer remarks will vanish between your team and the supplier. Each Save, yours or theirs, sends back the whole row as the listing held it when the row was opened, with only that screen’s own fields changed. So if your listing was loaded before the supplier saved a remark, the row you open shows their remark, but your Save writes the old empty one back over it. It works in reverse too: a supplier saving from a listing loaded yesterday puts back yesterday’s Finance Remark. Reload the listing just before you open a row, agree with the supplier which days each side edits, and reopen the row after saving to check both sides’ fields survived. And once a row is PAID, do not save it again: its Payment Status is locked, a Save can clear it, so check the status if anyone does.

Reference: AP Automation Applet — B2B vs E-invoice Summary

Step 4 — Review the unmatched rows every week

After this step the login will be earning its keep. Once a week, the person who owns supplier reconciliation opens the B2B versus E-invoice Summary and searches it by supplier. For every row not matched on value, one of three things should be true: the supplier has written a remark with a deadline still ahead, your team has written a finance remark saying what it is waiting for, or the row is being chased today. Value matching needs the amounts to agree exactly, so a small Amount Difference is still a question to settle. Mark a row PAID only when the payment has actually gone out, because nothing checks it: Payment Status posts nothing, pays nothing and reconciles nothing. The review is done when no unmatched row is without an owner.

Reference: AP Automation Applet — B2B vs E-invoice Summary

Step 5 — Take access back in two places

After this step a person who has left the supplier, or a supplier you no longer buy from, will have neither a place in your group nor the applet on their login. Do two things, the same day. Delete the person’s line on the group’s Login tab. Then ask your administrator to uninstall the AP Automation Supplier Access applet from that login, on the user’s Installed Applet tab in the Tenant Admin applet. Do both, because deleting the line alone does not end the login’s access to the applet. Delete the line rather than setting it inactive: an inactive line does not end access either. Keep a list of who has a login, and check it whenever a supplier tells you someone has left.

Reference: Tenant Admin Applet — Tenant Users

Check yourself

Three to five questions on what you just heard. Every correct answer links to the page that makes it correct, so you can check the source, not just the mark.

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