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Agents Inquiry Resolution Synchronization Agent
Inquiry Resolution Synchronization Agent Icon

Inquiry Resolution Synchronization Agent

Automatically synchronizes resolved AP inquiries status across ERP, compliance, and audit systems, closes cases, and maintains a secure, auditable record of all actions.

Accounts payable inquiries often require multiple updates across ERP, compliance, audit, and reporting systems. Manually reconciling these updates is time-consuming, error-prone, and can leave gaps in audit trails or compliance records.

The Inquiry Resolution Synchronization Agent streamlines this process by detecting resolved AP inquiries and automatically updating their status across all connected systems. It consolidates information from invoices, payment records, case notes, and compliance logs, closes each case, and logs every action in a secure, tamper-proof audit trail.

By automating status updates and case closures, the agent ensures accurate, synchronized records, accelerates inquiry resolution, and provides full audit-ready traceability, reducing manual effort and enhancing operational efficiency for finance teams.

Accuracy
TBD

Speed
TBD

Input Data Set

Sample of data set required for Inquiry Resolution Synchronization Agent:

Case Resolution Summary


Case ID: AP-INQ-2024-8812
Assigned Analyst: David Chen
Date Resolved: 2023-10-26


Subject: Underpayment inquiry from Quantum Dynamics for Invoice QD-INV-75033.


Notes:
Vendor Quantum Dynamics reported a shortfall of $1,250.50 on payment for invoice QD-INV-75033.


Investigation confirmed the discrepancy. The root cause was a manual data entry error where the freight charge on PO #PO-2023-5821 was incorrectly omitted during the three-way match process.


I have processed a corrective payment batch for the outstanding amount of $1,250.50, under payment reference #ADJ-PAY-9154. The associated GL code 60520-Freight has been debited. The invoice status in the ERP should be updated to 'Paid-in-Full'.


This inquiry is now considered resolved. Please close this ticket and update all related records.

Deliverable Example

Sample output delivered by the Inquiry Resolution Synchronization Agent:

Inquiry Resolution Synchronization Report


Case ID: AP-INQ-2024-8812
Status: Synchronized and Closed
Timestamp: 2023-10-26T17:45:01Z




1. Resolution Summary


The agent has processed the resolution note for an underpayment inquiry related to Quantum Dynamics invoice QD-INV-75033. A corrective adjustment of $1,250.50 was initiated due to a data entry error. The following automated actions have been completed to synchronize all systems of record.


2. System Update Log






System of Record
Entity Updated
Field
Previous Value
New Value
Status






ERP (SAP S/4HANA)
Invoice QD-INV-75033
Status
Partially Paid
Paid-in-Full
Success




ERP (SAP S/4HANA)
PO PO-2023-5821
Notes
Inquiry Open
Resolved: AP-INQ-2024-8812
Success




Procurement Suite
Payment PAY-89102
Linked Adjustment
None
ADJ-PAY-9154
Success




Compliance Platform
Case AP-INQ-2024-8812
Discrepancy Amount
$1,250.50
$0.00
Success




Case Management
Ticket AP-INQ-2024-8812
Status
Pending Closure
Closed
Success






3. Audit Trail


A permanent audit log entry has been created to ensure full traceability for this resolution.


    

  • Log ID: 8a1b4c3d-9e2f-4a5b-8c6d-7e9f0a1b2c3d
    • 

  • Trigger Event: Resolution note submitted for AP-INQ-2024-8812.
    • 

  • Actions Performed:
      

    • Extracted key entities: Invoice QD-INV-75033, PO PO-2023-5821, Amount $1,250.50.
      • 

    • Harmonized data for cross-system updates.
      • 

    • Successfully executed updates across 3 primary systems (ERP, Procurement, Compliance).
      • 

    • Verified data synchronization and reconciliation gap closure.
      • 

    • Triggered automated case closure command.
      • 

    

    • 



4. Final Status


The inquiry case AP-INQ-2024-8812 has been automatically closed in the case management system. No further manual update is required.

Maximize Impact Across Core Functional KPIs

Risk Reduction
Employee Productivity
Process Cycle Time

Mitigates compliance failures and audit discrepancies by creating a tamper-proof, fully synchronized record of every inquiry resolution across all business systems.

Enhance Auditability and Compliance
  • Maintains a secure, unalterable log for every cross-system status update.
  • Ensures data consistency between ERP, compliance, and reporting systems.
  • Automatically links resolved inquiries to corresponding compliance and audit records.
  • Provides on-demand access to a complete history of inquiry resolutions.
Eliminate Data Discrepancies
  • Propagates inquiry status changes instantly across all connected platforms.
  • Prevents conflicting information by establishing a single, authoritative record.
  • Reconciles case notes, payment records, and compliance logs automatically.
  • Flags and logs any synchronization failures for immediate review.

Boosts finance team efficiency by eliminating manual, repetitive data entry, allowing personnel to focus on strategic analysis and exception handling.

Automate Manual Reconciliation
  • Detects resolved AP inquiries without human intervention.
  • Updates invoice, payment, and compliance records in their respective systems.
  • Removes the need for manual checklists and cross-system verification.
  • Closes corresponding cases automatically in case management systems.
Streamline Case Management
  • Consolidates all relevant resolution data into a single, unified record.
  • Reduces administrative overhead associated with closing inquiries.
  • Frees up AP specialists' time from low-value data management tasks.

Shrinks the inquiry-to-close lifecycle by automating final resolution and documentation steps, leading to faster financial reporting and close processes.

Accelerate Inquiry Closure
  • Triggers immediate case closure upon detection of resolution signals.
  • Executes cross-system updates in real-time, avoiding batch processing delays.
  • Reduces the time lag between inquiry resolution and system record updates.
  • Minimizes the queue of open but resolved inquiries awaiting manual updates.
Improve Operational Velocity
  • Provides stakeholders with faster access to accurate, up-to-date inquiry statuses.
  • Removes administrative bottlenecks in the accounts payable workflow.
  • Contributes to a more agile and responsive finance function.

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