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
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.
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 |
A permanent audit log entry has been created to ensure full traceability for this resolution.
8a1b4c3d-9e2f-4a5b-8c6d-7e9f0a1b2c3d
AP-INQ-2024-8812
.QD-INV-75033
, PO PO-2023-5821
, Amount $1,250.50
.The inquiry case AP-INQ-2024-8812
has been automatically closed in the case management system. No further manual update is required.
Generates personalized resolution summaries and delivers timely notifications to efficiently close accounts payable inquiries.
Automatically records, secures, and validates all accounts payable inquiries to maintain continuous audit compliance and traceability.
Streamlines triage, compliance validation, and routing for AP exceptions to accelerate accurate and consistent resolution.
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Validates AP and P-Card transactions against policies, thresholds, and documentation rules, surfacing noncompliance and accelerating period-end close.
Validates, normalizes, and consolidates AP data to ensure accurate and reliable period-end close reporting.