What a run is
A run is one visit by Kolleno to one Ariba account. There are two types of run:
Status sync. Kolleno reads the invoice list of the account and saves the status of each invoice.
Rejection reasons. Kolleno looks up why a buyer rejected an invoice. This run starts automatically after each successful status sync. See Rejection reasons for invoices rejected on an AP portal.
This article is about the status sync.
What a status sync does
Kolleno signs in to the Ariba account.
A Kolleno AI browser agent opens the invoice list of the account, for all customers. The agent uses these filters:
Invoice date: the last 365 days.
Status change date: the Status change window of the account. The default is the last 31 days.
The agent exports the list. Kolleno reads these columns: Invoice Number, Customer, Reference, Invoice Status and Status change date.
For each row, Kolleno finds the buyer and its linked Kolleno customer. Then Kolleno finds the invoice of that customer with the same reference as the Invoice Number. See Linking AP portal buyers to your Kolleno customers.
Kolleno saves the status of the invoice. If the status changed since the last run, Kolleno records a status change.
The agent does not submit or change anything on Ariba. Kolleno records the browser session. You can watch the recording on the run card for 60 days. A status sync can take up to 30 minutes.
When the runs happen
Scheduled runs
Kolleno runs each connected account on a schedule. You set the schedule on the AP portals settings page, in Automation:
Scheduled runs switches the schedule on or off.
Run frequency is Daily or Weekly.
Run frequency | When Kolleno runs each account |
Daily | Once a day, at approximately 06:00 UTC. |
Weekly | Once every 7 days, at approximately 06:00 UTC. Kolleno counts the 7 days from the last scheduled run. |
The scheduled runs start for your company the first time that a user opens the AP portals settings page. The page tells you this: Opening this page turns on scheduled checks for this company if they were not already on. The default frequency is Daily.
If you change the frequency, Kolleno counts from the last scheduled run. Example: the last scheduled run was on Monday. On Tuesday you change the frequency to Weekly. The next scheduled run is on the next Monday.
Kolleno does not run an account that is disconnected or that needs re-authenticating. See Connecting your SAP Ariba account to AP portals.
Status change window
Each account has a Status change window. This is how far back each run looks on Ariba for status changes. The options are Last 24 hours, Last 7 days, Last 14 days, Last 31 days, Last 90 days, Last 6 months and Last 365 days. The default is Last 31 days. The account card shows the window.
Each run reads only the invoices whose status changed in the window. If the status of an invoice did not change, Kolleno keeps the status from an earlier run.
Use a window that is longer than the time between two runs. Then a failed run does not cause a gap.
An Ariba export has a maximum of 1,000 rows. Kolleno sorts the list by the newest change first, so it reads the 1,000 most recent changes. If an account has more changes in the window, choose a shorter window.
Run an account now
You do not need to wait for the schedule.
One account: open the menu on the account card and click Run now. Kolleno shows Run started.
All accounts: on the Overview tab of the Ariba details, click Run all accounts now. Kolleno shows how many accounts it started.
A run that you start does not change the schedule. The next scheduled run happens at the usual time.
Kolleno does not start the run in these cases:
Scheduled runs is off for your company.
The account is disconnected or needs re-authenticating.
A status sync already runs on the account. Kolleno shows Run started., but it does not start a second status sync.
Only one run can use an account at a time. If a rejection reasons run uses the account, the status sync waits until that run ends. This can take up to 80 minutes.
Each run signs in to Ariba and uses the AI agent. Use Run now when you need a new status, not as a regular check.
When a run fails
If a status sync fails, Kolleno tries again automatically:
The second try starts approximately 15 minutes after the first failure.
The third try starts approximately 60 minutes after the second failure.
While Kolleno waits for the next try, the run card shows Retrying. The Agent status tile counts the run as queued.
After three failed tries, Kolleno stops. The run goes to the Needs attention tab. The next scheduled run tries again. See The AP portals dashboard: tracked invoices, runs and statuses.
Kolleno does not try again when Ariba refuses the sign-in details. After three refused sign-ins in a row, the account needs re-authenticating.
The run card shows the error in What went wrong:
Error | What it means | What to do |
The agent was temporarily unavailable. | The service that runs the AI agent did not answer. | Nothing. Kolleno tries again. |
The agent could not read the portal this time. | The agent could not export or read the invoice list. | Nothing. Kolleno tries again. If the error comes back every day, watch the recording and contact support. |
The portal did not accept the stored sign-in details. … | Ariba refused the username, the password or the 2FA code. | Update the sign-in details, then check the connection. See Connecting your SAP Ariba account to AP portals. |
No two-factor code arrived within 300 seconds | The 2FA code did not reach Kolleno in time. | Check the email forwarding or the phone number. See Two-factor authentication for AP portal accounts. |
The agent's status check failed unexpectedly. | An unexpected error occurred. | If the error comes back, contact support. |
Pause the runs
All accounts: on the settings page, turn off Scheduled runs.
Kolleno stops the scheduled runs and the automatic tries again.
Kolleno also stops the rejection reason lookups.
You cannot use Run now.
You can still use Check connection.
One account: disconnect the account. See Connecting your SAP Ariba account to AP portals.
When you turn on Scheduled runs again, the next run follows the frequency. Kolleno does not run the accounts at once.
Common questions
Why does an invoice have no AP portal status? One of these is true:
The buyer of the invoice is not linked to a Kolleno customer. See Linking AP portal buyers to your Kolleno customers.
The Invoice Number on Ariba is different from the invoice reference in Kolleno.
Two invoices of the same customer in Kolleno have the same reference.
The invoice date is more than 365 days ago.
The status of the invoice did not change in the status change window after you connected the account.
Which time zone does the schedule use? UTC.
Can Kolleno run more than once a day? Not on a schedule. The most frequent schedule is Daily. For an extra run, use Run now.
If a run fails again and again, contact your Customer Success Manager or email support@kolleno.com.