What this page shows
The AP portals page shows the invoices that Kolleno tracks on Ariba, the runs on your accounts and the items that need your action.
In the sidebar, click AP portals. The page has three tiles at the top and two tabs: Activity and Customers. The Customers tab shows the links between the Ariba buyers and your Kolleno customers. See Linking AP portal buyers to your Kolleno customers.
The tiles
Tracked invoices
The number is the count of the invoices that have an AP portal status. All statuses count, also Paid.
The value next to it is the total open balance of the tracked invoices that are not paid, in your company currency.
The badge counts the items that need attention: the accounts whose last status sync failed, and the invoices with the status Rejected or Failed.
Acceptance rate
The acceptance rate is the percentage of the decided invoices that the buyers accepted. Kolleno groups the invoices by their invoice date.
Accepted statuses are Acknowledged, Approved, Paying, Paid and Partially paid.
Decided statuses are the accepted statuses, and Rejected and Failed.
Pending, On hold, Cancelled and Unknown do not count.
The tile also shows the change from the previous month, in percentage points (pp). If no invoice of the month is decided, the tile shows —.
Example: 20 invoices have an invoice date in October. The buyers approved 8 of them, paid 1 and rejected 1. The other 10 are Pending. So 10 invoices are decided, and 9 of them are accepted. The acceptance rate is 90.0%.
Agent status
Active when at least one account is connected. Inactive when no account is connected.
Last run is the start time of the latest status sync, on any account. Rejection reasons runs do not count.
queued is the number of failed status syncs that wait for an automatic try again. See How AP portal runs work: schedule and manual runs.
The Activity tab
The Activity tab has three views. Each view shows a count: All, Needs attention and Status changes.
All
This view shows every run on your accounts, newest first. This includes the status syncs and the rejection reasons runs. To find a run, use the filters Status, Account and Run type.
Each run card shows:
The status: Running, Succeeded, Failed or Retrying.
The run type: Status sync or Rejection reasons.
The username of the account and when the run started.
For a status sync, the number of steps and the number of status changes. For a rejection reasons run, the number of invoices that it looked up.
Click a card to open it:
Execution log with the time that the run took.
Watch recording: a video of the browser session. A recording stays for 60 days. After that, Kolleno shows This recording is no longer available.
What went wrong: the error, if the run failed. See How AP portal runs work: schedule and manual runs.
What the agent did: the steps that the AI agent reported.
The status changes that the run found, with Invoice, Customer, Status and PO ref. First sighting means that this run saw the invoice for the first time.
Needs attention
This view shows:
The status syncs that failed after all tries. Kolleno does not try them again before the next scheduled run.
The invoices with the status Rejected or Failed on Ariba.
Each item has a guidance line that tells you what to do:
Item | Guidance |
Failed status sync | The agent couldn't finish this run. Check this account's sign-in details in settings, then run it again. To go to the account, click Open settings. |
Rejected invoice | The buyer rejected this invoice: … and the reason. See Rejection reasons for invoices rejected on an AP portal. |
Failed invoice | The portal couldn't process this invoice. Check it in the portal, then resubmit it. |
To open the Kolleno customer of an invoice, click Open customer.
An invoice leaves this view when its status on Ariba changes. For example, you resubmit the invoice and the buyer approves it.
A failed run stays in this view as a record. When the next status sync of the account succeeds, the account does not count in the Tracked invoices badge any more.
Status changes
This view shows every status change that Kolleno found, newest first. To find an invoice, search by invoice reference, or filter by status.
Each card shows the invoice, the customer, the previous status and the new status, and the PO reference from Ariba. Open the card to see:
Portal status: the exact status text on Ariba.
Rejection reason: for a change to Rejected. See Rejection reasons for invoices rejected on an AP portal.
The date of a change is the Status change date from Ariba. If Ariba shows no date, Kolleno uses the time of the run.
First sighting is the first time that Kolleno saw the invoice. Kolleno records one first sighting for each invoice.
Kolleno records a change only when the Kolleno status changes. If Ariba changes only the text of the status, Kolleno records no change.
The history starts when you connect. Ariba does not give the history of an invoice. Kolleno records the changes from its first run on the account. The first run records each invoice as a first sighting with its current status.
Portal statuses
Kolleno changes each Ariba status into one Kolleno status:
Kolleno status | Ariba status | What it means |
Pending | Queued, Sent | You submitted the invoice. The system of the buyer did not confirm it yet. |
Acknowledged | Acknowledged | The system of the buyer received the invoice. There is no decision yet. |
On hold | On Hold | The buyer stopped the invoice until they approve it. |
Approved | Approved | The buyer approved the invoice. |
Paying | Paying | The buyer started the payment. |
Paid | Paid | The buyer paid the invoice. |
Partially paid | Partially Paid | The buyer paid a part of the invoice. |
Rejected | Rejected | The buyer rejected the invoice, or the validation on Ariba failed. |
Cancelled | Canceled, Obsoleted | The invoice was cancelled, or a new submission replaced it. |
Failed | Failed | The invoice did not reach the buyer. |
Unknown | Any other text | Kolleno does not know the text. Portal status: on the card shows the text from Ariba. |
Paid on Ariba does not mean that you received the money. Kolleno does not change the payment status of the invoice in Kolleno. Your payments and your accounting system still decide if the invoice is paid.
AP portal status on the invoice list
You can see the portal status in the invoice list. Both columns are hidden by default. Add them in the column settings of the list.
AP portal status: the Kolleno status of the invoice. You can sort by this column.
AP portal rejection reason: the reason, for a Rejected invoice.
To filter the list, use the filter Inv. AP portal status. To find the invoices that are not on a portal, use is empty.
Common questions
Why is Tracked invoices lower than the number of invoices on Ariba? Kolleno tracks an invoice only when its buyer is linked and its number matches an invoice reference in Kolleno. See Linking AP portal buyers to your Kolleno customers and How AP portal runs work: schedule and manual runs.
Why did the acceptance rate of a past month change? Kolleno groups the invoices by invoice date. When a buyer decides on an invoice of a past month, the rate of that month changes.
Does Paid on Ariba mark the invoice as paid in Kolleno? No. The AP portal status is information only.
If a number on this page looks wrong, contact your Customer Success Manager or email support@kolleno.com.