Rover Accounts

Though they are related, it is important to distinguish a Rover Account from a Vendor Account when operating within Discovery.

Rover Accounts

Rover Accounts are managed through a Rover Credential and are accounts established by each Vendor to digitally represent a Service(s) offered at a Location. Essentially, Rover Accounts are representative of accounts found when you're logged into the respective vendor portal. Rover Accounts are leveraged primarily in Discovery for Vendor Invoice retrieval.

Vendor Accounts

Vendor Accounts are set up manually in Discovery and may have a corresponding Rover Account, but it is not a requirement as not all Vendor Invoices are retrieved by automation through Rover.

Likewise, there may be many Rover Accounts discovered in the vendor portal that will not be leveraged in Discovery and will not have a corresponding Vendor Account.

To learn more about Rover Accounts and how they're used to retrieve Vendor Invoices, please see the Rover Credentials documentation.

Subscribing Accounts

Once a Rover Credential pair is validated and returns identified Rover Accounts from the vendor portal, the next step is determining what accounts you would like subscribed and fetched into Discovery's Gather area.

The Rover Accounts section will list the first 12 accounts that were discovered. The complete list can be accessed by clicking the View All link below the Rover Accounts section. Clicking on View All will take you to a general Rover Accounts listing page pre-filtered to only show Rover Account Numbers associated with these Rover Credential pair.

To Subscribe Rover Accounts, please follow these written steps as a guide:

1: Click on View All.
2: Select the number of Rover Account Numbers to display on a single page.

Initially, 15 Rover Account Numbers are displayed on the page. We would like to see all Rover Accounts (or as many as we can) on a single page. Here we choose 100.
3: Please Subscribe the Rover Account Numbers for which you would like to fetch Vendor Invoices moving forward.

For each Rover Account Number you would like a Vendor Invoice fetched, please check the associated box in the first column and click the Subscribe button.

Discovery will poll this vendor portal in accordance with its invoicing schedule for any new accounts you've marked as Subscribed and will fetch matching invoices into Discovery. Once invoices are fetched, they can be found in Discovery's Gather area. Subscribing a Rover Account number will not fetch an existing invoice unless you affirmed the Fetch Latest Invoices toggle during the preceding Vendor Credential Pair set up.

Here are some additional details you may consider:

Any Rover Account numbers not marked as Subscribed will not be fetched into Gathered.
The Most Recent Invoice Date column depicts the most recent date for a Vendor Invoice that was found in the vendor portal.
Once a Rover Account Number is Subscribed, the beginning subscription date will displayed in the Subscribed At column

Before finalizing your Subscription choices, please review the Matching section below.

Matching

Auto Matching

When viewing a Rover Credentials or Rover Accounts page, the Vendor Account column illustrates whether or not Discovery has automatically Matched a Rover Account number to an existing Vendor Account. Feel free to check out the Vendor Account documentation to find out why Vendor Accounts are such an integral component in Discovery!

Available statuses in this column are simply Matched or Unmatched. A Matched account will display the matching Vendor Account number as a blue link. An Unmatched status represents that no corresponding Vendor Account can be located in Discovery.

If possible, we highly recommend that a corresponding Vendor Account is set up for each Rover Account prior to establishing its managing Rover Credential pair in Discovery. This enables Discovery to automatically Match any discovered Rover Accounts (under a Rover Credential pair) to known Vendor Accounts.

To set up a Vendor Account, please follow the guidelines provided in the How do I create a Vendor Account help document. If Vendor Accounts are not set up beforehand, manual Matching will need to occur.

Manual Matching

Once all relevant Vendor Accounts are established, return to the existing target Rover Credentials page. You should not observe any changes, as automatic Matching only occurs upon initial Rover Credential pair validation. Additional steps are now needed to manually Match any identified Rover Accounts to its respective Vendor Account in Discovery.

To manually Match a Rover Account to a Vendor Account, please follow these written steps as a guide:

1: Click on Rover Credentials
2: Using the Search and Filter options, locate your target Rover Portal Credentials.
3: Click on View
4: In the Rover Accounts section, you'll find a list of all accounts; Matched and Unmatched. For any Unmatched Rover Accounts you wish to manually Match, click on View.
5: Once on the Rover Account detail page, click on Edit.
6: Enter the Vendor Account number you previously created and want to match into the Vendor Account field. Select the Vendor Account from the available match.
7: Click on the Save button.
8: Return to the Rover Credential page to confirm this Rover Account is now Matched to a Vendor Account.

I've Signed New Business. What Do I Do Now?

When you've signed new business and received a new account number from your Vendor, you'll need to perform a few actions to ensure these new Vendor Invoices will be fetched into Discovery automatically moving forward.

1: Get the Account number from the Vendor.
2: Log into your Vendor's Portal and link the new Account number to that credential.
3: Navigate to the same Rover Credential pair within Discovery. If this Rover Credential pair does not yet exist, please add it as outlined in the How Do I Add a Rover Credential? section above.
4: When viewing details for your target Rover Credential, you'll find a listing of discovered Vendor Portal Accounts. Discovery polls all Rover Credentials for new accounts a few times a week. It's possible your new Rover Account number has already been discovered. If you do not find your Rover Account in list, you can manually poll for new accounts using the blue round refresh account search button. It may take a few moments for Rover to login into the vendor portal and search for new Rover Accounts.
5: Once your new Rover Account has been discovered, you can then Subscribe the account to automatically fetch Vendor Invoices into Discovery.

If you have additional questions or need more in depth information, please feel free to send us a message using the help beacon in the lower right-hand corner.