Missing Document Detection

Common issues

• Tally hasn't flagged anything. Most likely the vendor history doesn't yet meet the threshold (at least six documents on different dates, with consistent spacing). Tally evaluates recurring patterns once enough dated history exists; irregular histories may not qualify.
• A vendor we don't expect anymore is flagging. Click Not expected on the row. Tally will stop treating that vendor as recurring.
• The expected amount looks wrong. It's the average of the vendor's past documents, as above. Tally doesn't promise the next charge will match exactly — large variance vendors are flagged as irregular and don't surface here at all.

How Tally decides what's missing

Tally only flags vendors where she's seen enough of the pattern to be confident. A vendor is recurring when both are true:

• Tally has seen at least six of its documents, on different dates — five intervals between them. Documents that failed processing, and possible duplicates nobody has confirmed, don't count.
• The spacing is consistent: the intervals' sample standard deviation is at most half their average.

A recurring vendor's next document is due on the date its average interval after its latest document falls on. It is late once today is at least one whole day past that date, and more days past it than the intervals' standard deviation. Days late are whole calendar days from the due date.

If your business uses irregular vendors, ad-hoc contractors, or one-off purchases, those won't trigger missing-document alerts. The feature is deliberately quiet on noisy patterns.

Privacy and safety

• Missing-doc detection runs entirely on your own workspace's history. Tally never compares your books to anyone else's to make these decisions.
• No outbound contact. Tally surfaces the candidate; you decide whether to email the vendor, call the client, or wait. Tally won't draft or send a message on your behalf in this view.
• Every Mark received / Expected later / Not expected / Dismiss action is logged for audit. Reviews stay accountable.

What's next

• Learn how Tally thinks — the broader memory layer that recurring-vendor patterns live inside.
• How Tally learns — the difference between context and authority, and why patterns only start firing alerts after enough history accumulates.
• Documents — review and approve — the review surface where individual documents are processed.

What you'll do

• Open Memory → Open Loops in the portal.
• Skim the Overdue vendors banner — vendors that usually appear by now and haven't.
• For each row, choose: Mark received, Expected later, Not expected, or Dismiss.
• Continue with your normal review — Tally keeps watching the next cycle.

What you see on each row

For every overdue vendor, Tally shows:

• The vendor name.
• How many days late the expected document is.
• The estimated amount: the average of the vendor's past dated documents in your business's currency, leaving out rejected documents and possible duplicates nobody has confirmed.
• Four action buttons (described below).

Where the firm view fits

A firm partner viewing a client's books sees the same Overdue vendors banner inside the client's Memory tab, plus a roll-up signal on the Close Readiness card showing how many recurring vendors are still missing for the current period. No raw cross-client data — each client's missing-doc list is scoped to that client's workspace.

Your options on each row

• Mark received. The document arrived through a different channel (forwarded later, paid in person, captured outside Tally). Tally clears the missing-doc flag and keeps watching the next cycle.
• Expected later. The vendor confirmed the document is coming in a few weeks. Tally defers the next check to a later date and stops alerting in the meantime. (Tally accepts a defer of 1 to 90 days.) The deferral holds until the date you chose, or until Tally sees a document dated after the pattern's previously latest document.
• Not expected. The vendor stopped billing — service ended, account closed, contract finished. Tally stops treating this vendor as recurring, and the decision holds: routine recalculation will not quietly undo it. If Tally later sees a document dated after the last document in the recurring pattern, the pattern becomes active again. (It is the document's own date that counts, so importing older history does not restart a vendor you have switched off.)
• Dismiss. You acknowledge the alert but aren't ready to mark it resolved. Tally goes quiet for a week. If the document still hasn't arrived after the week, Tally will surface the row again with a clear note that this is a follow-up.

Every action you take is recorded — your review history shows exactly when each missing-doc decision was made and by whom.