Documents to Process Page

The Documents to Process page contains all documents that have been uploaded for transaction creation. The page also includes a Recently Completed tab where transactions that were recently created can be reviewed. Both tabs have a card view and table view. The table view includes bulk edit actions by selecting multiple documents. The card view displays document details alongside a thumbnail image of the document.

From this page users can perform the following actions:

View documents
Create transactions manually
Create transactions with OCR
Merge documents
Split documents
Assign document locations or transaction types
Reset documents
Archive documents

Selecting the Create or Review button in a document row opens the Draft Transaction sidesheet where users can match information from the document to fields in R365.

Navigation

Navigation Steps

Open the Accounting accounting application.
Expand the Accounts Payable folder.
Click Documents to Process.

Search

Navigate to pages with the R365 global search bar:

Enter all or part of the page name in the R365 global search bar.
Select the page from the results list.

Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance.

Documents to Process Tab

The documents to process tab has a card view and table view and options to view documents to be processed and recently completed documents.

Table View

Field

Description

Document Preview

Displays a preview of the pdf or image associated with the selected document.

.xls and .xlsx files do not appear as a preview.

The preview menu bar only appears for .pdf, .doc, and .docx files.

Add Issues

Opens a menu of issues that can be assigned to the document. Options include:

Vendor Incorrect
Location Incorrect
Item Incorrect
Date Incorrect
Total Incorrect

Custom issues can be added using the Custom Issue field at the bottom of the list.

All AP Invoices and Credit Memos that have an issue reported will have the Document Issues tab added to the transaction after it is initially saved.

Tabs

Changes the table view to show either:

Documents to Process - Documents awaiting processing, review, or approval.
Recently Completed - Documents completed within the past 90 days.

Category filters

Filters the table to show one of the following:

All - All documents.
Priority - Documents marked as high priority.
Issues - Documents with issues.
Documents with issues remain in the document queue until the transaction is approved.

Each button displays the number of pending documents in that category.

Archive

Opens a table view of archived documents.

Searches the vendor and file name columns for the entered text.

Upload Document

Opens the upload file window where files can be drag and dropped or browsed for upload.

Smart Grid Controls

	Table Views	Save/edit table views.
	Columns	Rearrange table columns.
	Filter	Filter column information.
	Export	Export the table to a .csv file.
	Card view	Switches the page to the card view.
	PDF Preview view	Switches the page to the table view.
	Refresh	Refresh the table.

Learn more about working with Smart Grids.

Document Selector

Selects the document for bulk editing in the action bar.

Document Row

The row for an individual document.

Click to view the document in the Document Preview.

Action Bar

When one or more documents are selected, the bulk edit menu opens. The options available in the bulk edit menu are dependent on the number of documents selected and the document status. The options may include:

Plus : Opens an invoice record in with the attachment viewer for manual creation of the invoice.
- Only available when one invoice is selected.
Edit: Opens the edit menu with the following options:
- Document Type: Invoice or Credit Memo
- Location: Assigns a location to the document.
  - The location cannot be updated in the gridview when the document is in the following statuses:
    - Verification Needed
    - Ready for Review
- User: Assigns the selected document to an R365 user.
- High Priority: Marks the document as high priority.
Attach: Opens a sidesheet where the document can be attached to an existing R365 transaction.
Reset: Deletes OCR mappings for the draft transaction and returns the document to a waiting status.
- Only available when all selected documents are in a ‘verification needed’ or ‘review’ status.
- This option is only available when Capture AI is enabled.
Archive: Removes the document from the Documents to Process tab and moves it to the archive.
Split: Opens the document preview to full screen for document splitting.
- Only available when one document in a ‘waiting’ status is selected.
Merge: Combines separate files into one document.
- Only available when all documents selected are in a ‘waiting’ or ‘failed status’.
Trashcan: Removes the document from Documents to Process.
Create with OCR: Submits the selected documents to be processed by Capture AI.
- Only available when 2 or more documents are selected that are in the ‘waiting’ or ‘failed’ status.
- This option is only available when Capture AI is enabled.
Close: Closes the bulk edit menu.

Columns

Column	Description
Selector	Selects the document for bulk editing.
Priority	Displays the document priority. Click to open the dropdown with the following priority options: Critical High Standard Low
File Name	File name of the document.
Pages	Number of pages included in the document.
Assigned To	User who is assigned to process the transaction.
Created On	Date the document was uploaded.
Activity & Comments	Opens the Activity feed which displays the history of actions performed on the draft transaction and includes a comment field for adding notes. Users can tag R365 users in comments to notify them. The Activity Feed shown in Draft Transaction Details is the same activity displayed on the Documents to Process page. The Activity feed records the following actions for draft transactions: Document created Attached document Digitized document (Document went through OCR) Reset document Archived document Unarchived document Processing initiated Transaction created Failed document Added comment Updated field Added line item Deleted line item linked line item Each entry includes the user, timestamp, and any additional details available for that action.
Location	Location assigned to the document. The location column in the Documents to Process screen displays the location assigned to the draft transaction when either of the following conditions is met: The location is manually assigned by a user on the Draft Transaction form. The location is assigned by the OCR process based on a direct mapping.
Vendor	The vendor associated with the document. This column is only displayed when AP Capture AI is enabled.
Transaction Number	The identifying number associated with the transaction. This column is only displayed when AP Capture AI is enabled.
Issues	Notes that identify problems or concerns with an uploaded document, such as an incorrect vendor or a duplicate invoice number. If the system detects that the document’s content matches an existing upload, it adds a Possible duplicate issue. Duplicate detection is based on the document’s content and type, not the file name. Users can also add issues manually by selecting Add Issue when viewing a document entry.
Document Type	Type of document. Options include: AP Invoice AP Credit Memo
Status	Displays the current status of the document. Users may see any of the following statuses: Ready For Review - The document has been processed and the draft transaction does not have errors. Waiting - The document has been uploaded but is awaiting creation. Verification Needed - The document has been processed but the draft transaction has errors that need to be addressed. Failed - Document processing was unsuccessful. The document can be reprocessed using the ‘create’ option. This column is only displayed when AP Capture AI is enabled.
Actions	Displayed actions vary based on the document’s status. The following actions may appear: Review: Opens the Draft Transaction Details in split view of the transaction. Users can review the document, compare it with the transaction, and confirm or correct fields populated by OCR. This action is available only when the document is in Ready for Review or Verification Needed status. Create: For organizations with Capture AI, Create initiates OCR processing for AP Credit Memos and AP Invoices. For organizations without Capture AI, Create opens Split View in the accounting or operations view, based on user permissions and preferences. For journal entries, Create opens a split view of the document and journal entry record. To prevent multiple users from entering the same transaction, enable Document Locking on the Miscellaneous tab in System Preferences. When a document is locked, a grayed-out Locked button replaces Create. If the user is inactive for more than 30 minutes, the system saves the transaction and unlocks the document, making Create available again.
Delete	Deletes the uploaded document.

Card view

	Field	Description
1	Archive	Displays a list of archived documents.
2	Search	Searches the vendor and file name for the entered text.
3	Locations	Filter the screen to display documents for all location or for specified locations.
4	Card view / Table view	Switches between the card view and the table view.
5	Refresh	Reloads the table to display the most current information.
6	Document cards	Each card includes the following options: AP Invoice - Create a new AP Invoice Credit Memo - Create a new Credit Memo Delete- Delete the Document

Recently Completed Tab

Field

Description

Document Preview

Displays a preview of the pdf or image associated with the selected document.

Tabs

Changes the table view to show either:

Documents to Process - Documents awaiting processing, review, or approval.
Recently Completed - Documents completed within the past 90 days.

Searches the vendor and file name columns for the entered text.

Smart Grid Controls

	Table Views	Save/edit table views.
	Filter	Filter column information.
	Columns	Rearrange table columns.
	Export	Export the table to a .csv file.
	Refresh	Refresh the table.

Learn more about working with Smart Grids.

Card view

Switches the page to the card view.

Table view

Switches the page to the table view.

Refresh

Refreshes the table.

Columns

Column	Description
Priority	Displays the document priority. Click to open the dropdown with the following priority options: Critical High Standard Low
File Name	File name of the document.
Assigned To	User who is assigned to process the transaction.
Created On	Date the document was uploaded.
Pages	Number of pages included in the document.
Location	Location assigned to the document. The location column in the Documents to Process screen displays the location assigned to the draft transaction when either of the following conditions is met: The location is manually assigned by a user on the Draft Transaction form. The location is assigned by the OCR process based on a direct mapping.
Vendor	The vendor associated with the document. This column is only displayed when AP Capture AI is enabled.
Transaction Number	The identifying number associated with the transaction. This column is only displayed when AP Capture AI is enabled.
Document Type	Type of document: AP Invoice AP Credit Memo
Activity & Comments	Opens the Activity feed which displays the history of actions performed on the draft transaction and includes a comment field for adding notes. Users can tag R365 users in comments to notify them. The Activity Feed shown in Draft Transaction Details is the same activity displayed on the Documents to Process page. The Activity feed records the following actions for draft transactions: Document created Attached document Digitized document (Document went through OCR) Reset document Archived document Unarchived document Processing initiated Transaction created Failed document Added comment Updated field Added line item Deleted line item linked line item Each entry includes the user, timestamp, and any additional details available for that action.
Actions	View: Opens the selected transaction in a new tab.
Menu	Opens a menu with the following option: Review OCR Mapping: opens OCR Mapping. This option is only available for organizations with Capture AI. If no additional options are available, the menu is not displayed.