Documents to Process page

Updated on 30 Aug 2024
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This article provides an overview of the Documents to Process page as well as descriptions of the fields, controls, and components. For more information about Documents to Process and the actions performed from this page, see Documents to Process Overview.

There are two ways to view the Documents to Process page: the card view and the table view. The table view allows users to perform bulk actions by selecting multiple documents. The card view allows users to details alongside a thumbnail image of the document.

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

Table view

	Field	Description
1	Add Issues	When selected, this button displays a list of possible issues with the selected document. Custom issues can be added using the Comment field at the bottom of the list.
2	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.
3	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.
4	Archive	When selected, this button displays a list of archived documents.
5	Search	Searches the list by file name. When the user enters a file name in the field, the table automatically updates to display documents matching the search criteria.
6	Upload Document	Allows the user to upload documents into R365.
7	Table Views	Create or edit sets of sort and filter options to save new table views.
8	Columns	Opens the Columns selector where users can choose to show or hide columns in the table or change the order of the columns.
9	Filter	Opens the Filter Columns window where users can create and apply table filters. Select the filter icon to open the Filter Columns window. Once open, click Add Filter to select the Column and Filter Type, and then enter the Value that should be filtered. Select the Apply button to filter the table for the information entered.
10	Export	Downloads a copy of the document list as a spreadsheet file.
11	Card view	Switches the page to the card view.
12	Table view	Switches the page to the table view.
13	Refresh	Reloads the table to update the document list.
14	Bulk Select checkboxes	Allows users to select one or more checkboxes to open the Bulk Edit menu, which includes the following options: Create Invoice - Manually create an invoice from the document. Edit Values - Edit the Document Type, Location, Assigned User, and/or Priority. Merge Documents - Combine multiple files into a single manageable file. Attach to Existing Transaction - Open a sidesheet displaying existing AP Transactions. The selected documents can then be attached to an existing AP Invoice or Credit Memo. Archive - Mark the file as a duplicate and move it from the main list to the Archive view. Delete - Remove the file from the Documents to Process screen.
15	Priority	Marks the document as high priority by hovering over the Priority column and selecting the arrow.
16	File Name	File name of the document.
17	Assigned To	User who is assigned to imputing transaction details into R365.
18	Created On	Date when the document was uploaded.
19	Pages	Number of pages included in the document.
20	Location	Location from which the document was uploaded.
21	Issues	Any notes added that explain issues with the upload. These may be issues like Vendor Incorrect or Duplicate Number. Issues can also be manually entered by the user by clicking the +Add Issues button when viewing a document entry.
22	Document Type	Type of document: AP Invoice or Credit Memo.
23	Comments	Allows users to view or add comments in this column. The number indicates the number of comments attached to the document. If no comments have been added, the Add Comment button appears. Learn more about Docs to Process Comments here.
24	Status	Displays the current status of the document. Users may see any of the following statuses: Ready For Review Waiting Verification Needed - Failed
25	Actions	The Create button directs the user to the AP Invoice/Credit Memo form. To avoid two Users entering an AP Invoice and/or Credit Memo at once, enable Document Locking on the Miscellaneous tab of System Preferences. Locked documents display a grayed out Locked button in place of the Create button. However, if a user is inactive for more than 30 minutes while entering a transaction, the transaction details are saved and the Create button becomes available again.
26	Delete	Deletes the uploaded document.

Docs to Process Additional Columns

When AP Capture AI is enabled, users will also see the following columns:

Column	Description
Vendor	The vendor associated with the document.
Transaction Number	The identifying number associated with the transaction.

Card view

	Field	Description
1	Archive	When selected, this button displays a list of archived documents.
2	Locations	Filter the screen to display documents for all location or for specified locations.
3	Search	Begin entering a file name in the field. The screen updates to display documents matching your search criteria.
4	Card view / Table view	Switch between the card view and the table view.
5	Refresh	Reload the table to update the document list.
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

Draft Transaction side sheet

The Draft Transaction side sheet is used to enter or verify information when creating or reviewing a document. Information can be entered manually or automatically with R365's AP Capture AI tool, which uses Optical Caracter Recognition (OCR) to pull data directly from the document into R365.

When using AP Capture AI, if a field is not matched automatically, the tool filters the drop-down to display potential matches, making it easier for users to locate and select the correct option from the list.

If Entry Instructions are available for the vendor, these instructions are shown between A and B. Entry instructions are entered on the Vendor record and can be especially helpful when used with services such as AP Capture Pro and AP Capture AI.

The Attachment Viewer for the Documents to Process page is comprised of three major components:

( A ) Controls and General Information
( B ) Details
( C ) Split View

For more information, see Draft Transaction Sidesheet.

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AP Capture: Labels in Review OCR Mapping

Table of contents

Table view
Card view
Draft Transaction side sheet