Documents to Process Page

The Documents to Process page is a centralized workspace for managing uploaded documents and creating supported transaction in Restaurant365. Documents can be used to create new transactions (supported for journal entries, AP payments, bank transfers, AP invoices, and credit memos), attach to existing transactions, or stored for reference purposes.

The page includes two tabs: Documents to Process, which lists documents pending action, and Recently Completed, which shows documents that were recently used to create or update transactions.

From this page documents can be managed in the following ways:

View documents
Create transactions manually
Create transactions with OCR
Merge documents
Split documents
Assign document locations or transaction types
Reset documents
Archive documents
Attach documents to existing R365 transactions

For organizations using Capture AI, selecting Create or Review for an AP invoice or credit memo opens the Draft Transaction screen, where document details are reviewed and matched to R365 fields before finalizing the transaction.

For organizations without Capture AI, selecting Create opens a split view showing the transaction record alongside the uploaded document. The displayed view is dependent on the user permissions and preferences. Learn more about Documents to Process settings.

All other document types open in a split view, regardless of Capture AI settings.

This article references the new Draft Transaction experience, which is available to all users.
Learn more about the New Draft Transaction Screen.
View legacy Draft Transaction documentation.

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.

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 log 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 log shown in Draft Transaction Screen is the same activity displayed on the Documents to Process page. The Activity log 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 AP Payment Journal Entry Bank Expense Bank Transfer Bank Deposit AR Invoice AR Credit For organizations with Capture AI, Capture AI only processes AP invoices and AP credit memos.
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 Screen 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. Attach: Opens the Transactions screen which displays existing transactions the selected document can be attached to. This option is the primary action for all document types except AP invoices and credit memos. Attach is available for AP invoices and credit memos in the action bar and in the Draft Transaction screen. This option is only available for users with permissions to edit the document type. 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 AP Payment Journal Entry Bank Expense Bank Transfer AR Invoice AR Credit Memo
Activity & Comments	Opens the Activity log 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 log shown in Draft Transaction Details is the same activity displayed on the Documents to Process page. The Activity log 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.

Transactions Screen

The Transaction screen is accessed by selecting attach in the action bar. It supports attaching documents to the following transactions types:

AP Payment
Journal Entry
Bank Deposit
Bank Expense
Bank Transfer
AR Invoice
AR Credit Memo
AR Payment

	Button/Field	Description
1	# of Documents	Displays the number of documents selected in the action bar.
2	Expand/Collapse	When collapsed, expands the screen to full size. When expanded, collapses the screen to a smaller size.
3	X	Closes the Transaction screen.
4	Search	Search - Filters the table for the entered text in the following columns: Vendor Number Location
5	Table Options	A menu of the following table options: Table Views: Saved table filters and column settings. The highlighted view is currently displayed. Click on a view to display the table with the saved filter and columns settings. Learn more about managing table views: Create or duplicate a view Edit or rename a view Set a default view Set a view as public or private Delete a view Column Filtering - Turns column filtering on or off. When enabled, filters can be applied directly in the column headers. Changes made to the table using this toggle apply only while the page is open. To make this setting permanent across all tables, update it in User Preferences. Refresh Data - Refreshes the table without changing the view.
6	Transaction Row	The row that represents an existing approved or unapproved R365 transaction.
7	Attach	Attaches the document to the transaction and removes it from Documents to Process.

Transaction Screen Columns

Column	Description
Transaction Type	The type of transaction displayed in the row. Transaction types include: AP Invoice AP Credit Memo AP Payment Journal Entry Bank Expense Bank Deposit Bank Transfer AR Invoice AR Credit Memo AR Payment By default, the transaction is filtered to the document type of the selected document.
Vendor	The vendor associated with the transaction. Click the hyperlinked vendor name to open the vendor record.
Location	The location assigned to the transaction in the row.
Number	The number assigned to the transaction. Click the hyperlinked number to open the transaction.
Transaction Date	The date of the transaction.
Transaction Amount	The total transaction amount.