Documents to Process Page

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  • Updated on Apr 24, 2025
  • Published on Jun 10, 2024
  • 7 minute(s) read
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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

  • Attach documents to existing R365 transactions

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.

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

1

Document Preview

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

2

Add Issues

A list of possible issues that can be assigned to a 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.

3

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.

4

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.

5

Archive

Opens a table view of archived documents.

6

Search

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

7

Upload Document

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

8

Smart Grid Controls

Table ViewsSave/edit table views.
FilterFilter column information.
ColumnsRearrange table columns.
ExportExport the table to a .csv file.
RefreshRefresh the table.

Learn more about working with Smart Grids.

9

Card view

Switches the page to the card view.

10

Table view

Switches the page to the table view.

11

Refresh

Refreshes the table.

12

Bulk Edit Menu

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.

Hover over the the priority column and click the arrow to mark a document as high priority.

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.

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.

Document Type

Type of document: AP Invoice or Credit Memo.

Comments

Links to comment 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.

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.

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.

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

1

Document Preview

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

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

Search

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

4

Smart Grid Controls

Table ViewsSave/edit table views.
FilterFilter column information.
ColumnsRearrange table columns.
ExportExport the table to a .csv file.
RefreshRefresh the table.

Learn more about working with Smart Grids.

5

Card view

Switches the page to the card view.

6

Table view

Switches the page to the table view.

7

Refresh

Refreshes the table.

Columns

Column

Description

Priority

Displays the document priority.

Hover over the the priority column and click the arrow to mark a document as high priority.

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 or Credit Memo.

Comments

Links to comment 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.

Status

Displays the current status of the document.

Documents in the Recently Completed tab are set to ‘successful’.

Actions

View: Opens the selected transaction in a new tab.

More Options Menu

Opens a menu with the following option:

Draft Transaction Sidesheet

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 Character 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

Learn more about the Draft Transaction Sidesheet.