The Draft Transaction experience in Documents to Process is being upgraded to help users review and finalize transactions faster with less manual entry. During this transition, both the legacy Draft Transaction and the new Draft Transaction screen are available.
This article highlights new functionality and options in the new Draft Transaction Experience.
Managing the Draft Transaction Experience
The new Draft Transaction experience is available to all organizations with Capture AI.
To try the new experience: From the menu, select Try new form.
To revert to the classic Draft transaction: select Classic Form from the Actions menu.
Key Enhancements
The new Draft Transaction experience includes all the functionality from the legacy Draft Transaction with a modernized and more streamlined feel as well as enhanced options for improved usability and efficiency.
Consolidate GL Entries for by Account Vendors
A new setting in the Miscellaneous tab of System preferences, ‘Consolidate GLs from Draft Transactions’ consolidates separate line items rows that share a location and GL account into one line item. This option only applies to vendors entered by item, and gives the user the ability to control whether they prefer to see lines broken out, or simplify GL entries with a consolidated entry.
Navigate between documents within the Draft Transaction Screen
Navigate between documents already processed by Capture AI from within the Draft Transaction screen.
Approve Draft Transactions
The option to approve has been added to the Draft transaction screen, reducing touchpoints in the process for users who create and approve transactions.
New OCR model for Capture AI
We’re upgrading the AI engine that reads Capture AI invoices so more header and line‑item details are recognized correctly the first time. This helps auto‑fill more fields on the Draft Transaction screen and reduces how often AP staff need to manually fix vendor, item, GL account, and location mappings.
All new AP Capture customers will use this enhanced OCR model by default, and existing customers will be gradually moved to it after performance is validated in production. No configuration changes are required—changes happen behind the scenes, and existing workflows in AP Capture remain the same.
As the new model learns from real‑world invoices, organizations should see fewer manual corrections, faster draft reviews, and more consistent GL and location matching over time.
Additional Fields/Button Option
The following fields from Documents to Process have been added to the Draft Transaction screen:
Assigned to
Issues
Document Type
Priority
All numeric fields now support in-field math function such as the use of mathematical operators, including multiply (*), divide (/), add (+), and subtract (-).
New actions are also available in the actions menu:
Create Manually
The following fields/options have been added to the Draft transaction screen:
GL Date: The GL date, which determines what date the transaction impacts the general ledger has been added.
Subtotal: The sum of all line items is now displayed on the Info tab for increased visibility.
Header Only GL Option
A new option to assign a GL at the header level has been added to the Draft Transaction screen. With this option, users can choose to select one GL account that will apply to the invoice or credit memo total.
When selected, the Line items tab is simplified to include only the invoice total and the GL account.
Bulk Edit Options in the Line Items Tab
Update line item locations and GL accounts in bulk with the new action bar in the Line Items tab.
Bulk GL account updates are only supported for vendors entered by account.
New Purchase Item Linking Experience
The Purchase Item linking experience has been modernized for a cleaner look and a more user-friendly experience.
Key Details in the Header
Key details are now displayed in the header. With this update, users can view important info from any tab at a glance.
Key details include:
Transaction type
Location
Vendor
Document Date
Number of line items
Activity Log
An Activity Log has been added to the Draft Transaction Screen, giving users a history of actions taken on the Draft Transaction and allowing users to comment and notify each other regarding key updates.
