When reviewing documents processed by Capture AI, line items may be unlinked if the vendor item is not associated with a purchased item in Restaurant365.
Invoices and credit memos cannot be created or approved while unlinked items remain.
Each unlinked line items must be resolved in one of the following ways:
Create a new purchased item during invoice or credit memo entry
Marking the vendor item as Missing Item
Missing items should be mapped to a purchased item before approving an invoice.
Line items marked as Missing Item are treated as linked for invoice creation and approval. These lines remain visible on the Unlinked Items tab so approvers can see that they were left unmapped.
This article references the new Draft Transaction experience, which is available to all users.
Learn more about the New Draft Transaction Screen.
Security
To link unlinked items in the Draft Transaction screen, one of the following permission sets is required:
Accounting
Accounts Payable → Docs to Process → Edit Docs to Process Documents
Accounts Payable → AP Invoices → Assign Missing Items
Food
Food → Docs to Process → Edit Docs to Process Documents
Food → Docs to Process → Assign Missing Items
Only users with permission to assign missing items and link unlinked items on the Draft Transaction screen can use the Missing Item option.
Users in read-only mode can see Missing Item statuses but cannot change them.
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Identifying Unlinked Items in the Draft Transaction Screen
When a Draft Transaction includes unlinked items, a warning is displayed in the Info tab. Select view to open the line items tab and review the affected rows.
On the Line items tab, unlinked items are marked with a triangle with an error icon. Hover over the icon to see error details.
Ways to Resolve Unlinked Items
Each unlinked line item must be resolved before the invoice or credit memo can be created or approved. In the new Draft Transaction screen, there are three resolution options:
Link to an existing purchased item – Use this when a matching purchased item already exists in R365 and should be used for inventory and costing.
Create a new purchased item – Use this when the vendor item does not match any existing purchased item in R365, and it should be added for future use.
Mark as a ‘Missing Item’ – Use this when the vendor item does not exist in R365 yet, the transaction is being completed now, and the missing item can be addressed at a later time.
Selecting Missing Item marks the line as linked via Missing Item and allows the AP flow to continue without selecting or creating a purchased item.
The line remains visible in the Unlinked Items view for tracking, but does not prevent invoice creation.
Link an Unlinked Items to an Existing Purchased Item
Follow these steps to link unlinked items in the Draft Transaction Screen:
Click steps to expand for additional information and images.
1) From the Documents to Process page, click Review to open the desired Draft Transaction.
2) Select the Line Items tab.
3) In the desired line item row, select Link vendor item.
4 ) In the Link Item window, search for the purchased item.
Enter part or all of the purchased item name to filter the search results.
5) Select the Purchasing U of M (unit of measure).
R365 Best Practice
If the required unit of measure is not available, create the U of M first, then restart this process.
6) Select the Split U of M. (if applicable)
Use split units of measure when a vendor sells both full cases and broken (‘split’) cases of the same item.
R365 Best Practice
If the required unit of measure is not available, create the U of M first, then restart this process.
7) Click Link item to save the link and return to the Draft Transaction.
Mark an Item as a ‘Missing Item’
For by item vendors, unlinked items include a ‘Missing Item’ option. Use this when the vendor item does not exist in R365 yet, the transaction is being completed, and the missing item can be addressed at a later time.
Learn more about managing Missing items.
To mark an item as a ‘missing item in the Draft Transaction screen, follow these steps:
Click steps to expand for additional information and images.
1) From the Documents to Process page, click Review to open the desired Draft Transaction.
2) Select the Line Items tab.
3) In the Purchased item column, select Link vendor item.
4) In the Link item window, select Missing item.
The system marks the line as linked via missing item
5) Edit other fields on the line (quantity, price, GL account, location, etc.) as needed.
Proceed with drat processing until all fields have been reviewed and completed.
Create a New Item in the Draft Transaction Screen
Create a new item only when the vendor item does not match any existing purchased item in Restaurant365. New items created here are immediately linked to the document and available for future transactions.
Follow these steps to create a new item in the Draft Transaction Screen:
Click steps to expand for additional information and images.
1) From the Documents to Process page, click Review to open the desired Draft Transaction.
2) Click Line Items to open the tab.
3) In the desire line item row, select Link vendor item.
4) Click in the search box, then select Create item.
To view vendor item details, click the expand button.
5) Review the item name and update. (Recommended)
Item names must be unique and determine how items appear throughout the system. Consider best practices for purchased item records.
6) Enter or Review the item number. (Optional)
When available, the Item number field is automatically populated from the Vendor Item # on the draft transaction.
Accept this default or edit it as needed.
Item numbers are optional but can be used to filter, sort, and search for items throughout the system.
7) Select the Measure type.
Measure type options include:
Volume: Items measured in fluid units (e.g., oz-fl, cup, gallon)
Weight: Items measured by weight (e.g., oz-wt, lb, kg)
Each: Individually counted items (e.g., each, box, case)
Measure type is locked after saving. Verify the selection before saving the item.
8) Select the Inventory U of M (unit of measure).
The Inventory U of M controls both how items are counted in inventory and location level item costs.
Ensure the unit aligns with how the item will be counted in inventory.
R365 Best Practice
If the required unit of measure is not available, create the U of M first, then restart this process.
Scroll the list or type in the field to search for the desired Inventory U of M.
9) Select the Reporting U of M (unit of measure).
Choose the single unit that will be used for cross location comparison.
R365 Best Practice
If the required unit of measure is not available, create the U of M first, then restart this process.
Scroll the list or type in the field to search for the desired Reporting U of M.
10) Assign the desired categories. (Recommended)
When assigned, accounts from the item category define the purchase item accounts, keeping GL setup consistent.
R365 Best Practice
Item categories group items that share account and setup details.
Assign at least Item Category 1 so costs and inventory post to the correct accounts.
The deepest category selection (Item Category 1, 2, or 3) is used as the source of truth for default accounts. If Category 2 or Item Category 3 are assigned or updated, account defaults are refreshed to match that most specific category.
11) Assign the accounts for the purchased item.
By default, the following accounts are auto-filled from the most recently selected item category (using the deepest category as the source of truth):
Cost account: Used when the item appears on invoices or credit memos. (Required.)
Inventory account: Used when the item appears on inventory counts. (Required.)
Waste account: Used when the item appears in waste logs.
Donation account: Used when the item appears in donation entries.
Changing the selected item category refreshes all four account fields to match the newly selected category. If an account is not defined on the selected category, that field remains blank.
Auto-filled accounts can be overridden.
12) Click Create and link item.
