---
title: "Workflows Panel"
slug: "workflows-panel"
description: "The Workflows panel organizes AP transactions across six tabs, covering drafts, approvals, credit memos, payments, payment runs, and unmatched payments."
status: "new"
updated: 2026-10-15T13:46:25Z
published: 2026-10-15T13:46:25Z
canonical: "docs.restaurant365.com/workflows-panel"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Workflows Panel

The Workflows panel in the [AP Center](/doc/docs/ap-center-new) displays AP transactions organized by workflow stage. It contains six tabs, each representing a stage in the AP process. A shared toolbar at the top of each tab provides search, filter, and column controls.

---

## Shared toolbar

The following controls appear on every tab in the Workflows panel.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-U28P1BUV.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D)

| Control | Definition |
| --- | --- |
| Workflow tabs | Tab between the different AP transactions workflow tables |
| Search bar | Filters rows by keyword across visible columns. This excludes dates |
| Filter | Opens the filter panel for the active tab. When filters are active, the button displays a count, which represents the number of filters applied (e.g., Filter 1). |
| Columns | Show or hide columns and rearrange column order for the active tab. |
| Table Actions | Opens additional tab-level options. - **Menu** - Contains the following additional table actions: - **Refresh Data** - Refreshes the table without changing the view. - **Row Height** - [Switches table row spacing](/doc/docs/change-table-row-height) between tall, medium, short, or compact. Changes made to the table using this selector apply only while the page is open. To make this setting permanent across all tables, update it in [User Preferences.](/doc/docs/user-preferences) - **Striped Rows** - Enables or disables [alternating row colors](/doc/docs/apply-row-stripping-to-tables). 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.](/doc/docs/user-preferences) - **Column Filtering** - Turns [column filtering](/doc/docs/filter-a-table-with-column-filters) 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.](/doc/docs/user-preferences) - **Manage global settings** - Opens the [User Preferences](/doc/docs/user-preferences) page, where table display settings can be adjusted across the system. |

---

## Upcoming drafts tab

Displays AP invoice drafts the system expects to receive. Use this tab to review incoming drafts before they require action.

#### Required Permissions

To view the tab, users need at least one of the following permissions: **View Documents to Process**, **View AP Invoices**, or **View AP Credit Memos**.

To review a draft, users need **Edit Documents to Process** and **Create Transactions with OCR**, plus **Create AP Invoices** (for invoice drafts) or **Create AP Credit Memos** (for credit memo drafts). Without these, users can see drafts but cannot open them.

> [!WARNING]
> This tab will only show for customers with **OCR enabled**.

  

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-2392VHHD.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D)

| Column / action | Definition |
| --- | --- |
| Type | The transaction type of the draft. |
| Vendor | The vendor associated with the draft. |
| Location | The location associated with the draft. |
| Transaction Number | The identifying number for the draft transaction. |
| Expected Amount | The anticipated invoice total. |
| Invoice Date | The date on the invoice. |
| Due Date | The payment due date. |
| *Row action:* Review ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FJNIX1DW.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D) | Opens the draft for review. Available on each row. |

---

## Pending invoices tab

Displays AP invoices waiting for approval. Use this tab to send reminders or approve invoices.

#### Required Permissions

Viewing this tab requires the **View AP Invoices** permission.

Anyone who can view the tab can send reminders. Approving an invoice requires the **Approve AP Invoices** permission, and you must be assigned as an approver for that invoice.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-054NZZK6.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D)

| Column / action | Definition |
| --- | --- |
| Status | The current workflow status of the invoice. |
| Number | The identifying number of the invoice. |
| Vendor | The vendor associated with the invoice. |
| Amount | The invoice total. |
| Location | The location associated with the invoice. |
| Invoice Date | The date on the invoice. |
| Due Date | The payment due date. |
| Submitted By | User that submitted the invoice. |
| Approver | User currently assigned to the invoice in the workflow. This appears on “Pending Approval” rows only, and it’s blank on “Unapproved” rows. Nothing on this tab has been approved yet. |
| Days | Days since the record was **created** in R365. |
| *Row action:* Remind (bell icon) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CIRDB5I7.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D) | Sends a reminder notification for the invoice. |
| *Row action:* Approve (checkmark circle) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XVZ9R0YV.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D) | Approves the invoice. Appears on unapproved invoices only. |

---

## Credit memo tab

Displays AP credit memos available for approval or application. Use this tab to approve credit memos or apply them to invoices.

#### Required Permissions

Viewing this tab requires the **View AP Credit Memos** permission.

Approving a credit memo requires **Approve AP Credit Memos** or **Approve Operations Credit Memos**. Using [**Smart apply**](/doc/docs/smart-apply) requires **Edit AP Credit Memos** or **Edit Operations Credit Memos**.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-NP8DC2ZN.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D)

| Column / action | Definition |
| --- | --- |
| Status | The current workflow status of the credit memo. |
| Credit memo number | The identifying number for the credit memo. |
| Vendor | The vendor that issued the credit memo. |
| Location | The location associated with the credit memo. |
| Credit memo date | The date on the credit memo. |
| Original amount | The full credit amount before any application. |
| Applied amount | The portion of the credit memo already applied to invoices. |
| Unapplied amount | The remaining credit balance available to apply to invoices. |
| *Row action:* Approve (checkmark icon) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1TOUSVQ6.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D) | Approves the credit memo. Appears on unapproved credit memos only. |
| *Row action:* Smart apply ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8G90T7HQ.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D) | Opens the [Smart apply](/doc/docs/smart-apply) pop-up, which suggests how to apply the credit memo to eligible open invoices. Nothing is applied until you select **Confirm**. Only shows on **Approved** credit memos. |

---

## Ready to pay tab

Displays approved AP invoices eligible for payment. Use this tab to create payment runs or unapprove invoices.

#### Required Permissions

Viewing this tab requires the **View AP Invoices** permission.

Unapproving an invoice requires the **Unapprove AP Invoices** permission. Creating a payment run requires the **Edit Payment Runs** permission.

When you select one or more rows, a bulk action bar appears (for example, **1 invoice selected**) with **Unapprove**, **Create payment run**, and **Close**.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X9GUU2PF.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D)

| Column / action | Definition |
| --- | --- |
| Checkbox | Selects the row for bulk actions. |
| Vendor | The vendor to be paid. |
| Total | The total amount due for the invoice. |
| Invoice number | The identifying number of the invoice. |
| Due date | The payment due date. |
| Priority | The payment priority assigned to the invoice. |
| Payment type | The payment method for the invoice. |
| Location | The location associated with the invoice. |
| *Row action:* Unapprove ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-IQEH9HNJ.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D) | Unapproves the invoice. > When the invoice has payments or credit memos applied, it cannot be unapproved. The payments or credit memos must first be unapplied before the invoice can be unapproved. |
| *Row action:* Create payment run ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-7PFSNXJB.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D) | Opens a new [payment run](/doc/docs/payment-run-overview) for the selected invoice. |

---

## Payment runs tab

Displays existing payment runs and their statuses. Use this tab to monitor payment runs in progress.

#### Required Permission

This tab is only available to organizations with **payment run storage** enabled. Viewing it requires the **View Payment Runs** permission.

Approving a payment run requires the **Approve Payment Runs** permission, and you must be assigned as an approver for that run. Creating payments from an approved run requires **Edit Payment Runs** and **Create Checks**. Both actions are unavailable if your organization doesn't have the **Payment Run Approvals** feature.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-O8R1CNWP.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D)

| Column / action | Definition |
| --- | --- |
| Status | The current status of the payment run. |
| Payment run | The name or identifying number of the payment run. |
| Payment date | The scheduled date for payments in the run. |
| Total amount | The total amount included in the payment run. |
| Bank account | The bank account used for the payment run. |
| Bank account number | The bank account number. |
| Current approver | The user currently assigned to approve the payment run. |
| *Row action:* Approve | Approves the payment run. Appears on unapproved payment runs only. |
| *Row action:* Create payments ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-G2ASKJQQ.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D) | Opens the selected payment run to create payments. This only shows for Approved payment runs that have not yet had payments created. |

---

## Unmatched payments tab

Displays payments the system has not matched to a bank transaction. Use this tab to review bank activity or void unmatched payments.

#### Required Permissions

Viewing this tab requires the **View AP Payments** permission.

Viewing bank activity requires access to the **Bank Activity** page and the **Process Bank Activity** permission, and only appears on payments associated with a bank account. Voiding a payment requires the **Void AP Payments** permission. Vendor names link to the vendor record only if you have the **View Vendors** permission.

> [!NOTE]
> This tab opens with a filter already applied: **Outstanding since** ≥ 30 days. The **Filter** button shows it as **Filter 1**.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-NBAYAJJC.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D)

| Column / action | Definition |
| --- | --- |
| Payment # | The identifying number of the payment. |
| Vendor | The vendor associated with the payment. |
| Contact email | The email address on file for the vendor contact. |
| Location | The location associated with the payment. |
| Legal entity | The legal entity associated with the payment. |
| Checking account | The checking account from which the payment was made. |
| Payment method | The method used to send the payment (e.g., check, ACH). |
| Outstanding since | The number of days the payment has been unmatched, counted from the payment date. |
| R365 payment method | The payment method recorded in R365 for the transaction. |
| Payment status | The current status of the payment. |
| Date | The date the payment was issued. |
| Amount | The payment amount. |
| *Row action:* View bank activity (bank icon) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QEGRJOUB.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D) | Opens the bank activity view for the payment. |
| *Row action:* Void this payment (⊘ icon) ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9GRC38UK.png?sv=2026-02-06&spr=https&st=2026-11-04T19%3A03%3A26Z&se=2026-11-04T20%3A03%3A26Z&sr=c&sp=r&sig=XhqKCnvmItYMXz%2FhdbHp6tSnHWioZ3jv9H2IbP6DIVY%3D) | Voids the payment. |

---

## Empty states

When no records match the current filter or no records exist, each tab displays the following message:

| Tab | Empty state message |
| --- | --- |
| Upcoming drafts | **Create the first draft** — Drafts arrive from OCR and appear here when they are due within 7 days or already overdue. > This tab only appears when OCR is enabled. |
| Pending invoices | No pending invoices to display |
| Credit memo | No credit memos to display |
| Ready to pay | All invoices have been actioned |
| Payment runs | No payment runs to display |
| Unmatched payments | No unmatched payments |