AP Capture Pro is an additional service that R365 offers to users. When you use AP Capture Pro, the R365 Data Entry team enters and reviews AP transactions. Please contact R365 Support or your R365 Sales Rep to learn more about AP Capture, the first component of the R365 AP Automation Suite.
How it works
Once you sign up for the R365 AP Capture Pro Service, the AP Capture Pro Service team enters your AP transaction details for you. You no longer enter them manually.
R365 works with you to review your vendors and their specifications.
Where available, existing electronic integrations import AP transactions.
For all other vendors that do not have an integration (where electronic invoices are not available), you scan invoices and upload them to Documents to Process. Then the AP Entry Service team takes over.
Depending on the vendor, the team either follows the vendor's entry instructions or uses a predetermined memorized template to enter the transaction details.
The team enters the location for each transaction. They use the location you assigned when you uploaded the transaction to Documents to Process.
The team processes transactions within 24 hours of upload.
A user in your organization reviews the unapproved transactions and approves them. Use the Edit Selected menu to mass approve transactions.
Track usage with the Capture Pro Transactions Report. This report gives a monthly breakdown of transactions the Capture Pro team created. You can organize it by location and by a time range you choose.
Create a Report Subscription so the system sends you the report automatically on the schedule you choose.
AP Capture Pro Service setup
1) Add the Entry Instructions for each vendor.
Open each Vendor record and scroll to the Payment & accounting section.
Add the Entry instructions to tell the AP Capture Pro team how to handle that vendor's invoices going forward.
Entry instructions also appear on each new AP Invoice created for that vendor.
Save the vendor record.
2) Create memorized transaction templates for the vendor (without auto-recurrence).
This pre-sets the correct GL accounts for the AP Capture Pro Service team to use. Multiple templates can be created for a single vendor.
Single memorized transaction template: the system alerts the AP Capture Pro Service team as soon as they select that vendor.
Multiple memorized transaction templates: a Document icon appears next to the Vendor selector. The team selects the correct memorized transaction to use (per the Entry Instructions).
3) Create a saved view in either the AP Transactions list or the All Transactions list.
Filter the view on the Created By column.
The AP Capture Pro Service team's username always starts with R365 Data Entry, followed by a unique ID.
Filter the list to show values containing R365 Data Entry.
Save the view for use during your review.
Using AP Capture Pro
Learn more about the day-to-day process, how to reach the AP Capture team, and troubleshooting steps once you are up and running.
FAQ
What's the difference between "AP Capture" and "AP Capture Pro"?
"AP Capture" includes both "AP Capture Pro" and “AP Capture AI.”
What should I do if the AP Capture Pro Service team enters a transaction incorrectly?
Correct it the same way you'd fix any AP transaction. You don't need to unapprove it first if you have the right permission — see Edit an Approved Transaction for the steps.
Do I need to set up both Entry Instructions and a memorized transaction for a vendor?
No. Use whichever fits. Entry Instructions give the team written, vendor-level guidance; a memorized transaction pre-sets the correct GL accounts. Many vendors only need one or the other. See Memorize an AP Transaction to learn more about templates.
Does approving a transaction release it for payment?
No. Approving only marks the transaction as reviewed and correct in R365. You still pay it through your normal AP payment process. See AP Invoices: Review and Approve Invoices for the full workflow.