---
title: "AP Transactions Page"
slug: "ap-transactions"
description: "Reference for the AP Transactions list page showing all AP invoices, credit memos, and payments with filter options."
updated: 2026-07-22T17:33:46Z
published: 2026-07-30T07:30:14Z
canonical: "docs.restaurant365.com/ap-transactions"
---

> ## 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.

# AP Transactions Page

> **Updated Grid Experience**
> 
> This article covers the updated grid experience for the **AP Transactions** page. For questions, contact [R365 Support](https://help.restaurant365.net/support/home), or read about the [classic view of the AP Transactions page.](/doc/docs/classic-ap-transactions)

The AP Transactions page is the central workspace for reviewing, managing, and acting on accounts payable transactions in Restaurant365. Accounting staff use this page to work with AP invoices, AP credit memos, and AP payments across locations — applying approvals, printing checks, updating 1099 data, and more.

On the AP Transactions page, the AP transactions tab opens by default. A second tab, [Memorized AP transactions](/doc/docs/memorized-ap-transactions-page), is available at the top of the page.

---

## Navigation

****Navigation Steps****

1. Open the **Accounting** application.
2. Expand **Accounts Payable** to expand the folder.
3. Select **AP Transactions** to open the page.
4. Navigate to the **AP transactions tab**. This is the default tab.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-45QODOBP.png)

****Search****

Navigate to pages with the [R365 global search bar](/doc/docs/r365-search):

1. Enter all or part of the **page name** in the R365 global search bar.
2. Select the page from the results list.

> Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1745007955784.png)

---

## AP Transactions

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9MZS6GW2.png)

|  | Field/Button | Description |
| --- | --- | --- |
| **1** | Create | Select **Create** to open a new AP transaction, including an AP invoice, credit memo, or payment. |
| **2** | Tab navigation | Switch between the **AP transactions** tab and the **Memorized AP transactions** tab on the AP Transactions page. |
| **3** | Views bar | Saved table filters and column settings. The highlighted view is currently displayed. Click on a view to display the table with the saved filter and columns settings. Learn more about [managing table views](/doc/docs/manage-table-views). |
| **4** | Table Actions | - **Search** - Filters the table for the entered text. - **Filter -** Opens the [Filter menu](/doc/docs/filtering-tables), where filters based on column values can be applied. When filters are applied, the number of conditions is displayed next to the button. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1750356101842.png) - **Columns** - Opens the [Columns menu](/doc/docs/adjust-table-columns), where table columns can be hidden, shown, and rearranged. The number of hidden columns is displayed next to the button. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1750356013521.png) - **Menu** - Contains the following additional table actions: - **Export** - [Exports the table](/doc/docs/export-grid-data) to a .csv file. - **Refresh Data** - Refreshes the table without changing the view. - **Row Height** - [Switches table row spacing](/doc/docs/change-table-row-height) between tall, medium, or short. 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) |
| **5** | AP Transactions grid | Lists all AP transactions that fit the selected view. Each entry lists an AP transaction and its details. Read about the column details below. |

## Columns

Below is a list of all columns available to add to the grid view:

| **Column** | **Description** |
| --- | --- |
| Approval Status | Indicates whether the transaction is in an Approved or Unapproved status. |
| Location | Default location for the transaction. The transaction details might display one or more different locations, other than the default. |
| Location Number | Unique number used to identify the location. |
| legal entity | Legal entity associated with the transaction. |
| Missing Items | Indicates that a vendor item on the invoice is not mapped to an item in R365. For more information, see [Missing Items](/doc/docs/ap-transactions-missing-items). |
| Transaction Type | Indicates whether the transaction is an AP Payment, AP Invoice, or AP Credit Memo. |
| Email | Email address for the vendor. |
| Number | A unique number used to identify the transaction in the system. > [!NOTE] > For payments processed through the R365 Payments service, payments in the following statuses will show ‘R365’ without a specific number: > > - Not Sent > - Submitted > > Once processing begins, the check number will be automatically updated. > > > > [Reissued checks](/doc/docs/r365-payments-security-and-fraud-prevention) will result in updated payment numbers. |
| Date | Document date for the transaction. |
| Posting Date | Date when the transaction posted to the General Ledger. |
| R365 Transaction ID | A unique number used to identify the transaction in R365 Payments. > [!NOTE] > This column **only** populates if [R365 Payments](/doc/docs/r365-payments-overview-security) is enabled. |
| R365 Payment Status | Indicates the status of the transaction in R365 Payments. - **Blank Status** - No action has been taken on the payment. - **Not Sent** - The ‘Send to R365 Payments’ button was not selected in the pop up screen after [submitting a payment run](/doc/docs/paying-vendors-with-r365-payments) or a connection issue prevented the payment from being finalized. When this happens, the user can [resubmit the payment](/doc/docs/r365-payments-resending-failed-payments) for processing. - R365 Payments contacts will receive reminder emails for payments in the Not Sent status unless they have opted out in [System Preferences](/doc/docs/system-preferences-payments). - **Removed** - The [scheduled](/doc/docs/scheduling-a-payment-run) payment has been [cancelled](/doc/docs/cancelling-a-scheduled-payment-run) and will not process on the scheduled date. - **Scheduled** - Payment has been [scheduled](/doc/docs/scheduling-a-payment-run) and is awaiting the payment date to be issued to vendor. - **Issued** - Payment has been completed and issued to vendor. - **Cleared** - Payment has been confirmed by the vendor’s bank. - **Processing** - Payment is being processed by R365 Payments. - **Funding** -Payment has been debited from the organizations account. - **Funded -** The payment has moved to FIS. - **Action Needed** - An error has occurred within payment processing. Please contact [Support](https://help.restaurant365.net/en/support/home#contact) for assistance. - **Submitted** - The payment has been submitted but has not been issued to the vendor. Please [contact Support](https://help.restaurant365.net/en/support/home#contact) for assistance. - **Unspecified** - The payment status has not been set. Displayed when a transaction has no assigned payment status. - **Failed** - The payment attempt was unsuccessful. The transaction was submitted but the payment processor returned an error. - **Canceled** - The payment was canceled before processing completed. - **OnHold** - The payment is on hold and will not be processed until the hold is released. - **Refunding** - A refund is currently in progress for this payment. - **Refunded -** The payment has been fully refunded. - **Unvoided -** The transaction was previously voided and has since been restored. The void has been reversed. - **Voided** - Payment has been voided. > [!NOTE] > This column **only** populates if [R365 Payments](/doc/docs/r365-payments-overview-security) is enabled. |
| Status Last Updated | Date when the R365 Payment Status was most recently updated. > [!NOTE] > This column **only** populates if [R365 Payments](/doc/docs/r365-payments-overview-security) is enabled. |
| Service Provider | The service provider associated with the transaction. Typically used for transactions tied to a specific vendor service category. |
| Payment Hold | Indicates whether a payment hold is active on the transaction. Held AP invoices are excluded from payment runs until the hold is lifted. (AP invoices only — this is also a bulk action in the toolbar.) |
| R365 Payment Method | [Method of payment](/doc/docs/r365-payments-payment-methods) used when paid through R365 Payments. - **Check** - **ACH** - **vCard** > [!NOTE] > This column **only** populates if [R365 Payments](/doc/docs/r365-payments-overview-security) is enabled. |
| Batch Code | A unique number used to identify the payment batch in R365 Payments. > [!NOTE] > This column **only** populates if [R365 Payments](/doc/docs/r365-payments-overview-security) is enabled. |
| Vendor | Vendor associated with the transaction. |
| Vendor Group | Vendor group to which the vendor belongs, if applicable. |
| 1099 Form | 1099 Form on which the transaction's 1099 amount is reported. |
| 1099 Box | 1099 Box on which the transaction's 1099 amount is reported. |
| 1099 Amount | Amount of the transaction to be reported on the vendor's 1099 Form. |
| Company text | Name of the vendor. |
| Priority | Indicates the priority status as marked by a user, if applicable. |
| Amount | Total amount on the transaction. |
| Amount Remaining | Remaining balance on the transaction. |
| Comment | Comments attached to the transaction. |
| Checking Account | Bank account used on the transaction. |
| First Account | GL account from the first line of the transaction. |
| First Amount | Amount from the first line of the transaction. |
| Current Approver | Name of the current approver. |
| Approved By | Name of the person who approved the transaction. |
| Approved On | Date when the transaction was approved. |
| Issue | Indicates whether the transaction has been flagged with an issue that requires attention before it can be processed or paid. |
| Origin Data Source | Indicates whether the transaction was created manually, by EDI, or by OCR. |
| Created By | Name of the person who created the transaction in the system. |
| Created On | Date when the transaction was created. |
| Modified By | Name of the person who last updated the transaction. |
| Modified On | Date when the transaction was most recently updated. |
| Spread Type | Description of the spread transaction, if applicable. |
| Attachment | Indicates that there is one or more file attached to the transaction. Clicking the **Yes** in the Attachment column will open the attachment viewer to quickly view any attachments on the transaction. Read more about the attachment viewer [below](/doc/docs/ap-transactions#view-attachments-panel). |
| Due Date | Date when payment is due. |
| Days Till Due | Number of days remaining until payment is due. |
| Operational Status | Indicates whether the Operational Status of the transaction is In Progress or Completed. |
| Bank Reconciliation | Link to the bank reconciliation record that includes the transaction. |
| Payment Terms | Payment Term on the invoice. |
| PO Number | A unique number used to identify the purchase order. |
| Voiding | Indicates if the transaction exists to cancel out an earlier transaction. |
| Voided | Indicated that the transaction was cancelled. |
| Print Status | Indicates whether the payment was printed for AP payments made using the check payment method. |
| Check Run | Payment Run that includes the payment for transaction. |
| Payment Method | Method of payment used: ACH, ADD, check, credit card, or R365 Payments. |
| Aging Status | Indicates whether the payment is Current or Past Due. |
| Estimated Delivery Date | Date when the payment is expected to be delivered to the vendor. This date is an estimation based on average processing times and might not be exact. For more information about R365 Payments payment processing times, see [Payment Methods](/doc/docs/r365-payments-payment-methods). |

---

## View Attachments Panel

Clicking **Yes** in the **Attachment** column opens the **View Attachments** panel on the right side of the page. The panel displays the attached file on screen without leaving the AP Transactions page.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-MUMUKHAW.png)

|  | Control | Description |
| --- | --- | --- |
| 1 | View as modal / View in split view | Toggles the panel between a split-screen view alongside the grid and a pop-up overlay. |
| 2 | Full screen | Expands the viewer to fill the browser window. |
| 3 | X | Closes the panel. |
| 4 | File selector | A dropdown showing the name of the currently displayed file. If the transaction has multiple attachments, use the dropdown to switch between them. |
| 5 | Download | Saves the currently displayed file to your computer. |
| 6 | Attachment | Display of the selected file. |

An organization or company configured in R365 that represents a distinct legal and tax-reporting unit. Legal entities contain one or more locations and define how financial and operational activity is grouped, reported, and filed.

Restaurant365

Financial account used to record specific transactions in the general ledger.