--- title: "Process Uploaded Files in Documents to Process" slug: "documents-to-process-how-to-process-uploaded-files" description: "Process uploaded documents in Documents to Process to create AP invoices or credit memos by reviewing and confirming fields." updated: 2025-10-27T16:23:02Z published: 2025-10-27T16:23:02Z canonical: "docs.restaurant365.com/documents-to-process-how-to-process-uploaded-files" --- > ## 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. # Process Uploaded Files in Documents to Process Uploaded documents are managed and processed from the [Documents to Process page](/doc/docs/documents-to-process-page). Documents remain in Documents to Process until they are reviewed and created as transactions. This process is used to create [AP invoices](/doc/docs/ap-invoice-record) and [AP credit memos](/doc/docs/ap-credit-memo) from uploaded files. --- ## Security To process uploaded documents, users must have the required permissions in either the **Accounts Payable** or **Food module**: - **Accounts Payable** - AP Invoices - View AP Invoices Within Accounting - View AP Credit Memos Within Accounting - Create AP Invoices - Create AP Credit Memos - Docs to Process - View Docs to Process Within Accounting - View Docs w/Unassigned Location - Edit Docs to Process Documents - **Food** - AP Invoices - View AP Invoices Within Food - View AP Credit Memos Within Food - Create AP Invoices - Create AP Credit Memos - Docs to Process - View Docs to Process Within Food - View Docs w/Unassigned Location - Edit Docs to Process Documents --- ## Process Uploaded Documents - Capture AI Enabled To process uploaded documents with [Capture AI](/doc/docs/ap-capture-ai) enabled, follow these steps: *Click steps to expand for additional information and images.* ****1)** Navigate to the [**Documents to Process page**](/doc/docs/documents-to-process-page).** A) Open the **Accounting** application. B) Expand the **Accounts Payable** category. C) Select **Documents to Process**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-XQRT08NJ.png) ****2)** Select the **four horizontal lines** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WEFIX4F9.png)to switch to the **list view**. *(If applicable)*** This step is not required if the list view is already selected. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-5MPEELFU.png) > This selection will be saved and applied the next time the Documents to Process page is opened. **List View**: ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X4O1XDDK.png) ****3)** Check the **comments** and **issues columns** to review details entered by other users.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-OYZGJV6T.png) ****4)** In the actions column, select **Create** to trigger OCR Processing**.** *(If applicable.)*** OCR processing is typically complete within one minute. If the processing exceeds 2 hours, contact [R365 Support](https://help.restaurant365.net/support/home). > When **Automatic OCR Processing** is enabled, documents are immediately triggered for processing upon upload, and do not require the **Create** button to be selected. Learn more about [Documents to Process settings](/doc/docs/documents-to-process#documents-to-process-settings). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CTJL27W1.png) Documents with errors move to ‘Verification Needed’ status Documents without errors move to ‘Ready for Review’ status or are generated as transactions if **Always Require OCR Verification** is disabled. Learn more about [documents to process settings](/doc/docs/documents-to-process#documents-to-process-settings). ****5)** In the action column, select **Review** for the desired document.** > This option is only available when the document has been processed by OCR. - When ‘Always Require OCR Verification’ is enabled, all documents must be reviewed before a transaction is created. - When ‘Always Require OCR Verification’ is disabled, documents without issues or missing fields are automatically created as transactions. Learn more about [Documents to Process settings](/doc/docs/documents-to-process#documents-to-process-settings). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-80RPCSX6.png) ****6)** On the [Draft Transaction Details](/doc/docs/draft-transaction-sidesheet), **review the errors, warnings, and OCR populated fields** and make adjustments as needed.** - **Errors** are indicated with **red** fields and text and must be addressed to create the transaction. - **Warnings** are indicated with **orange** fields and text and alert the user but do not have to be addressed to create the transaction. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-V0R39KB4.png) Changes made on the Draft Transaction details improve [Capture AI’](/doc/docs/ap-capture-ai)s learning for the individual R365 Instance. ****7)** Click **Create**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-J8GSQMJT.png) > **Create** is disabled for transactions with errors. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-SCE66WK2.png) Once the transaction has been created, it moves to the Recently Completed tab on the [Documents to Process page](/doc/docs/documents-to-process-page). Any further adjustments can be made on the unapproved [AP invoice](/doc/docs/ap-invoice-record) or [AP credit memo](/doc/docs/ap-credit-memo). --- ## Process Uploaded Documents - Capture AI Disabled To process uploaded documents, follow these steps: *Click steps to expand for additional information and images.* ****1)** Navigate to the [**Documents to Process page**](/doc/docs/documents-to-process-page).** A) Open the **Accounting** application. B) Expand the **Accounts Payable** category. C) Select **Documents to Process**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1DMI4KDQ.png) ****2)** Select the **four horizontal lines** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WEFIX4F9.png)to switch to the **list view**. *(If applicable)*** This step is not required if the list view is already selected. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-5MPEELFU.png) > This selection will be saved and applied the next time the Documents to Process page is opened. **List View**: ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X4O1XDDK.png) ****3)** Check the **comments** and **issues columns** to review notes left by other users.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-QGIEKZ5Y.png) ****4)** Click **Create** to open a split view of the document and the transaction record.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-UXYQL9XU.png) ****5)** Uncheck ‘**All**’, then **select the checkboxes** for the pages to attach to the transaction. *(Optional)*** > This option is only available in the Accounting application experience. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8VHC7LAT.png) Use the arrows to navigate between pages of the uploaded document. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9B48P3M4.png) Unchecked pages will remain in Documents to process. ****6)** Enter the **transaction details**.** When creating transactions from [Documents to Process](/doc/docs/documents-to-process#creating-ap-invoices-or-credit-memos), users may see either the accounts payable or inventory experience, depending on permissions and [user preference settings](https://docs.restaurant365.com/doc/docs/user-preferences). Learn more about the fields on the [AP invoice](/doc/docs/ap-invoice-record) and [AP credit memo](/doc/docs/ap-credit-memo) within the Accounting application experience. Learn more about the fields on the [AP invoices and credit memos](/doc/docs/ap-invoices-and-credit-memos-split-view) within the Inventory application experience. **Accounting application experience:** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-T9L66NMB.png) **Inventory application experience:** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-WJQY91SV.png) ****6) Save or Approve** the transaction.** All required fields must be completed, and the transaction total must match the detail total before the transaction can be saved or approved. > Approve is only available in the Accounting application experience. **From the Accounting application experience:** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-864WNGTQ.png) **From the Inventory application experience:** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-R25IMI8Z.png) Once the transaction has been created, it moves to Recently Completed tab on the [Documents to Process page](/doc/docs/documents-to-process-page). Any further adjustments can be made on the unapproved [AP invoice](/doc/docs/ap-invoice-record) or [AP credit memo](/doc/docs/ap-credit-memo). ## Related - [OCR Mapping in AP Capture AI](/ocr-mapping.md) - [OCR Mappings Screen](/review-ocr-mappings-sidesheet.md) - [AP Capture: Labels in Review OCR Mapping](/ap-capture-labels-in-review-ocr-mapping.md)