--- title: "Draft Transaction Screen Update 2026" slug: "draft-transaction-details-update-2025" description: "Review the 2026 Draft Transaction screen updates in AP Capture AI: new layout, updated field names, and UI changes." updated: 2026-08-17T16:07:18Z published: 2026-08-17T16:07:18Z canonical: "docs.restaurant365.com/draft-transaction-details-update-2025" --- > ## 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. # Draft Transaction Screen Update 2026 The Draft Transaction experience in Documents to Process is being upgraded to help users review and finalize transactions faster with less manual entry. During this transition, both the [legacy Draft Transaction](/doc/docs/draft-transaction-sidesheet) and the [new Draft Transaction screen](/doc/docs/draft-transaction-details) are available. This article highlights new functionality and options in the new Draft Transaction Experience. --- ## Managing the Draft Transaction Experience The new Draft Transaction experience is available to all organizations with Capture AI. **To try the new experience:** From the menu, select **Try new form**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-0XE3ZCRZ.png) **To revert to the classic Draft transaction:** select **Classic Form** from the **Actions** menu. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-G77Q40BZ.png) --- ## Key Enhancements The new Draft Transaction experience includes all the functionality from the legacy Draft Transaction with a modernized and more streamlined feel as well as enhanced options for improved usability and efficiency. ### Consolidate GL Entries for by Account Vendors A new setting in the Miscellaneous tab of System preferences, ‘**Consolidate GLs from Draft Transactions**’ consolidates separate line items rows that share a location and GL account into one line item. This option only applies to vendors entered by item, and gives the user the ability to control whether they prefer to see lines broken out, or simplify GL entries with a consolidated entry. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CE3XQXXQ.png) ### Navigate between documents within the Draft Transaction Screen Navigate between documents already processed by Capture AI from within the Draft Transaction screen. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Z6KT809C.png) ### Approve Draft Transactions The option to approve has been added to the Draft transaction screen, reducing touchpoints in the process for users who create and approve transactions. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-R5S4MINP.png) ### New OCR model for Capture AI We’re upgrading the **AI engine that reads Capture AI invoices** so more header and line‑item details are recognized correctly the first time. This helps auto‑fill more fields on the Draft Transaction screen and reduces how often AP staff need to manually fix vendor, item, GL account, and location mappings. **All new AP Capture customers will use this enhanced OCR model by default**, and existing customers will be gradually moved to it after performance is validated in production. No configuration changes are required—changes happen behind the scenes, and existing workflows in AP Capture remain the same. As the new model learns from real‑world invoices, organizations should see **fewer manual corrections, faster draft reviews, and more consistent GL and location matching** over time. ### Additional Fields/Button Option The following fields from Documents to Process have been added to the Draft Transaction screen: - Assigned to - Issues - Document Type - Priority - All numeric fields now support in-field math function such as the use of mathematical operators, including multiply (*), divide (/), add (+), and subtract (-). New actions are also available in the actions menu: - [Attach to Existing Transaction](/doc/docs/attach-document-to-existing-transaction-in-documents-to-process) - [Delete](/doc/docs/delete-a-document-in-documents-to-process) - [Archive](/doc/docs/archive-a-document-in-documents-to-process) - Create Manually - [Split document](/docs/draft-transaction-details-update-2025#split-document-action) ### Split Document from the Actions Menu A **Split document** item is available in the Actions menu’s OCR section on the New Draft Transaction screen. The item’s enabled/disabled state and tooltip depend on the selected document: - **Multipage PDF document:** the item is enabled. Hovering shows the tooltip “Split divides a single multipage document into separate documents. If the document has already been processed, splitting resets it first.” - **Single-page document:** the item is disabled. Tooltip: “The selected Document has only 1 page and cannot be split.” - **Non-PDF document:** the item is disabled. Tooltip: “Only PDF documents can be split.” Clicking the enabled **Split document** item opens a confirmation dialog before the split proceeds, since splitting an already-processed document resets it (deletes the draft transaction and its OCR mapping) as part of the same action. Confirming closes the Draft Transaction screen and opens the [Documents Splitter dialog](/docs/draft-transaction-details-update-2025#) for the same document. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-IYX5MCF6.png) The following fields/options have been added to the Draft transaction screen: - GL Date: The GL date, which determines what date the transaction impacts the general ledger has been added. - Subtotal: The sum of all line items is now displayed on the Info tab for increased visibility. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-66FVCGUX.png) ### Header Only GL Option A new option to assign a GL at the header level has been added to the Draft Transaction screen. With this option, users can choose to select one GL account that will apply to the invoice or credit memo total. When selected, the Line items tab is simplified to include only the invoice total and the GL account. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-EW0VK43G.png) ### Bulk Edit Options in the Line Items Tab Update line item locations and GL accounts in bulk with the new action bar in the Line Items tab. Bulk GL account updates are **only** supported for vendors entered by account. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1YN27UBL.png) ### New Purchase Item Linking Experience The [Purchase Item linking](/doc/docs/link-unlinked-items-in-the-draft-transaction-screen) experience has been modernized for a cleaner look and a more user-friendly experience. When ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-W54RM9OA.png) ### Edit Vendor Item Number in the Draft Transaction Screen The Vendor Item Number column in the line items grid is now editable for unlinked vendor items. Click into a Vendor Item Number cell to correct an OCR error, replace a system-generated code, or enter a vendor item number. Edits apply to the current AP transaction and update automapping for all future invoices from that vendor for that item. ### Purchased Item Dropdown Filtering for By Item Vendors The Purchased Item dropdown in the Draft Transaction screen now filters based on the vendor's Items **Available on Invoice** setting, found on the [Vendor Additional Info tab](/doc/docs/vendor-record#vendor-additional-info-tab) of the vendor record. The dropdown behavior depends on the setting: - All Items or blank — the dropdown shows all active purchased items. - Vendor Items Only — the dropdown shows only purchased items that have an active vendor item set up for this vendor. - The Missing Item option is always available regardless of this setting. The Purchased Item field is now always editable for By Item vendors in the Draft Transaction screen. The previous behavior, which made the field read-only in certain OCR detection states, no longer applies. ### Dedicated Discount Detail Line AP Capture AI now extracts a vendor invoice's discount amount into a dedicated Discount line on the draft transaction, replacing the manual practice of adding a placeholder discount line item. The Discount line's amount always displays as negative, and its GL Account field starts blank instead of defaulting to the vendor's default expense account. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YYWB7NKY.png) ### Key Details in the Header Key details are now displayed in the header. With this update, users can view important info from any tab at a glance. Key details include: - Transaction type - Location - Vendor - Document Date - Number of line items ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-V3CIXG3S.png) ### Activity Log An [Activity Log](/doc/docs/activity-feed) has been added to the Draft Transaction Screen, giving users a history of actions taken on the Draft Transaction and allowing users to comment and notify each other regarding key updates. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3GTZBVXM.png) A restaurant or business site under a legal entity where operational and financial activity is tracked in R365. Financial account used to record specific transactions in the general ledger. Accounts Payable — payments a company owes to vendors. In Bank Activity, imported bank transactions can be matched to AP payments to confirm they've cleared the bank account. Legal or trade name of the vendor supplying goods or services as configured on the vendor record in R365.