When reviewing documents processed by Capture AI, line items may be unlinked if the vendor item is not associated with a purchased item in Restaurant365.
Invoices and credit memos cannot be created or approved while unlinked items remain.
Each unlinked line items must be resolved in one of the following ways:
Link the vendor item to an existing purchased item
Create a new purchased item during invoice or credit memo entry
Marking the vendor item as Missing Item
Missing items should be mapped to a purchased item before approving an invoice.
Line items marked as Missing Item are treated as linked for invoice creation and approval. These lines remain visible on the Unlinked Items tab so approvers can see that they were left unmapped.
This article references the new Draft Transaction experience, which is available to all users.
Learn more about the New Draft Transaction Screen.
Security
To link unlinked items in the Draft Transaction screen, one of the following permission sets is required:
Accounting
Accounts Payable → Docs to Process → Edit Docs to Process Documents
Accounts Payable → AP Invoices → Assign Missing Items
Food
Food → Docs to Process → Edit Docs to Process Documents
Food → Docs to Process → Assign Missing Items
Only users with permission to assign missing items and link unlinked items on the Draft Transaction screen can use the Missing Item option.
Users in read-only mode can see Missing Item statuses but cannot change them.
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Identifying Unlinked Items in the Draft Transaction Screen
When a Draft Transaction includes unlinked items, a warning is displayed in the Info tab. Select view to open the line items tab and review the affected rows.
On the Line items tab, unlinked items are marked with a triangle with an error icon. Hover over the icon to see error details.
Ways to Resolve Unlinked Items
Each unlinked line item must be resolved before the invoice or credit memo can be created or approved. In the new Draft Transaction screen, there are three resolution options:
Link to an existing purchased item – Use this when a matching purchased item already exists in R365 and should be used for inventory and costing.
Create a new purchased item – Use this when the vendor item does not match any existing purchased item in R365, and it should be added for future use.
Mark as a ‘Missing Item’ – Use this when the vendor item does not exist in R365 yet, the transaction is being completed now, and the missing item can be addressed at a later time.
Selecting Missing Item marks the line as linked via Missing Item and allows the AP flow to continue without selecting or creating a purchased item.
The line remains visible in the Unlinked Items view for tracking, but does not prevent invoice creation.
Mark an Item as a ‘Missing Item’
For by item vendors, unlinked items include a ‘Missing Item’ option. Use this when the vendor item does not exist in R365 yet, the transaction is being completed, and the missing item can be addressed at a later time.
Learn more about managing Missing items.
To mark an item as a ‘missing item in the Draft Transaction screen, follow these steps:
Click steps to expand for additional information and images.
1) From the Documents to Process page, click Review to open the desired Draft Transaction.
2) Select the Line Items tab.
3) In the Purchased item column, select Link vendor item dropdown arrow.
4) Select Mark as missing item.
The system marks the line as linked via missing item
5) Edit other fields on the line (quantity, price, GL account, location, etc.) as needed.
Proceed with drat processing until all fields have been reviewed and completed.
Mark Multiple Items as 'Missing Item'
For By Item vendors, the action bar includes a Mark as Missing Item option that applies the Missing Item status to multiple selected line items at once. This is useful when several vendor items are unrecognized and the transaction needs to continue without resolving each line individually.
The Mark as Missing Item bulk action is only available for By Item vendors. It is not visible for By Account vendors or users in read-only mode. The option is disabled when the selection includes any line already marked as Missing Item.
Follow these steps to mark multiple items as Missing Item in the Draft Transaction screen:
Click steps to expand for additional information and images.
1) From the Documents to Process page, click Review to open the desired Draft Transaction.
2) Select the Line Items tab.
Ensure required fields are completed on the Info tab before proceeding.
Learn more about Draft Transaction fields.
3) Select the checkbox next to each line item to mark as Missing Item.
Selecting one or more rows opens the action bar. To select all rows, select the checkbox in the column header.
4) In the action bar, click Mark as Missing Item.
All selected lines are marked as linked via Missing Item. Existing line data — quantity, price, GL account, and location — remains unchanged.
Important Note About Already-Marked Rows
If the selection includes any line already marked as Missing Item, the Mark as Missing Item action is disabled. Deselect those rows before applying the bulk action.
The selected lines are marked as missing items.
5) Edit other fields on the lines as needed.
Review and update quantity, price, GL account, location, and any other fields before creating the invoice or credit memo.
Link an Item in the Draft Transaction Screen
Link a new or existing item only when the vendor item does not match any existing purchased item in Restaurant365. New items created here are immediately linked to the document and available for future transactions.
Follow these steps to link an item in the Draft Transaction Screen:
Click steps to expand for additional information and images.
1) From the Documents to Process page, click Review to open the desired Draft Transaction.
2) Click Line Items to open the tab.
3) In the desire line item row, select Link item.
The Link item window will appear as a window over the Details panel.
4) Enter an item name in the search box. To link an existing item, select the correct item. To link a new item, click Create Item.
Alternatively, to mark the item as a missing item, click Missing item from the bottom left corner.
Vendor item details, can be expanded or collapsed.
5) Complete the required fields.
When linking an existing item, the following are required:
Purchasing UofM
When creating a new item, the following are required:
Item name
Measure type
Inventory UofM
Reporting UofM
Cost account
Inventory account
Learn more about completing a new purchase item.
Item names must be unique and determine how items appear throughout the system. Consider best practices for purchased item records.
6) Click Link Item or Create and link item.
