---
title: "Legacy Draft Transaction Screen"
slug: "draft-transaction-sidesheet"
description: "Reference for the legacy Draft Transaction sidesheet used to complete AP invoices prior to the 2026 screen update."
updated: 2026-08-21T16:31:17Z
published: 2026-08-21T16:31:17Z
canonical: "docs.restaurant365.com/draft-transaction-sidesheet"
---

> ## 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.

# Legacy Draft Transaction Screen

The Draft Transaction details in [Documents to Process](/doc/docs/documents-to-process-page) is where users review and edit transactions before they are finalized. This screen is a crucial tool in Restaurant365’s workflow, providing transparency and control over financial transactions before they impact the organization’s financial records. Using this tool helps ensure accuracy, compliance, and efficient processing of transaction data. Users can send draft transactions to collaborate and review prior to completing processing. When using AP Capture AI, if a field is not matched automatically, the tool filters the drop-down to display potential matches, making it easier for users to locate and select the correct option from the list.

> The Draft Transactions Details is only available when [AP Capture AI](/doc/docs/ap-capture-ai) is enabled.

Users access Draft Transaction sidesheet enter or verify information on an uploaded document, such as an AP invoice or credit memo. While information can be entered and reviewed manually, R365 offers two unique add-on features to streamline this process:

- [AP Capture Pro](/doc/docs/ap-capture-pro) - Let us do the work for you! With AP Capture Pro, the R365 Data Entry Team enters and reviews AP transactions, ensuring data accuracy while saving you time.
- [AP Capture AI](/doc/docs/ap-capture-ai) - The AP Capture AI tool uses Optical Character Recognition (OCR) to automate AP invoice processing and reduce manual data entry. When using AP Capture AI, if a field is not matched automatically, the tool filters the drop-down to display potential matches. If a match is unavailable, users are prompted to complete the necessary fields. Information entered or adjusted on the Draft Transaction improve Capture AI’s learning for the individual R365 instance.

The Draft Transaction sidesheet is comprised of three major components:

- ( **A** ) General Information
- ( **B** ) Details
- ( **C** ) Split View

> If [Entry Instructions](/doc/docs/ap-invoices-vendor-entry-instructions) are available for the vendor, these instructions are shown between A and B. Entry instructions are entered on the [Vendor record](/doc/docs/vendor-record) and can be especially helpful when used with services such as AP Capture Pro and AP Capture AI.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-JH0B3OUU.png)

---

## General Information Buttons and Fields

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

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-21T7S5E5.png)

> [!NOTE]
> When a transaction number already exists for the same vendor and the [Miscellaneous Preference](/doc/docs/system-preferences-miscellaneous) is set to **Allowed with warning** or **Do not allow**, an alert will notify the user of the duplicate transaction. If a transaction number already exists in another draft for the same vendor, a warning appears but does not block saving.

> [!NOTE]
> If Entry Instructions are available for the vendor, these instructions appear at the bottom of this section. Entry instructions are entered on the [Vendor record](/doc/docs/vendor-record) and can be helpful when used with services such as [AP Capture Pro](/doc/docs/ap-capture-pro) and [AP Capture AI](/doc/docs/ap-capture-ai).

|  | Field | Description |
| --- | --- | --- |
| **1** | Menu | Opens the menu with the following option: - **Try new form:** Switches to the new [Draft Transaction screen](/doc/docs/draft-transaction-details). The selected view is saved per user and used by default going forward. |
| **2** | Document Status | Indicates the status of the document: - **Ready For Review** - The document has been processed and the draft transaction does not have errors. - **Verification Needed** - The document has been processed but the draft transaction has errors that need to be addressed. |
| **3** | Attach | Allows the user to attach an existing transaction to the document. |
| **4** | Save Draft | Saves changes to the draft without creating the transaction. |
| **5** | Create | Creates the transaction. This button is only available if the Invoice Total in the General Information section matches the Total in the Details section. > [!NOTE] > For [AP Capture AI users](/doc/docs/ap-capture-ai), when selected, the resulting drop-down offers the Create and Open option. Select Create and Open to create the transaction and open the transaction record in a new tab. |
| **6** | Full Screen | Expands the view to full screen. |
| **7** | Close | Closes the Draft Transaction side sheet. |
| **8** | General Information tab | The General Information tab or section is used to enter important information about the document so that a transaction can be created. When not in Split View, users can select the Attachment tab to access the Attachment Viewer and review the document. When in Split View, the General Information section and the Attachment Viewer appear side by side. |
| **9** | Attachment tab | When not in Split View, users can select the Attachment tab to access the Attachment Viewer and review the document. When in Split View, the General Information section and the Attachment Viewer appear side by side. |
| **10** | Review OCR Mapping | Opens the [Review OCR Mapping page](/doc/docs/ap-capture-ai), where users with access to the AP Capture AI add-on and permissions to Edit OCR Mappings can submit suggestions to instruct the system on how to map information in the document to fields in the General Information and Details sections. |
| **11** | Split View | Splits the screen to display the transaction record on the left and the image on the right side of the screen. |
| **12** | Location | Location associated with the invoice. > [!NOTE] > When using AP Capture AI, both the Ship To name and the Ship To address are used to verify the location. This allows the tool to correctly distinguish between locations that have the same name. > > > > If a location was assigned by a user during import or from [docs to process](/doc/docs/documents-to-process), Capture AI will not override with OCR-detected values. OCR will override default locations if no user-specified location is provided. > [!NOTE] > [Inactive locations](/doc/docs/inactivate-a-location) are not available for selection. |
| **13** | Payment Terms | Terms of payment agreed upon by the organization and the vendor. Unless otherwise specified, this field matched the [Payment Terms](https://help.restaurant365.net/en/support/solutions/articles/12000038962) assigned on the [Vendor Record](https://help.restaurant365.net/en/support/solutions/articles/12000038976). |
| **14** | Vendor | Vendor who sent the AP invoice or credit memo. |
| **15** | Invoice Total | Total amount due on the invoice. This number should match the total amount for all items in the Details section. If the Invoice Total does not match the Total of all line items in the Details section below, the over assigned or unassigned amount appears below the Invoice Total field. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image(974).png) |
| **16** | Invoice Number | Number assigned to the invoice by the vendor. This field is limited to 100 characters. |
| **17** | Credit Expected | Used to document [credit due](/doc/docs/ap-invoice-credit-expected) on the transaction, if any. |
| **18** | Due Date | Date when payment is due. > When using [AP Capture AI,](/doc/docs/ap-capture-ai) the Due Date is set as follows: > > - If a due date appears on the document, that date is used. > - If no due date appears on the document, the Due Date is calculated from the Invoice Date and the mapped [Payment Terms.](/doc/docs/payment-terms-1) > - If no due date appears on the document and no Payment Terms are mapped, the Invoice Date is used as the Due Date. |
| **19** | Invoice Date | Date on the invoice. This is usually the date when the invoice was issued by the vendor. |
| **20** | Expand / Collapse | Show or hide the General Information section. |

## **Details**

The Details section of the Draft Transaction is displayed according to the [vendor’s](/doc/docs/vendor-record) entry type setting:

- **By Account:** Invoices and credit memos are entered by GL account.
- **By Item:** Invoices and credit memos are entered by [vendor item](/doc/docs/vendor-items) and flow into the [inventory](/doc/docs/inventory) application.

### **Buttons and Fields**

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

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4OTNYZ3P.png)

|  | Field | Description |
| --- | --- | --- |
| **1** | Search | Filters the table to display items matching the search criteria that is entered into the field. |
| **2** | Item / Account information | Displays information for each item or account on the invoice. Columns differ depending on whether By Account or By Item is selected in the Entry field of the [vendor record](/doc/docs/vendor-record). Users can [link](/doc/docs/linking-items) any unlinked items as needed directly from this table. An alert icon indicates that the item price differs from the price on previous invoices. Hover over the alert icon to view variance details. |
| **3** | Add GL account / Add Item | Adds a new line to the table where users can enter any line items that were not captured by the system. > [!NOTE] > The name of this button varies depending on the Entry method selected on the [Vendor record](/doc/docs/vendor-record). |
| **4** | Total | Total amount due on the invoice. This number should match the Invoice Total in the General Information section. |

### Columns

Column layout is determined by the [vendor’s](/doc/docs/vendor-record) Entry type setting: By Account or By Item.

#### **By Item**

When there are unlinked items in the Draft Transactions, the [Unlinked Items tab](/doc/docs/linking-items)removed t is used to manage them.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9G84XNKA.png)

| Column | Description |
| --- | --- |
| Item | - Vendors that are 'by item’ display information for each item from the uploaded document. - Users can [link unlined items](/doc/docs/linking-items) directly from this table as needed. - An alert icon indicates that the item price differs from the price on previous invoices. Hover over the alert icon to view variance details. |
| Vendor Item Name | The name of the vendor item from the uploaded document. > [!NOTE] > This column is only displayed for by item vendors. |
| Vendor Item # | The vendor item number from the uploaded document. > [!NOTE] > This column is only displayed for by item vendors. |
| U of M | The unit of measure associated with the item. > [!NOTE] > This column is only displayed for by item vendors. |
| Quantity | The quantity of the item as read from the uploaded document. If catch weights are in a dedicated column, the weight is used for the quantity on the draft transaction. If a catch weight column is present, but the value is 0, the quantity will use the case quantity. > [!NOTE] > This column is only displayed for by item vendors. |
| Each Amt | The unit price for each item. > [!NOTE] > This column is only displayed for by item vendors. |
| Total | The total for the item/row. |
| GL Account | The GL (general ledger) account that will receive the cost for the item/row. With [AP Capture AI](/doc/docs/ap-capture-ai), GL account selections made in the draft transaction screen are memorized and applied to the R365 instance moving forward. Mappings for common charges—such as shipping, fuel, and tax—are also remembered and reused. For the Discount line created by [AP Capture AI](/doc/docs/ap-capture-ai), the GL Account field starts blank, even when the vendor has a default expense account configured. Once a GL account is selected for a vendor's Discount line, mapping memorization applies to that vendor's future Discount lines the same way it does for other charges. > [!NOTE] > A blank GL Account on any line, including Discount, blocks saving or posting the transaction. |
| Location | The location(s) associated with the item/row. The location detail defaults to the header location, but can be edited. |
| X | Deletes the row from the draft transaction. |
| Comment | An optional note or comment about the detail row. |

#### **By GL Account**

> When '**Consolidate GLs from Draft Transactions’** is enabled in the [Miscellaneous Tab of System Preferences](/doc/docs/system-preferences-miscellaneous), line item rows that share a GL account and location are consolidated to one line. Comments are consolidated into one comment, separated by a semi colon.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-26UD4FXR.png)

| Column | Description |
| --- | --- |
| Description | - Vendors that are ‘by account’ include a description from the uploaded document. - With AP Capture AI, GL account selections made in the draft transaction sidesheet are memorized and applied to the instance. Mappings for common charges—such as shipping, fuel, and tax—are also remembered and reused. |
| Total | The total for the item/row. |
| GL Account | The GL (general ledger) account that will be receive the cost for the item/row. |
| Location | The location(s) associated with the item/row. The location detail defaults to the header location, but can be edited. |
| X | Deletes the row from the draft transaction. |
| Comment | An optional note or comment about the detail row. |

### Split View

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/draft-transaction-sidesheet-image-t5w9jlba.png)

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-T2JU0TKT.png)

|  | Field | Description |
| --- | --- | --- |
| **1** | Review OCR Mapping | Opens the [Review OCR Mapping page](/doc/docs/ap-capture-ai) where users can instruct the system on how to map any items that were mapped incorrectly. The dropdown option, **Reset document** deletes the OCR mappings for the draft transaction and returns the document to a waiting status. The Reset documents can be [split into separate PDFs](https://docs.restaurant365.com/docs/documents-to-process#split) for individual processing. |
| **2** | Close Split View | Closes the [Attachment Viewer](/doc/docs/attachment-viewer). |
| **Adobe Image Options** *View and edit options available for PDFs only.* |
| **3** | Expand / Collapse | Allows users to show or hide the page navigation pane. The page navigation pane is useful for documents with multiple pages. If a user is viewing a one-page document or is viewing the document on a smaller screen, it might be beneficial to hide this feature. |
| **4** | Pages | Shows the number of the selected page and the total number of pages in the document. |
| **5** | Zoom | Makes the document larger or smaller in the Attachment Viewer. - ( - ) Zoom out - ( + ) Zoom in |
| **6** | Fit to screen | Adjusts the zoom so that the width of the page fits the width of the Attachment Viewer. |
| **7** | Rotate | Rotates the document by 90°. |
| **8** | Download | Downloads the document to the user's device. |
| **9** | Print | Opens the Print options window on the user's browser or device. |
| **10** | View options | Expands a menu that contains additional actions, including: - **Two page view** - If selected, the zoom is adjusted so that the width of two pages fits the width of the Attachment Viewer. - **Annotations** - If selected, any comments attached to the document appear in the Attachment Viewer. - **Present** - Opens the document in full screen mode. This feature is disabled in Documents to Process. - **Document properties** - Opens the properties window for the document, where users can view information related to the file. |

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.

Restaurant365

A dedicated R365 system environment containing all data for an organization.

Legal or trade name of the vendor supplying goods or services as configured on the vendor record in R365.

Unique identifier assigned to a transaction.

Access rights granted to users or user roles that dictate what actions they can perform within the system.

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

## Related

- [Draft Transaction Screen](/draft-transaction-details.md)
- [Draft Transaction Screen Update 2026](/draft-transaction-details-update-2025.md)
- [Documents to Process Overview](/documents-to-process.md)
- [AP Capture AI Overview](/ap-capture-ai.md)