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.
Unlinked items can be resolved from the Draft Transaction screen by:
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
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.
Unlinked items are marked with an triangle with an error icon. Hover over the icon to see error details.
Link Unlinked Items in the Draft Transaction Screen
Follow these steps to link unlinked items 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 desired line item row, select Link vendor item.
4 ) In the Link Item window, search for the purchased item.
Enter part or all of the purchased item name to filter the search results to the entered text.
5) Select the Purchasing U of M (unit of measure).
R365 Best Practice
If the required unit of measure is not available, create the U of M first, then restart this process.
6) Select the Split U of M. (if applicable)
Use split units of measure when a vendor sells both full cases and broken (‘split’) cases of the same item.
R365 Best Practice
If the required unit of measure is not available, create the U of M first, then restart this process.
7) Click Link item.
Create a New Item in the Draft Transaction Screen
Create a new 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 create a new 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 vendor item.
4) Click in the search box, then select Create item.
To view vendor item details, click the expand button.
5) Review the item name and update. (Recommended)
Item names must be unique and determine how items appear throughout the system. Consider best practices for purchased item records.
6) Enter an item number. (Optional)
Item numbers are not required but can be used to identify items. If added, item numbers can be used to filter, sort, and search for items throughout the system.
7) Select the Measure type.
Measure type options include:
Volume: Items measured in fluid units (e.g., oz-fl, cup, gallon)
Weight: Items measured by weight (e.g., oz-wt, lb, kg)
Each: Individually counted items (e.g., each, box, case)
Measure type is locked after saving. Verify the selection before saving the item.
8) Select the Inventory U of M (unit of measure).
The Inventory U of M controls both how items are counted in inventory and location level item costs.
Ensure the unit aligns with how the item will be counted in inventory.
R365 Best Practice
If the required unit of measure is not available, create the U of M first, then restart this process.
Scroll the list or type in the field to search for the desired Inventory U of M.
9) Select the Reporting U of M (unit of measure).
Choose the single unit that will be used for cross location comparison.
R365 Best Practice
If the required unit of measure is not available, create the U of M first, then restart this process.
Scroll the list or type in the field to search for the desired Reporting U of M.
10) Assign the desired categories. (Recommended)
When assigned, accounts from the item category define the purchase item accounts, keeping GL setup consistent.
R365 Best Practice
Item categories group items that share account and setup details.
Assign at least Item Category 1 so costs and inventory post to the correct accounts.
11) Assign the accounts for the purchased item.
Cost account: Determines what GL account will be impacted when the item is included in an invoice or credit memo. This field is required.
Inventory account: Determines what GL account will be impacted the item is included in an inventory count. This field is required.
Waste account: Determines what GL account will be impacted when the item is included in a waste log.
Donation account: Determines what GL account will be impacted when the item is included in a donation entry.
If item categories were assigned and have defined accounts, the purchase item accounts will be populated according to the assigned item category accounts,
12) Click Create and link item.
