--- title: "Missing Items" slug: "missing-items" description: "Understand missing items in AP transactions — created when a vendor item number is unrecognized — and how to resolve them." updated: 2026-08-17T20:58:14Z published: 2026-08-17T20:58:14Z canonical: "docs.restaurant365.com/missing-items" --- > ## 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. # Missing Items ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/c7aeaa59-5273-459b-9fae-191ecf4268b6.png) Missing items are automatically created in Restaurant365 when an AP transaction is [imported](/doc/docs/ap-imports-overview) or entered and includes a Vendor Item Number that does not exist. > [!NOTE] > A missing item applies only to an invoice that already exists in Restaurant365. If an invoice has not been entered into the system at all, it will not appear on the Invoices grid or in AP Transactions. For help locating an existing invoice, see [AP Invoices Overview & Security](/doc/docs/ap-invoices-overview-security). The following are scenarios in which a missing item would be created: 1. An invoice includes a new product that has not been previously purchased and therefore does not exist in the system. 2. The vendor discontinued a product and replaced the product with a similar product or different brand. 3. The vendor changed the item number of the product. 4. An invoice includes a different unit of packaging that uses a different item number. For issues #1 and #2, a new purchased item must be created. All four issues require that the new vendor item is [assigned to a purchased item](/doc/docs/vendor-item-mapping). For a quick view into AP transactions that have missing items, review the Missing Items column in [AP Transactions](/doc/docs/ap-transactions). Transactions with missing items will be flagged with a Yes in this column. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-KEG3F4MY.png) --- ### Missing Item Solutions Missing items can be assigned using the following methods: 1. On the Missing Items tab of the AP Invoice record 2. To-do Checklist - Record Setup tab 3. Vendor Item list The easiest method is on the [AP invoice record](/doc/docs/ap-invoice-record). The other two methods allow you to open the [Vendor Item Record](/doc/docs/new-vendor-item-record) and perform a manual update. --- ## Identify a Missing Item **![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/c9104cae-05d3-4b79-9598-81144336398b.png)** 1. When entering an AP invoice or credit memo, select the **Details tab**. 2. From the Item drop-down, select **Missing Item**. This allows the user to complete the invoice or credit memo. 3. Complete the invoice or credit memo and select an option from the **Save** menu to save changes to the document. 4. A user with the appropriate permissions can then review the document and **assign the missing item on the Missing Items tab**. See steps below for more information. --- ## Assign a Missing Item After saving an AP invoice or credit memo that contains a missing item, the Missing Items tab appears. 1. When entering an AP invoice or credit memo, select the **Missing Items tab**. 2. Select the **Assign** button next to the missing vendor item. The Vendor Item Assign window appears. [![](http://restaurant365training.com/wp-content/uploads/2017/06/review-imported-ap-5.png)](http://restaurant365training.com/wp-content/uploads/2017/06/review-imported-ap-5.png) 3. Review the **Vendor Item Name** to determine if a similar purchased item already exists in Restaurant365. - If the item already exists, **select the purchased item** from the **Item** list. [![](http://restaurant365training.com/wp-content/uploads/2017/06/review-imported-ap-6-yes.png)](http://restaurant365training.com/wp-content/uploads/2017/06/review-imported-ap-6-yes.png) - If the item does not already exist, **enter the name of the purchased item** in the **Item** field and hit **Enter**. A quick-add prompt asks if you want to add a new item. Select Item to add a [purchased item](/doc/docs/purchased-item-record) or select Vendor Item to add a [vendor item](/doc/docs/new-vendor-item-record). [![](http://restaurant365training.com/wp-content/uploads/2017/06/review-imported-ap-6-no.png)](http://restaurant365training.com/wp-content/uploads/2017/06/review-imported-ap-6-no.png) Complete and **Save** the new item record. 4. Some fields, including the Vendor Item Number, Vendor Item Name, and Quantity populate with information already provided. Review pre-populated information and **complete additional fields** as necessary, including: - Purchasing U of M - Split U of M - Total Amount ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image(779).png) 5. Select **OK** to update and assign the new vendor item. Once assigned, the vendor item no longer appears on the Missing Items list. 6. **Continue** this process until all missing items are assigned. --- ## To-Do Checklist Review the To Do Checklist and update the missing item records: 1. Open the **To-Do checklist** and select the **Record Setup tab**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-68P8AQI2.png) 2. For each Vendor Item record type, click on **Missing Record Name** to open the [Vendor Item record](/doc/docs/new-vendor-item-record) and update accordingly. 3. **Continue** the process until there are no remaining items on the Record Setup tab. --- ## Vendor Items List Update missing item records from the Vendor Items list: 1. Open the **Vendor Items page** in the **Inventory** application. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-MAIHVFB4.png) 2. **Filter the Vendor column** to include only the vendor of the AP invoice with missing items. 3. **Open and update each record** where the Item column is blank. > [!TIP] > This step can also be performed through the [Import Tool](/doc/docs/import-tool). In place of opening each record in Step 3, export the list and update the missing values (Item, Purchase U of M, Split U of M, Contract Price, Split Contract Price, Contract Expiration and Acceptable Variance %). Save the file as a .CSV and then use the Import Tool to perform an Update Existing on Vendor Item records. 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. Access rights granted to users or user roles that dictate what actions they can perform within the system.