---
title: "Draft Transaction Screen"
slug: "draft-transaction-details"
description: "Navigate the Draft Transaction screen to review, edit, and complete AP invoices before posting in R365."
updated: 2026-09-10T17:28:37Z
published: 2026-09-10T17:28:37Z
canonical: "docs.restaurant365.com/draft-transaction-details"
---

> ## 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

The Draft Transaction screen is the primary workspace for reviewing and completing AP invoices and credit memos processed through [Capture AI](/doc/docs/ap-capture-ai). Accessed from the Documents to Process screen, this screen allows users to verify OCR-extracted data, resolve issues, and finalize transactions before they are created in Restaurant365.

The screen is organized into four main areas:

- A [header](/doc/docs/draft-transaction-details#draft-transaction-screen-header) that provides read-only visibility into key transaction details
- [Document Viewer](/doc/docs/draft-transaction-details#draft-transaction-screen-document-viewer)
- An [Info tab](/doc/docs/draft-transaction-details#draft-transaction-details-info-tab) for validating header-fields and addressing document issues
- A [Line Items tab](/doc/docs/draft-transaction-details#draft-transaction-screen-line-items) for reviewing, correcting and linking item or account level details

Together these areas support both automated processing through Capture AI and manual review when additional validation is required.

> [!NOTE]
> OCR mappings are not case-sensitive. Variations in capitalization for the same mapping are treated as a single mapping.

---

## Security

Users must have the following permission to access the Draft Transaction Screen.

- Administration → System Setup → Create Transactions with OCR

These permissions can be added to [custom user roles](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-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](/doc/docs/user-setup-security-and-location-access).

---

## Draft Transaction Screen- Header

The Draft transaction header includes a read only section for visibility of key transaction details that are accessible in any view of the Draft transaction. The fields displayed in the header are read only but can be updated on the Info and Detail tabs. All actions and fields in the header are fixed and accessible from the Info and Details tabs.

> Header fields are ready only. Values shown in the header cannot be edited directly. To update these fields, use the Info or Line Items tabs.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-W8L7W34C.png)

|  | Button/Field | Description |
| --- | --- | --- |
| **1** | Transaction Type | Displays the type of transaction: either Invoice or Credit Memo. |
| **2** | Vendor | Displays the vendor associated with the transaction. |
| **3** | Location | Displays the location the transaction belongs to. > [!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**](https://docs.restaurant365.com/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. |
| **4** | Transaction Total | Displays the total amount of the transaction. |
| **5** | Document Date | Date on the invoice or credit memo. |
| **6** | Number of Items | Displays the number of items or lines in the transaction. |
| **7** | Document Status | The current status of the document. Statuses include: - **Ready for review** - The document has been processed and the draft transaction does not have errors. - **Needs verification** - The document has been processed but the draft transaction has errors or empty fields that need to be addressed. |
| **8** | Document Switcher | - ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-5BQ5PPPS.png)**Left arrow:** Navigates to the previous document. - ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-4YAYWLS7.png)**Right arrow:** Navigates to the next document. > The document switcher only navigates through documents already processed by [Capture AI](/doc/docs/ap-capture-ai). |
| **9** | Actions | Opens a menu of the following options: - **Save as draft:** Saves changes to the draft without creating the transaction. - **Attach to existing transaction:** Opens a transaction list where users can select an existing document to attach the document to, - **Create manually:** Opens a side by side view of the transaction type and document for manually entry. - **Archive:** Moves the document from the Documents to Process tab to the archive. - **Delete:** Permanently removes the document from the Documents to Process tab and moves it to the archive. > This action cannot be undone. - **Classic form:** Switches to the legacy [Draft Transaction screen](/doc/docs/draft-transaction-sidesheet). The selected view is saved per user and used by default going forward. - **Review OCR mapping:** Opens the [Review OCR Mapping page](/doc/docs/review-ocr-mappings-sidesheet) where users can instruct the system on how to map any items that were mapped incorrectly. - **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. - **Split document:** Opens a confirmation warning that the draft transaction and its OCR mapping will be permanently deleted and the document will return to a waiting status. Selecting **Split** closes the Draft Transaction screen and opens the full-screen Split view for the document; selecting **Cancel** closes the dialog with no changes. > This action cannot be undone. |
| **10** | Create | Creates the transaction (invoice or credit memo), attaches the uploaded document to it, and returns to the [Documents to Process page](/doc/docs/documents-to-process-page). > The Invoice total on the Info tab must match the Subtotal on the Line items tab. Click the down arrow to view additional options: - **Create and open transaction:** Creates the transaction, attaches the document, and opens the transaction record. - **Create and approve:** Creates and approves the transaction, attaches the document, and returns to the [Documents to Process page](/doc/docs/documents-to-process-page). |
| **11** | Close | Returns the user to the [Documents to Process page](/doc/docs/documents-to-process-page) without saving changes. |

---

## Draft Transaction Screen - Document Viewer

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-N0C0C19B.png)

By default, the Draft Transaction screen opens in a split view, with transaction details on the left and the document viewer on the right. The document viewer automatically rotates images to the correct orientation when possible.

The document viewer supports the following file types: PDF, PNG, JPG, JPEG, TIF, TIFF, BMP, and GIF.

> PDFs include additional image options depending on the browser used.

---

## Draft Transaction Details - Info tab

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PMLO1287.png)

> [!NOTE]
> If a transaction number already exists **on an approved or created transaction** for the same vendor, the system displays a warning based on the [**Miscellaneous Preference setting**](/doc/docs/system-preferences-miscellaneous):
> 
> - **Allowed with warning**: A warning is displayed, but the transaction can still be saved.
> - **Do not allow**: A warning is displayed and saving is blocked until the issue is resolved.
> 
> If a transaction number already exists **on another draft transaction** for the same vendor, a warning is displayed to flag the potential duplicate. This warning does **not** block saving.

|  | Button/Field | Description |
| --- | --- | --- |
| **1** | Expand/Collapse | When collapsed, expands the Info tab to full screen. When expanded, collapses the Info tab to the split screen. |
| **2** | Tab selector | Navigates between the Info, Line Items, and Activity Log tab, |
| **Location & vendor** |
| **3** | Location | The location the transaction belongs to. > [!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**](https://docs.restaurant365.com/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. > [Inactive locations](/doc/docs/inactivate-a-location) are not available for selection. |
| **4** | Vendor | The [vendor](/doc/docs/vendors) assigned to the transaction. |
| **Invoice/Credit memo details** |
| **5** | Invoice/Credit Memo total | Total amount due on the invoice. This number should match the subtotal**(#7)**. If the Invoice Total does not match the subtotal, the over assigned or unassigned amount appears below the Invoice Total field. > [!TIP] > R365 Tip > > This field supports the use of mathematical operators, including multiply (*), divide (/), add (+), and subtract (-). |
| **6** | Invoice/Credit Memo number | Number assigned to the invoice by the vendor. This field is limited to 100 characters. |
| **7** | Subtotal | Displays the sum of all detail lines in the [Line items tab](/doc/docs/draft-transaction-details#draft-transaction-details-line-items). |
| **8** | Credit expected | Used to document [credit due](/doc/docs/ap-invoice-credit-expected) from the vendor on the transaction, if any. This field is not available for AP credit memos. > [!TIP] > **R365 Tip** > > This field supports the use of mathematical operators, including multiply (*), divide (/), add (+), and subtract (-). |
| **9** | Document date | Date on the invoice or credit memo. |
| **10** | GL date | Date when the invoice posts to the General Ledger. |
| **11** | Payment terms | Terms of payment agreed upon by the organization and the vendor. Unless otherwise specified, this field matched the Payment Terms assigned on the [Vendor Record](/doc/docs/vendor-record). Specifies the terms by which the payment should be received. If a payment term is assigned on the vendor record, it is pre-filled here. The source of payment term is displayed under the field. > This field is not available for AP credit memos. |
| **12** | Due date | The calculated date payment will due for the document. > This field is not available for AP credit memos. > 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. |
| **13** | Comment | Optional field that can be used for internal notes about a transaction. Comments entered in the draft transaction are also added to the newly created transaction and appear in the All Transactions and AP Transactions lists and can be used for sorting and filtering purposes. |
| **Additional fields** |
| **14** | Assigned to | User who is assigned to process the transaction. |
| **15** | Issues | Read-only notes from Documents to Process that identify problems or concerns with an uploaded document, such as an incorrect vendor or a duplicate invoice number. If the system detects that the document’s content matches an existing upload, it adds a Possible duplicate issue. > Duplicate detection is based on the document’s content and type, not the file name. |
| **16** | Document type | The type of document. Either AP invoice or AP credit memo. |
| **17** | Priority | The priority assigned to the current document. Priority options include: - Critical - High - Standard - Low > Priority communicates importance between users within R365 and does not impact OCR processing. |
| **18** | Resizer | Resizes the Details section and image. Grab and drag to the desired size. |

---

## Draft Transaction Screen - Line Items

The entry method set on the vendor record determines the Line Items view. Vendors set for GL account entry will include options to assign the GL account for each row in the transaction. Vendors set for item entry will include options to assign the purchased item or [link unlinked items](/doc/docs/link-unlinked-items-in-the-draft-transaction-screen).

> If Entry Instructions are available for the vendor, these instructions appear at the top of this tab. 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).

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CUD9G52U.png)

|  | Button/Field | Description |
| --- | --- | --- |
| **1** | Expand/Collapse | When collapsed, expands the Info tab to full screen. When expanded, collapses the Info tab to the split screen. |
| **2** | Tab selector | Navigates between the Info and Line items tabs. |
| **3** | Invoice/Credit Memo total | Total amount due on the invoice or credit memo. > [!TIP] > **R365 Tip** > > This field supports the use of mathematical operators, including multiply (*), divide (/), add (+), and subtract (-). |
| **4** | Subtotal | The sum of all detail lines in the [Line items tab](/doc/docs/draft-transaction-details#draft-transaction-details-line-items). |
| **5** | Header-only GL coding | Codes the full transaction amount to a single GL account at the header level and hides the Line Items section. When enabled for a vendor, the system remembers this setting and GL account for future invoices from that vendor. If the vendor has a default expense account, that account automatically populates the GL field, and the GL account can be changed as needed. |
| **6** | Views | Saved table filters and column settings. The highlighted view is currently displayed. Click on a view to display the table with the saved filter and columns settings. Learn more about [managing table views](/doc/docs/manage-table-views). - **All Items:** an unfiltered view of all line items. - **Unmapped:** A filtered view that displays line items that do not have a GL account assigned. - Only appears when there is at least one unmapped line item for a by account vendor. - **Unlinked:** A filtered view that displays vendor items that do not have a linked purchased item. - Only appears when there is at least one unlinked vendor item. |
| **7** | Table Options | - **Search** - Filters the table for the entered text in the following columns: - Description - Vendor Item Name - Purchased Item - GL Account Comment - Location (for by the item vendors view only) - **Filter -** Opens the [Filter menu](/doc/docs/filtering-tables), where filters based on column values can be applied. When filters are applied, the number of conditions is displayed next to the button. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1750356101842.png) - **Columns** - Opens the [Columns menu](/doc/docs/adjust-table-columns), where table columns can be hidden, shown, and rearranged. The number of hidden columns is displayed next to the button. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-1750356013521.png) - **Menu** - Contains the following additional table actions: - **Export** - [Exports the table](/doc/docs/export-grid-data) to a .csv file. - **Refresh Data** **-** Refreshes the table without changing the view. - **Striped Rows** - Enables or disables [alternating row colors](/doc/docs/apply-row-stripping-to-tables). Changes made to the table using this toggle apply only while the page is open. To make this setting permanent across all tables, update it in [User Preferences.](/doc/docs/user-preferences) - **Column Filtering** - Turns [column filtering](/doc/docs/filter-a-table-with-column-filters) on or off. When enabled, filters can be applied directly in the column headers. Changes made to the table using this toggle apply only while the page is open. To make this setting permanent across all tables, update it in [User Preferences.](/doc/docs/user-preferences) |
| **8** | Line Item Selector | Selects the item row. Selecting one or more items opens the action bar for bulk editing. |
| **9** | Line Item Row | The details for an individual line item. For by item vendors, each row represents a single vendor item read from OCR. For by account vendors, each row represents a a description or line read from the transaction by OCR. |
| **10** | Field Warnings/Alerts | Alerts the user to an error or missing field that needs to be addressed. Field warnings appear next to their applicable field. Hover over a warning or alert to read the details. When the price on a line item differs from the price on the most recent approved invoice, a price variance alert icon appears on the row. Hovering over the icon shows the previous price, the current price, and the variance percentage. The previous price is a link to the invoice where it was last set. |
| **11** | Action bar | Actions that can be taken for a single line or multiple line items. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZUZSUOYW.png) Action options include: - **Edit (Pencil icon):** Opens the line items edit menu where GL accounts and locations can be assigned. - The GL account option is **only** available for by account vendors. - **Mark as Missing Item**: Marks all selected line items as Missing Items. Only available for By Item vendors. - This option is not visible for users in read-only mode. - The option is disabled when the selection includes any line already marked as Missing Item. Learn more about [linking unlinked items in the Draft Transaction screen](/doc/docs/link-unlinked-items-in-the-draft-transaction-screen). - **Delete:** Removes the line items from the Draft transaction. - **Close:** Exits the action bar. |
| **12** | Resizer | Resizes the Details section and image. Grab and drag to the desired size. |
| **13** | + GL account / + Item | Adds a row to the table. Items rows are added for by item vendors and GL account rows are added for by account vendors. |

### Table Columns - By Account Vendors

The columns available in the table for by account vendors.

> 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-2D2M87VM.png)

| Column | Description |
| --- | --- |
| Description | The description from the uploaded document. |
| Total | The total for the row. > [!TIP] > **R365 Tip** > > This field supports the use of mathematical operators, including multiply (*), divide (/), add (+), and subtract (-). |
| 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 line item row. The location detail defaults to the header location, but can be edited. Click to select one or more locations. If multiple locations are selected, the row amount is split evenly among the locations. |
| Comment | An optional note or comment about the detail row. |
| X | Deletes the row from the draft transaction. |

### Table Columns - By Item Vendors

The columns available in the table for by item vendors. If there are unlinked items in the Line Items tab, a warning is displayed in the Info tab to alert the user.

> Errors and warnings may appear at both the tab level and the row level. A warning indicator on the Line Items tab signals that one or more rows require attention. Row-level messages identify the specific fields that must be corrected.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-8DTMHFUA.png)

| Column | Description |
| --- | --- |
| Vendor Item | The name of the vendor item as read by OCR from the uploaded document. |
| Purchased Item | The purchased item in R365 linked to this invoice line. Click to open a searchable dropdown and select or change the item. The items shown in the dropdown depend on the vendor's Items Available on Invoice setting (Vendor Additional Info tab on the vendor record): - All Items or blank — the dropdown shows all active purchased items. - Vendor Items Only — the dropdown shows only purchased items with an active vendor item set up for this vendor. If an expected item does not appear, it exists in R365 but has no vendor item configured for this vendor. Use the Missing Item option in that case. If there is not a linked purchased item, the option to **Link item** opens a window where users can: - [Link to an existing purchased item](/doc/docs/link-unlinked-items-in-the-draft-transaction-screen#link-unlinked-items-in-the-draft-transaction-screen) - [Mark an item as a missing item](/doc/docs/link-unlinked-items-in-the-draft-transaction-screen#mark-an-item-as-a-missing-item) - [Create a new purchased item](/doc/docs/link-unlinked-items-in-the-draft-transaction-screen#create-a-new-item-in-the-draft-transaction-screen) using details from the Draft transaction. > Unlinked items must be resolved (linked, created, or marked as missing item) before approval. > [!NOTE] > **Items Not Appearing in the Dropdown** > > If an expected item does not appear in the search results, the vendor may be set to Vendor Items Only on the [Vendor Additional Info tab](/doc/docs/vendor-record#vendor-additional-info-tab). When this setting is active, the dropdown shows only purchased items that have an active vendor item configured for this vendor — not all items in R365. If the item exists in R365 but no vendor item links it to this vendor, it does not appear in the list. Use the **Missing Item** option to continue, then set up the vendor item for this vendor and item before the next invoice from this vendor arrives. |
| Vendor Item # | The identifying number for an item as it appears on the vendor invoice or credit memo. Each vendor item maps to a purchased item in R365 connecting the vendor item’s identifier to the correct item, GL account, and settings in the system. For unlinked vendor items, click into the cell to correct or update a vendor item number. Edits apply to the current AP transaction and update automapping for all future invoices from this vendor for this item. When an edit would affect GL coding, a warning appears. Review the warning before confirming the change. > [!NOTE] > **How Capture AI Handles Missing Vendor Item Numbers** > > When no vendor item number is available, Capture AI generates one from the vendor item name and unit of measure (or name alone if no unit of measure is provided), and reuses it on future invoices from the same vendor unless the vendor provides an actual number. |
| U of M | The unit of measure associated with the item. |
| 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. |
| Each Amt | The unit price for each item. > [!TIP] > **R365 Tip** > > This field supports the use of mathematical operators, including multiply (*), divide (/), add (+), and subtract (-). |
| Total | The total for the row which is calculated by multiplying the each amt by the quantity. |
| GL Account | The GL (general ledger) account that will be receive the cost for the item/row. This is populated based on the linked purchased item. |
| Location | The location associated with the item row. The location detail defaults to the header location, but can be edited. Click to open the location dropdown. |
| Comment | An optional note or comment about the line item row. |
| X | Deletes the row from the draft transaction. |

---

## Activity Log

The Activity Log records a complete history of actions taken on the draft transaction, including system events, user updates, and comments.

**The Activity log records the following actions for draft transactions:**

- Document created
- Attached document
- Digitized document (Document went through OCR)
- Reset document
- Archived document
- Unarchived document
- Processing initiated
- Transaction created
- Failed document
- Added comment
- Updated field
- Added line item
- Deleted line item
- linked line item

Each entry includes the user, timestamp, and any additional details available for that action.

![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-AASDT8ZP.png)

---

### FAQ

#### Can I undo a document split started from the Draft Transaction screen?

No. Selecting **Split** in the confirmation dialog permanently deletes the draft transaction and its [Capture AI](/doc/docs/ap-capture-ai) OCR mapping, and returns the document to a waiting status. There's no way to restore the deleted draft transaction after confirming.

#### What does clicking Cancel do in the Split confirmation dialog?

Cancel closes the dialog with no changes. Nothing is deleted and the draft transaction stays exactly as it was — it's safe to click Cancel if you're unsure or selected the wrong document.

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

## Related

- [Documents to Process Overview](/documents-to-process.md)
- [Documents to Process Page](/documents-to-process-page.md)
- [Keyboard Shortcuts](/keyboard-shortcuts.md)
- [Draft Transaction Screen Update 2026](/draft-transaction-details-update-2025.md)