OCR Mapping in AP Capture AI

The AP Capture AI feature uses Optical Character Recognition (OCR) to read AP invoices and credit memos and automatically fill fields on the Draft Transaction screen.

The OCR mapping tool is used to correct recurring, clearly incorrect mappings on standard invoice layouts, such as a vendor name, date, or line-item column that is consistently misread. When mapping suggestions are submitted, they help refine how Capture AI interprets similar documents in the future rather than fixing only a single invoice. Over time, this process improves automation accuracy and reduces the need for manual corrections on high-volume, consistently formatted invoices.

Suggestions made in OCR Mapping are not specific to a single R365 Instance. Suggestions are reviewed on a regular basis, and when approved are applied across all organizations that use Capture AI in R365. Changes may take time and may not be applied if they do not align with broader mapping behavior.

R365 Best Practices
Use OCR mapping to correct fields so they match how the invoice or credit memo should be read.
Do not use OCR mapping to create workarounds, remove entire tables, or force mappings that conflict with the document layout.

Security

The following permission is required to edit OCR mappings:

Administration → System Setup → Edit OCR Mappings

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.

Mapping Using Fields

When mapping general information that consists of a single line item, such as contact information, dates, or invoice numbers, use field labels to map the data to fields in R365.

	In the document window, click and drag to draw a box around the text.
	In the resulting dialog box, select the Label that best describes the data.
	Select Save. The field and corresponding data appear in the Fields pane.
	In the Fields pane, select the checkmark next to the newly mapped field to confirm the selection.
	Continue until all fields are correctly mapped and confirmed.
	When finished, select Submit Suggestions. The corrections are saved to improve accuracy on future mappings.

Mapping Using Tables

When mapping multiple lines of data, such as purchase items, quantities, and costs, use tables to capture several line items at once.

In most cases, the AP Capture AI recognizes table-style data and automatically creates a table to capture the necessary information. If necessary, complete steps 1-3 to add a new table. To edit an existing table, continue to step 4.

	Select Add Table.
	In the resulting dialog box, enter the number of Columns and Rows to include in the table.
	Select Add Table.
	Move and resize the table as needed to correctly capture all line items. Data from the table appears in the Line Items pane.
	In the Line Items pane, use the drop-down menus to assign headers to each column and select the checkmark in each cell to confirm that the mapping is correct. Select Full Width to open and expanded view of the table at the bottom of the screen.
	Continue until all fields are correctly mapped and confirmed.
	When finished, select Submit Suggestions. The corrections are saved to improve accuracy on future mappings.