Capture AI uses Optical Character Recognition (OCR) to read AP invoices and credit memos. This lets Capture AI automatically populate fields on the Draft Transaction screen. Sometimes OCR cannot read a value with certainty. Other times, a matching record cannot be found with confidence. In either case, Capture AI leaves the resulting field for the user to review.
This article covers the most common Capture AI issues, what causes them, and how to resolve them. For an introduction to Capture AI, see AP Capture AI Overview. For a description of the review screen, see Draft Transaction screen.
For a document that consistently produces the wrong result, use Reset Document from the Actions menu to clear its OCR mapping and reprocess it. Alternatively, use Review OCR Mapping to correct a recurring field-level extraction issue. See Reset Document in Docs to Process and OCR Mapping in AP Capture AI.
Common Issues
Issue | Cause | Resolution |
|---|---|---|
Due date is missing or incorrect on the draft transaction. | Capture AI uses whatever due date OCR reads from the invoice as-is, without checking it against the vendor's Payment Terms. Capture AI only uses Payment Terms to calculate the due date if OCR finds no due date at all. It also requires that Location has already been identified. | Correct the Due Date field on the Draft Transaction screen. Confirm the vendor's Payment Terms are set up correctly on the vendor record. |
Line items are missing, or only the first page of a multi-page invoice is captured. | OCR can fail to extract a table it detects, assign the same row number to multiple items, or drop items from additional pages of a multi-page invoice. | Review the Line Items tab against the original invoice and add any missing items. See Link Unlinked Items in the Draft Transaction Screen. |
The invoice date or due date on the draft transaction does not match the printed invoice. | OCR can misread invoices printed with a two-digit year. This misreading can reorder the day, month, and year. R365 does not validate the resulting date against the current date. | Compare the Document Date and Due Date fields against the original invoice and correct any date that does not match. |
The wrong restaurant Location is assigned, or Location is left blank. | See Location Assigned to the Wrong Restaurant below. | See Location Assigned to the Wrong Restaurant below. |
The wrong Vendor is assigned to the invoice. | See Wrong Vendor Assigned to the Invoice below. | See Wrong Vendor Assigned to the Invoice below. |
Location Assigned to the Wrong Restaurant
Capture AI identifies the Location for an invoice by comparing the Street 1 line and postal code of the invoice's ship-to address against Location records. It then selects the closest match. The comparison uses only the Street 1 line and postal code, even when Street 2 (suite or unit number) is present on both the invoice and the Location record.
Important Note About Locations Sharing an Address
If two active Locations share the same street and postal code (for example, concepts in a shared building or food hall), Capture AI cannot reliably distinguish between them. It may consistently assign invoices to the wrong one. Manually verify Location on every invoice for these addresses.
Follow these steps to correct a wrong Location assignment:
Open the Draft Transaction for the affected invoice.
Compare the ship-to address on the invoice image to the correct Location record.
Select the correct option in the Location field.
Select Save Draft or Create.
Wrong Vendor Assigned to the Invoice
Capture AI identifies the Vendor by comparing the vendor name read from the invoice against Vendor records for name similarity. It only considers Vendor records that are set up for the identified Location, and then selects the closest match. Capture AI excludes a Vendor record that is not set up for the identified Location. This exclusion applies even when that vendor record is the best name match on the invoice.
When Capture AI has previously confirmed a correct Vendor match, Capture AI reuses that confirmation on future invoices from the same vendor. If the vendor name printed on new invoices changes format, or the Vendor record name changes, Capture AI may not reuse the previous confirmation. Name matching then runs again.
Follow these steps to correct a wrong Vendor assignment:
Open the Draft Transaction for the affected invoice.
Confirm the correct Vendor record exists and is set up for the transaction's Location.
Select the correct option in the Vendor field.
Select Save Draft or Create.