This article covers running AP Capture Pro day to day — the processing steps, how to communicate with the AP Capture team, and how to troubleshoot common issues. For initial setup and vendor configuration, see AP Capture Pro.
AP Capture Pro Service process
The AP Capture Pro Service follows three steps:
Upload AP transactions to Documents to Process. The R365 AP Capture Pro Service team enters these transactions for you. Use several options to upload the documents.
Wait one business day for the Capture Service team to process the transaction.
The Capture Service team processes transactions within 24 hours of being uploaded.
Still see documents listed? Learn more about resolving document issues..
Review and approve. Process complete.
If the AP invoice is for an itemized vendor and has missing items on the transaction, a member of the AP Capture Pro Service team adds comments in the AP Transactions notes. Use these comments for your follow-up and review.
Communicating with the AP Capture team
The primary way to give the AP Capture team standing instructions for a vendor is the Entry Instructions field on the vendor record. Once saved, these instructions appear on each new AP invoice created for that vendor as it is entered.
Entry Instructions are for standing, vendor-level guidance. If you need to flag a problem with a specific document instead, use a document issue.
Troubleshooting and additional follow-up
At times, documents might have issues listed, or the AP Capture Pro Service team might archive them as a duplicate transaction. If the AP Capture Pro Service team still has not entered your document, the most common causes are an unresolved document issue or assignment to a specific team member for review. Learn more about managing document issues.
No Location Assigned
If an AP transaction is uploaded without a location, the AP Capture Pro Service team may be able to determine the locaiton from the invoice delivery address. If not, the transaction is listed in the ‘No Location Assigned’ list in Documents to Process. An AP transaction requires a location before the system can save it.
Delete and re-upload
Make sure you have an additional copy of the document, then delete the original document from R365.
Use any upload method to re-upload the file into Documents to Process. The quickest method is the manual upload. However, this method always assigns the user's default location to the transaction.
Duplicate transactions
If a transaction appears to be a duplicate, the AP Capture Pro Service team flags the transaction as Archived for your review. The team does this on the detail view of the document by clicking the Mark as Archived button.
When the AP Capture Pro Service team identifies a duplicate, they select the All checkbox to flag the entire document as a duplicate.
Select the Archive button on the main Documents to Process screen to view duplicate documents.
The Documents Marked as Duplicates page opens. From this page, delete or process the duplicate transactions. Currently, the system cannot pass transactions marked as duplicates back to the AP Capture Pro Service team. Your staff must delete or manually process them instead.
Entry Instructions not being followed
If AP Capture Pro does not appear to be following your Entry Instructions, confirm you saved them on the correct vendor's Additional Info tab. Also check whether a memorized template is active for that vendor.
FAQ
My document isn't flagged with an issue and isn't marked as a duplicate, but it still hasn't been entered — what should I do?
The two most common causes are an unresolved document issue or the document being assigned to a specific team member for review. Learn more about managing document issues to rule out the first cause.
A document was marked as a duplicate — should I delete it or process it manually?
Delete it if it truly is a duplicate of a transaction you already have. Process it manually (create the AP transaction yourself in R365) if it was flagged as a duplicate by mistake. The system can't send duplicate-flagged transactions back to the AP Capture Pro team, so one of these two steps is required either way.
I uploaded a document without a location and it's stuck in "No Location Assigned" — how do I fix it?
Delete the original document, then re-upload it using an upload method that assigns a location — the manual upload method assigns your default location automatically. Learn more about upload options for Documents to Process.