Workflows Panel

The Workflows panel in the AP Center displays AP transactions organized by workflow stage. It contains six tabs, each representing a stage in the AP process. A shared toolbar at the top of each tab provides search, filter, and column controls.

The following controls appear on every tab in the Workflows panel.

Control	Definition
Workflow tabs	Tab between the different AP transactions workflow tables
Search bar	Filters rows by keyword across visible columns. This excludes dates
Filter	Opens the filter panel for the active tab. When filters are active, the button displays a count, which represents the number of filters applied (e.g., Filter 1).
Columns	Show or hide columns and rearrange column order for the active tab.
Table Actions	Opens additional tab-level options. Menu - Contains the following additional table actions: Refresh Data - Refreshes the table without changing the view. Row Height - Switches table row spacing between tall, medium, short, or compact. Changes made to the table using this selector apply only while the page is open. To make this setting permanent across all tables, update it in User Preferences. Striped Rows - Enables or disables alternating row colors. 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. Column Filtering - Turns column filtering 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. Manage global settings - Opens the User Preferences page, where table display settings can be adjusted across the system.

Upcoming drafts tab

Displays AP invoice drafts the system expects to receive. Use this tab to review incoming drafts before they require action.

Required Permissions

To view the tab, users need at least one of the following permissions: View Documents to Process, View AP Invoices, or View AP Credit Memos.

To review a draft, users need Edit Documents to Process and Create Transactions with OCR, plus Create AP Invoices (for invoice drafts) or Create AP Credit Memos (for credit memo drafts). Without these, users can see drafts but cannot open them.

This tab will only show for customers with OCR enabled.

Column / action	Definition
Type	The transaction type of the draft.
Vendor	The vendor associated with the draft.
Location	The location associated with the draft.
Transaction Number	The identifying number for the draft transaction.
Expected Amount	The anticipated invoice total.
Invoice Date	The date on the invoice.
Due Date	The payment due date.
Row action: Review	Opens the draft for review. Available on each row.

Pending invoices tab

Displays AP invoices waiting for approval. Use this tab to send reminders or approve invoices.

Required Permissions

Viewing this tab requires the View AP Invoices permission.

Anyone who can view the tab can send reminders. Approving an invoice requires the Approve AP Invoices permission, and you must be assigned as an approver for that invoice.

Column / action	Definition
Status	The current workflow status of the invoice.
Number	The identifying number of the invoice.
Vendor	The vendor associated with the invoice.
Amount	The invoice total.
Location	The location associated with the invoice.
Invoice Date	The date on the invoice.
Due Date	The payment due date.
Submitted By	User that submitted the invoice.
Approver	User currently assigned to the invoice in the workflow. This appears on “Pending Approval” rows only, and it’s blank on “Unapproved” rows. Nothing on this tab has been approved yet.
Days	Days since the record was created in R365.
Row action: Remind (bell icon)	Sends a reminder notification for the invoice.
Row action: Approve (checkmark circle)	Approves the invoice. Appears on unapproved invoices only.

Credit memo tab

Displays AP credit memos available for approval or application. Use this tab to approve credit memos or apply them to invoices.

Required Permissions

Viewing this tab requires the View AP Credit Memos permission.

Approving a credit memo requires Approve AP Credit Memos or Approve Operations Credit Memos. Using Smart apply requires Edit AP Credit Memos or Edit Operations Credit Memos.

Column / action	Definition
Status	The current workflow status of the credit memo.
Credit memo number	The identifying number for the credit memo.
Vendor	The vendor that issued the credit memo.
Location	The location associated with the credit memo.
Credit memo date	The date on the credit memo.
Original amount	The full credit amount before any application.
Applied amount	The portion of the credit memo already applied to invoices.
Unapplied amount	The remaining credit balance available to apply to invoices.
Row action: Approve (checkmark icon)	Approves the credit memo. Appears on unapproved credit memos only.
Row action: Smart apply	Opens the Smart apply pop-up, which suggests how to apply the credit memo to eligible open invoices. Nothing is applied until you select Confirm. Only shows on Approved credit memos.

Ready to pay tab

Displays approved AP invoices eligible for payment. Use this tab to create payment runs or unapprove invoices.

Required Permissions

Viewing this tab requires the View AP Invoices permission.

Unapproving an invoice requires the Unapprove AP Invoices permission. Creating a payment run requires the Edit Payment Runs permission.

When you select one or more rows, a bulk action bar appears (for example, 1 invoice selected) with Unapprove, Create payment run, and Close.

Column / action	Definition
Checkbox	Selects the row for bulk actions.
Vendor	The vendor to be paid.
Total	The total amount due for the invoice.
Invoice number	The identifying number of the invoice.
Due date	The payment due date.
Priority	The payment priority assigned to the invoice.
Payment type	The payment method for the invoice.
Location	The location associated with the invoice.
Row action: Unapprove	Unapproves the invoice. When the invoice has payments or credit memos applied, it cannot be unapproved. The payments or credit memos must first be unapplied before the invoice can be unapproved.
Row action: Create payment run	Opens a new payment run for the selected invoice.

Payment runs tab

Displays existing payment runs and their statuses. Use this tab to monitor payment runs in progress.

Required Permission

This tab is only available to organizations with payment run storage enabled. Viewing it requires the View Payment Runs permission.

Approving a payment run requires the Approve Payment Runs permission, and you must be assigned as an approver for that run. Creating payments from an approved run requires Edit Payment Runs and Create Checks. Both actions are unavailable if your organization doesn't have the Payment Run Approvals feature.

Column / action	Definition
Status	The current status of the payment run.
Payment run	The name or identifying number of the payment run.
Payment date	The scheduled date for payments in the run.
Total amount	The total amount included in the payment run.
Bank account	The bank account used for the payment run.
Bank account number	The bank account number.
Current approver	The user currently assigned to approve the payment run.
Row action: Approve	Approves the payment run. Appears on unapproved payment runs only.
Row action: Create payments	Opens the selected payment run to create payments. This only shows for Approved payment runs that have not yet had payments created.

Unmatched payments tab

Displays payments the system has not matched to a bank transaction. Use this tab to review bank activity or void unmatched payments.

Required Permissions

Viewing this tab requires the View AP Payments permission.

Viewing bank activity requires access to the Bank Activity page and the Process Bank Activity permission, and only appears on payments associated with a bank account. Voiding a payment requires the Void AP Payments permission. Vendor names link to the vendor record only if you have the View Vendors permission.

This tab opens with a filter already applied: Outstanding since ≥ 30 days. The Filter button shows it as Filter 1.

Column / action	Definition
Payment #	The identifying number of the payment.
Vendor	The vendor associated with the payment.
Contact email	The email address on file for the vendor contact.
Location	The location associated with the payment.
Legal entity	The legal entity associated with the payment.
Checking account	The checking account from which the payment was made.
Payment method	The method used to send the payment (e.g., check, ACH).
Outstanding since	The number of days the payment has been unmatched, counted from the payment date.
R365 payment method	The payment method recorded in R365 for the transaction.
Payment status	The current status of the payment.
Date	The date the payment was issued.
Amount	The payment amount.
Row action: View bank activity (bank icon)	Opens the bank activity view for the payment.
Row action: Void this payment (⊘ icon)	Voids the payment.

Empty states

When no records match the current filter or no records exist, each tab displays the following message:

Tab	Empty state message
Upcoming drafts	Create the first draft — Drafts arrive from OCR and appear here when they are due within 7 days or already overdue. This tab only appears when OCR is enabled.
Pending invoices	No pending invoices to display
Credit memo	No credit memos to display
Ready to pay	All invoices have been actioned
Payment runs	No payment runs to display
Unmatched payments	No unmatched payments

Workflows Panel

Shared toolbar

Upcoming drafts tab

Required Permissions

Pending invoices tab

Required Permissions

Credit memo tab

Required Permissions

Ready to pay tab

Required Permissions

Payment runs tab

Required Permission

Unmatched payments tab

Required Permissions

Empty states