Documents to Process is a centralized workspace in accounting that stores uploaded images and PDFs for future processing. These documents are used to create or support accounting transactions, such as AP invoices and credit memos, or to attach documents to supported transactions.
Documents enter the queue through various upload methods and remain available until they are process, attached, archived, or deleted.
This article references the new Draft Transaction experience, which is available to all users.
Learn more about the New Draft Transaction Screen.
Documents to Process Capabilities
Documents to process provides a single place to manage documents. It helps teams collect, review, and use documents throughout the transaction lifecycle.
Documents to process supports:
Uploading and storing invoices and credit memos, in PDF or image format
Creating AP Invoices and credit memos from uploaded documents
Using Capture AI or AP Capture pro to extract invoice data and reduce manual entry
Assigning, prioritizing, and tracking documents that need review or action
Managing documents in Documents to process (including: split, merge, archive, edit, reset, and delete)
Attaching documents to existing supported transactions for reference and record keeping
How Documents to Process Fits into the Transaction Lifecycle
Documents to process functions as an intake area within accounting. It allows documents to enter the system from multiple sources and to be processed in a centralized location.
Documents are uploaded to Documents to Process by managers, accounting staff, or by vendors (using the dedicated email address).
Documents are reviewed, prioritized, and assigned as needed.
Documents are either:
Used to create new AP invoices or credit memos, or
Once processed, documents are stored with the transaction record for reference.
Documents to Process Settings
Certain system and user settings directly affect how Documents to Process behaves.
System Preferences
The following settings, located on the Miscellaneous tab of System Preferences, impact Documenta to Process:
Duplicate AP Invoice Number: Determines how duplicate invoice numbers from the same vendor will be handled in R365. Options include:
Allowed: Invoices with the same transaction number (and vendor) can be created and a warning will not be displayed in the Draft Transaction screen.
Not Allowed: Invoices with the same transaction number (and vendor) cannot be created and a warning will be displayed in the Draft Transaction screen.
Allowed with Warning: Invoices with the same transaction number (and vendor) can be created, but a warning will be displayed to alert the user that an invoice exists with that number for the selected vendor.
The alert and limitations apply only to completed transactions (approved or unapproved) and excludes drafts or documents in Docs to Process with the same transaction number.
Always Require OCR Verification: Controls whether transactions processed by OCR must be reviewed by a user.
When enabled, transactions must be reviewed and created by selecting Create in the Draft Transaction Details.
When disabled, fully mapped documents without issues create transactions automatically.
This setting is only available when AP Capture AI is enabled.
Automatic OCR Processing: Controls whether OCR processing starts automatically when a document is uploaded or if it must be started manually.
When enabled, documents are automatically processed upon upload.
When disabled, documents remain on the Documents to Process page until processing is in initiated using the Create button.
This setting is only available when AP Capture AI is enabled.
Consolidate GLs on Draft Transactions: Consolidates lines items that share a GL account and location into one line item in the Draft Transaction screen.
This setting is only available when AP Capture AI is enabled.
User Preferences
User-specific preferences determine how certain actions behave when working in Documents to Process.
Create Button Experience: Controls whether the Create action opens the accounting invoice experience or the operations invoice experience for users with access to both.
This option is only displayed for users with both create invoice permissions:
Accounts Payable → AP Invoices → Create AP Invoices
Food → AP Invoices → Create AP Invoices
Security
The following permissions are associated with Documents to Process:
Food
Docs to Process
View Docs to Process Within Document Library
View Docs w/Unassigned Location
Edit Docs to Process Documents
Upload Docs to Process Documents
Delete Docs to Process Documents
Accounts Payable
Docs To Process
View Docs to Process within Accounting
View Docs to Process Log
View Docs w/ Unassigned Location
Edits Docs to Process Documents
Delete Docs to Process Documents
The Permission Access report can be used to determine which user roles or users already have these permissions assigned.
All other users (including non-users, such as vendors) have the ability to upload Documents to Process using AP Automation or FTP when granted access to those upload methods (R365-generated email address and FTP site credentials, respectively).
Transaction Creation Experiences
When creating transactions from Documents to Process, users may encounter different transaction entry experiences. The experience shown depends on user permissions, user preference settings, and whether Capture AI is enabled.
Accounting Experience
Users with Docs to Process permissions under Accounts Payable create AP invoices or credit memos using the accounting transaction entry experience.
Operations/Inventory Experience
Users with Docs to Process permissions under Food create invoices and credit memos using the operations experience.
Draft Transaction Details
When Capture AI is enabled, documents open in Draft Transaction Details regardless of user permissions. In this experience, invoice and credit memo data is automatically extracted using Optical Character Recognition (OCR) and reviewed before the transaction is created.
New Draft Transaction:
Documents to Process and Capture AI
Documents to process serves as the intake point for Capture AI processing. When Capture AI is enabled, uploaded documents are processed using optical character recognition (OCR) to extract invoice and credit memo data.
Depending on system preference settings, documents may:
Automatically generate draft transactions, or
Require user review in Draft Transaction Details before transaction creation.
Capture AI does not replace Documents to Process and instead enhances the document-to-transaction workflow by reducing manual entry while preserving the option for user control.
Users retain the option to create transactions manually from Documents to Process.
Related Pages and Screens
Documents to Process Page
The Documents to Process page is where uploaded documents are managed. It includes options to upload, archive, comment, process, attach, manage, and create documents.
Documents to Process Saved Grid Views
On the AP Transactions page, two unique saved grid views are included to help review, add, and/or resolve issues for documents in the Documents to Process queue. These saved views include:
Issues - Unapproved - This saved view lists all unapproved transactions created through R365 Payments and that have an issue added by the R365 AP Entry Team or a System User. The issues listed on the AP Transaction appear in the designated column, either Issue Data Entry or Issue Customer Reported, depending on who noted the issue.
Processed - Unapproved - This saved view lists all Unapproved AP Transactions created through R365 Payments.
Learn more about Saved Grid Views.
Attachments Tab - Documents to Attach panel
The following transactions include a Documents to Attach panel that is accessed from the Attachments tab of the record/transaction:
Journal Entry (excluding the classic version)
Payroll Journal Entry (excluding the classic version)
AP Invoice (Inventory version only)
AP Credit Memo (Inventory version only)
Bank Transfer
AP Payment (excluding classic version)
From panel, users can select an uploaded transaction to store with the transaction/record.
Transactions Screen
The Transactions Screen is accessed from Documents to Process by selecting attach from the action bar.
It allows users to attach uploaded documents to existing transactions.
Activity Feed
The Activity feed displays a history of actions performed on the draft transaction and includes a comment field for adding notes.
