Documents to Process page : Support Center

This article provides an overview of the Documents to Process page as well as descriptions of the fields, controls, and components. For more information about Documents to Process and the actions performed from this page, see Documents to Process Overview.

There are two ways to view the Documents to Process page: the card view and the table view. The table view allows users to perform bulk actions by selecting multiple documents. The card view allows users to details alongside a thumbnail image of the document.

Selecting the Create or Review button in a document row opens the Draft Transaction side sheet where users can match information from the document to fields in R365.

Article Topics

Table view
Card view
Draft Transaction side sheet

Table view

	Field	Description
	Add Issues	When selected, this button displays a list of possible issues with the selected document. Custom issues can be added using the Comment field at the bottom of the list.
	Tabs	Changes the table view to show either: Documents to Process - Documents awaiting processing, review, or approval. Recently Completed - Documents completed within the past 90 days.
	Category filters	Filters the table to show one of the following: All - All documents. Priority - Documents marked as high priority. Issues - Documents with issues. *Note:* Documents with issues remain in the document queue until the transaction is approved. Each button displays the number of pending documents in that category.
	Archive	When selected, this button displays a list of archived documents.
	Search	Searches the list by file name. When the user enters a file name in the field, the table automatically updates to display documents matching the search criteria.
	Upload Document	Allows the user to upload documents into R365.
	Table Views	Create or edit sets of sort and filter options to save new table views.
	Columns	Opens the Columns selector where users can choose to show or hide columns in the table or change the order of the columns.
	Filter	Opens the Filter Columns window where users can create and apply table filters. Select the filter icon to open the Filter Columns window. Once open, click Add Filter to select the Column and Filter Type, and then enter the Value that should be filtered. Select the Apply button to filter the table for the information entered.
	Export	Downloads a copy of the document list as a spreadsheet file.
	Card view	Switches the page to the card view.
	Table view	Switches the page to the table view.
	Refresh	Reloads the table to update the document list.
	Bulk Select checkboxes	Allows users to select one or more checkboxes to open the Bulk Edit menu, which includes the following options: Create Invoice - Manually create an invoice from the document. Edit Values - Edit the Document Type, Location, Assigned User, and/or Priority. Merge Documents - Combine multiple files into a single manageable file. Attach to Existing Transaction - Open a sidesheet displaying existing AP Transactions. The selected documents can then be attached to an existing AP Invoice or Credit Memo. Archive - Mark the file as a duplicate and move it from the main list to the Archive view. Delete - Remove the file from the Documents to Process screen.
	Priority	Marks the document as high priority by hovering over the Priority column and selecting the arrow.
	File Name	File name of the document.
	Assigned To	User who is assigned to imputing transaction details into R365.
	Created On	Date when the document was uploaded.
	Pages	Number of pages included in the document.
	Location	Location from which the document was uploaded.
	Issues	Any notes added that explain issues with the upload. Issues can be manually entered by the user.
	Document Type	Type of document: AP Invoice or Credit Memo.
	Comments	Allows users to view or add comments in this column. The number indicates the number of comments attached to the document. If no comments have been added, the Add Comment button appears. Learn more about Docs to Process Comments here.
	Status	Displays the current status of the document.
	Actions	The Create button directs the user to the AP Invoice/Credit Memo form. To avoid two Users entering an AP Invoice and/or Credit Memo at once, enable Document Locking on the Miscellaneous tab of System Preferences. *Note:* Locked documents display a grayed out Locked button in place of the Create button. However, if a user is inactive for more than 30 minutes while entering a transaction, the transaction details are saved and the Create button becomes available again.
	Delete	Deletes the uploaded document.

Card view

	Field	Description
	Archive	When selected, this button displays a list of archived documents.
	Locations	Filter the screen to display documents for all location or for specified locations.
	Search	Begin entering a file name in the field. The screen updates to display documents matching your search criteria.
	Card view / Table view	Switch between the card view and the table view.
	Refresh	Reload the table to update the document list.
	Document cards	Each card includes the following options: AP Invoice - Create a new AP Invoice Credit Memo - Create a new Credit Memo Delete- Delete the Document

Draft Transaction side sheet

The Draft Transaction side sheet is used to enter or verify information when creating or reviewing a document. Information can be entered manually or automatically with R365's AP Capture AI tool, which uses Optical Caracter Recognition (OCR) to pull data directly from the document into R365.

Note: When using AP Capture AI, if a field is not matched automatically, the tool filters the drop-down to display potential matches, making it easier for users to locate and select the correct option from the list.

The Attachment Viewer for the Documents to Process page is comprised of three major components:

( A ) Controls and General Information
( B ) Details
( C ) Split View

Controls and General Information

	Field	Description
	Needs Verification	Indicates that there is an issue with the document that requires the user to make a correction, such as a missing vendor.
	Attach	Allows the user to attach an existing transaction to the document.
	Save Draft	Saves changes to the draft without creating the transaction.
	Create	Creates the transaction. This button is only available if the Invoice Total in the General Information section matches the Total in the Details section.
	Close	Closes the Draft Transaction side sheet.
	General Information tab	The General Information tab or section is used to enter important information about the document so that a transaction can be created. When not in Split View, users can select the Attachment tab to access the Attachment Viewer and review the document. When in Split View, the General Information section and the Attachment Viewer appear side by side.
	Attachment tab	When not in Split View, users can select the Attachment tab to access the Attachment Viewer and review the document. When in Split View, the General Information section and the Attachment Viewer appear side by side.
	Review OCR Mapping	Opens the Review OCR Mapping page, where users with access to the AP Capture AI add-on and permissions to Edit OCR Mappings can instruct the system on how to map information in the document to fields in the General Information and Details sections.
	Location	Location associated with the invoice. *Note:* When using AP Capture AI, both the Ship To name and the Ship To address are used to verify the location. This allows the tool to correctly distinguish between locations that have the same name.
	Payment Terms	Terms of payment agreed upon by the organization and the vendor. Unless otherwise specified, this field matched the Payment Terms assigned on the Vendor Record.
	Vendor	Vendor who sent the AP invoice or credit memo.
	Invoice Total	Total amount due on the invoice. This number should match the Total of all line items in the Details section.
	Invoice Number	Number assigned to the invoice by the vendor.
	Due Date	Date when payment is due. *Note:* When using AP Capture AI, if no due date appears on the document, a due date is automatically calculated based on the Payment Terms.
	Invoice Date	Date on the invoice. This is usually the date when the invoice was issued by the vendor.
	Expand / Collapse	Show or hide the General Information section.

Details

	Field	Description
	Search	Filters the table to display items matching the search criteria that is entered into the field.
	Details table	Displays information for each item on the invoice. *Note:* Columns that appear in this table differ depending on whether By Account or By Item is selected in the Entry field of the vendor record. Users can link any unlinked items as needed directly from this table.
	Add GL Account / Add Item	Adds a new line to the table where users can enter any line items that were not captured by the system. *Note:* The name of this button varies depending on the Entry method selected on the Vendor record.
	Total	Total amount due on the invoice. This number should match the Invoice Total in the General Information section.

Split View

	Field	Description
	Review OCR Mapping	Opens the Review OCR Mapping page where users can instruct the system on how to map any items that were mapped incorrectly.
	Close Split View	Closes the Attachment Viewer.
	Expand / Collapse	Allows users to show or hide the page navigation pane. The page navigation pane is useful for documents with multiple pages. If a user is viewing a one-page document or is viewing the document on a smaller screen, it might be beneficial to hide this feature.
	Pages	Shows the number of the selected page and the total number of pages in the document.
	Zoom	Makes the document larger or smaller in the Attachment Viewer. ( - ) Zoom out ( + ) Zoom in
	Fit to screen	Adjusts the zoom so that the width of the page fits the width of the Attachment Viewer.
	Rotate	Rotates the document by 90°.
	Download	Downloads the document to the user's device.
	Print	Opens the Print options window on the user's browser or device.
	View options	Expands a menu that contains additional actions, including: Two page view - If selected, the zoom is adjusted so that the width of two pages fits the width of the Attachment Viewer. Annotations - If selected, any comments attached to the document appear in the Attachment Viewer. Present - Opens the document in full screen mode. This feature is disabled in Documents to Process. Document properties - Opens the properties window for the document, where users can view information related to the file.

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Documents to Process page Print

Table view

Card view