The Draft Transaction sidesheet in Restaurant365's Documents to Process feature serves as an interface where users can review and edit transactions before they are finalized and posted into the Accounting system. This sidesheet is a crucial tool in Restaurant365’s workflow, providing transparency and control over financial transactions before they impact the organization’s financial records. Using this tool helps ensure accuracy, compliance, and efficient processing of transaction data.
Users access Draft Transaction sidesheet enter or verify information on an uploaded document, such as an AP invoice or credit memo. While information can be entered and reviewed manually, R365 offers two unique add-on features to streamline this process:
- AP Capture Pro - Let us do the work for you! With AP Capture Pro, the R365 Data Entry Team enters and reviews AP transactions, ensuring data accuracy while saving you time.
- AP Capture AI - This advanced tool uses Optical Character Recognition (OCR) to automate AP invoice processing, saving valuable time and resources. 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 Draft Transaction sidesheet is comprised of three major components:
Note: If Entry Instructions are available for the vendor, these instructions appear at the bottom of this section. Entry instructions are entered on the Vendor record and can be especially helpful when used with services such as AP Capture Pro and AP Capture AI.
Controls and General Information
| Field | Description | |
| 1 | Needs Verification | Indicates that there is an issue with the document that requires the user to make a correction, such as a missing vendor. |
| 2 | Attach | Allows the user to attach an existing transaction to the document. |
| 3 | Save Draft | Saves changes to the draft without creating the transaction. |
| 4 | 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. Note: For AP Capture AI users, when selected, the resulting drop-down offers the Create and Open option. Select Create and Open to create the transaction and open the transaction record in a new tab. |
| 5 | Close | Closes the Draft Transaction side sheet. |
| 6 | 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. |
| 7 | 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. |
| 8 | 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. |
| 7 | 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. |
| 8 | 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. |
| 9 | Vendor | Vendor who sent the AP invoice or credit memo. |
| 10 | Invoice Total | Total amount due on the invoice. This number should match the Total of all line items in the Details section. |
| 11 | Invoice Number | Number assigned to the invoice by the vendor. |
| 12 | Credit Expected | Used to document credit due on the transaction, if any. |
| 13 | 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. |
| 14 | Invoice Date | Date on the invoice. This is usually the date when the invoice was issued by the vendor. |
| 15 | Expand / Collapse | Show or hide the General Information section. |
Details
| Field | Description | |
| 1 | Search | Filters the table to display items matching the search criteria that is entered into the field. |
| 2 | Item / Account information | Displays information for each item or account on the invoice. Columns 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. An alert icon indicates that the item price differs from the price on previous invoices. Hover over the alert icon to view variance details. |
| 3 | 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. |
| 4 | Total | Total amount due on the invoice. This number should match the Invoice Total in the General Information section. |
Split View
| Field | Description | |
| 1 | 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. |
| 2 | Close Split View | Closes the Attachment Viewer. |
| 3 | 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. |
| 4 | Pages | Shows the number of the selected page and the total number of pages in the document. |
| 5 | Zoom | Makes the document larger or smaller in the Attachment Viewer.
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| 6 | Fit to screen | Adjusts the zoom so that the width of the page fits the width of the Attachment Viewer. |
| 7 | Rotate | Rotates the document by 90°. |
| 8 | Download | Downloads the document to the user's device. |
| 9 | Opens the Print options window on the user's browser or device. | |
| 10 | View options | Expands a menu that contains additional actions, including:
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