Documents to Process Overview : Support Center

Documents to Process is a feature in R365 that allows Users to upload a PDF or scanned image of an AP Invoice (or AP Credit Memo) to the system and then enter the details of the transaction at a later time. This is different from the EDI process where invoice details can be imported from a CSV file.

Documents to Process exists for the instances when an importable CSV format of an Invoice does not exist, and transaction details must be entered by a User in to the system. Invoices are marked by priority and then date and can be assigned to certain Users for future entry.

Benefits of the Documents to Process feature:

Multiple AP / CM Transaction files can be uploaded to the system (even in the same PDF file) and then entered at a later time
Vendors can send AP / CM Transaction files directly to an R365-generated email address or hosted FTP folder location without any required action from the Restaurant Group. These files will be imported automatically and reside, awaiting processing, in the 'Documents to Process' list view
AP / CM Transaction files can be uploaded at the Restaurant level and made immediately available at the Corporate level
AP / CM Transaction files are automatically attached to the transaction record in Restaurant365 for audit purposes
AP Invoices can be created and entered directly from the Documents to Process page
Documents can be locked to limit the amount of multiple invoice entries when Users enter from the Documents to Process screen

This article covers:

Uploading Files to Documents to Process
Security
Navigation
List View
Creating AP Invoices or Credit Memos in Classic and Smart Ops
Bulk Edit
Saved Grid Views
Thumbnail View
Related Topics

Uploading Files to Documents to Process

To begin using Documents to Process, determine the preferred method of uploading Documents to Process for your Organization. Once determined, perform the necessary set up for the desired Upload Method.

AP Automation - A R365-generated Email Address that will directly receive AP Invoices from your Vendors. Your Organization's email address as well as the ability to whitelist your Vendors' email addresses can be done on the 'AP Processing Email' tab of System Preferences
FTP - A hosted site where Vendors can upload AP Transactions via EDI
Manual Upload - A feature where Users can upload PDFs and images from a web browser or the R365 Red App

Click here for more information on Documents to Process Upload Methods.

Security

The Permissions listed here are associated with Documents to Process. These Permissions can be added to Custom User Roles or single Users. Learn more about managing Permissions and Custom User Roles here.

Docs to Process Permissions are found in the Permission Tree as follows:

Food
- Docs to Process
  - View Docs to Process Within Document Library
    - Note: Users without this permission will not be able to access the Docs to Process within Smart Ops
  - 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
    - Note: Users without this permission will not be able to access the Docs to Process within the 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) will have the ability to upload Documents to Process via AP Automation or FTP when granted access to those upload methods (R365-generated email address and FTP site credentials, respectively).

Navigation

Documents to process can be accessed via Smart Ops or the Classic R365 Experience.

Smart Ops

Begin with navigating to Smart Ops by clicking 'Smart Operations' from the dropdown menu. This will load Smart Ops.

Note: Users will be automatically directed to the Home page upon logging into the system if their User Role(s) contain one following permissions*:
- View Daily Sales Summary
- View Schedule
- View Recipe
  
  * Important Note: This excludes Users who have the ‘View AP Invoices in Accounting’ permission

In the left navigation pane, click 'Docs to Process' under 'Document Library'.

Classic R365 Experience

Documents to Process is located in the 'Accounts Payable' subsection of the Accounting module.

List View Header

1) + Add Issue - When a document is displayed on the 'Review' screen, clicking this button will provide a drop-down listing of all issues that this document can be marked as having. If a desired issue is not listed, custom issues can be created through the 'Comment' field at the bottom of this listing. Selected issues will appear next to this button

2) All - This will display a listing of all documents uploaded into R365

3) Priority - This will show only the documents marked as 'High Priority'

4) Issues - This will display only the documents that have an issue added to it. Unlike other documents that leave the queue when a transaction is saved, a document will stay in the queue until the transaction created has been approved

5) Archive - This displays a list of archived, or duplicated, documents. Documents can be archived through the 'Bulk Edit' menu.

6) Search Bar - This enables a User to search for a specific document in each of the three display listings

7) Upload Document - This will enable the User to upload documents directly to Documents to Process when this button is clicked. Click here to learn more about uploading documents

8) Table Views - This allows Users to save and edit Table Views

9) Filter - This allows the User to create a filter for the table. Click the filter icon to open the 'Filter Columns' modal. 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 or click the trash can icon to remove a filter

10) Columns - This allows Users to select and deselect the Columns that appear in the table. Users can also rearrange the order of the selected Columns

11) Thumbnail View - This allows the User to to view Documents as thumbnails

AP Invoice - Click to create a new AP Invoice
Credit Memo - Click to create a new Credit Memo
Trashcan icon - Click delete the Document

12) List View - This allows the User to view documents in a listing

13) Refresh - This will refresh the listing of documents

14) Bulk Select Checkboxes - Checking one or more checkboxes will open the Bulk Edit menu with the following options:

Edit Values - Enables the Document Type, Location, assigned User, and/or Priority of one or more Documents to be updated as needed
Merge Documents - Combines multiple files into a single manageable file
Attach to Existing Transaction - Opens a sidesheet displaying existing AP Transactions. The selected Documents can then be attached to an existing AP Invoice or Credit Memo.
Archive - Marks the file as a duplicate and moves it from the main listing to the 'Archive' view (#4)
Delete - Removes the file from the Documents to Process window

15) Priority Flag - Click this arrow to mark an AP Invoice or Credit Memo as priority. When hovering over this area next to a document, an arrowwill appear that can be clicked

16) File Name - The name of the document

17) Assigned To - The Employee assigned to inputting the transaction details into R365. This column can be filtered for all Users who have access to Documents to Process

18) Created On - The date the upload was made

19) Pages - The number of pages for that document

20) Location - The Location that was sent the document. This column can be filtered for all Locations

21) Issues - Any notes added that explain issues with the upload. This can be manually entered by the User. This column can be filtered for all issues

22) Document Type - The type of document uploaded. Documents will either be labeled as AP Invoice or Credit Memo

23) Comments - Click to view and add comments. Indicates the number of comments added to the associated document. If no comments have been added, 'Add Comment' will be displayed. Learn more about Docs to Process Comments here.

Note: Docs to Process Comments are only viewable within Docs to Process.

24) Create - This button will send the User directly to an AP Invoice/Credit Memo form when clicked. 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 will display a grayed outin place of the 'Create' button. However, if a User is inactive for more than 30 minutes while entering in a transaction, the transaction details will not be saved and the 'Create' button will be clickable again. More details about the 'Create' button are explained in the section below

25) Delete - This trashcan icon will delete its corresponding document when clicked

Creating AP Invoices or Credit Memos

AP Invoices and Credit Memos can be created from both the Accounting module of the Classic version of R365 and the Smart Operations module.

Classic Accounting Module

'Create' Button Header

When the 'Create' button is selected, an AP Invoice form will appear in a new window with a preview of the uploaded file displayed for easy reference.

Note: .xls and .xlsx files will not be previewed
Note: The preview menu bar will only appear for .pdf, .doc, and .docx files

To enter in an AP Credit Memo instead, hover over the 'Action' menu in the top ribbon and then 'Switch to Credit Memo'.

The 'Report Issues' and 'Mark as Archived' buttons located just above the attached document enable a User to easily mark the document accordingly:

Report Issues - This button allows the User to report any issues associated with the AP Invoice/Credit Memo. When clicked, a listing of all potential issues will be provided along with a custom field where unique issues can be entered and selected. A check mark will indicate the issues of each AP Invoice/Credit Memo uploaded
Mark as Archived - This button will mark the AP Invoice/Credit Memo as a duplicate and archive it. This is beneficial for entry Users so that they can hide duplicates of an invoice or skip a duplicate rather than entering in multiple invoices mistakenly

All AP Invoices and Credit Memos that have an issue reported will have the 'Document Issues' tab added to the transaction after it is initially saved.

Smart Ops Module

Note: Users do not need to have Accounting credentials to open a Smart Ops Ap Invoice/Credit Memo.

When the 'Create' button is selected from a Docs to Process in Smart Ops, an AP Invoice form will appear in a new tab.

Note: To enter in a Credit Memo instead, edit the Doc to Process and change it to a Credit Memo before clicking 'Create.'

The AP Invoice or Credit Memo side sheet will open automatically into the split view with the AP Invoice form on the left and the attachments sheet on the right.

Users will have the option to 'Save' once all the required fields have been filled out.

Bulk Edit

Clicking on one or more of the checkboxes in line with the Documents will open the Bulk Edit menu. Actions taken in the Bulk Edit menu will apply to all of the selected Documents.

Edit

Click on the pencil iconto edit the following Document details:

Document Type - Choose from Invoice or Credit Memo
Location
User
Priority

Click UPDATE to save and apply changes, or click the button to close without saving.

Delete

Click the trashcan iconto delete the selected Documents.

Click DELETE to confirm and permanently delete the Documents, or click CANCEL to close without deleting.

Attach to Existing

Click the 'Attach to Existing' icon to open a sidesheet with existing AP transactions.

This list is filtered for AP Invoices by default. To view Credit Memos, change the filter from 'AP Invoice' to 'Credit Memo'.

Click ATTACH to attach the selected Document to the desired AP Invoice or Credit Memo.

Merge

Click the merge iconto merge the selected Documents.

Note: If the Documents cannot be merged, a notification will appear when hovering over the merge icon.

Note: If the Documents have conflicting Locations, Document Types, or 'Assigned To' details, a confirmation window will ask if the conflicting value should be removed. If merged, the Document will need to have the conflicting field manually re-entered.

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Documents to Process Overview Print

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Documents to Process Overview Print

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