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. The recommended file format for use in Documents to Process is PDF. Various Vendors will provide Invoices electronically (in PDF form) while other Vendors will only provide physical copies of Invoices.
When physical invoices are received, a User can utilize any scanning technology to produce a PDF scan of the physical invoice (scanner used in conjunction with a Computer, Scanner/Copier, or various mobile apps that allow the User to scan documents and immediately convert the images to PDF). The PDF that is produced can then be uploaded to the system
Click here for more information on Documents to Process: Upload Methods
R365 Email Address
Any Vendors that will send documents via your organization's Documents to Process email will need their email addresses added on this tab as a whitelisted email address. This will enable those Vendors access to submitting invoices via email while also preventing erroneous documents from being received from undesired recipients. Therefore, it is important that all necessary Vendors have their email address whitelisted for documents to be processed in your R365 instance.
- Note: All files attached to the email, including images in the signature line, will be imported into your Documents to Process screen.
The listed email address above the 'Email Address' bar is the email unique to your organization. The first part of your email address is your R365 domain/URL followed by '@documents.restaurant365.com'. In the example above, the restaurant's domain/URL is R365domain, so their email address is R365domain@documents.restaurant365.com.
Whitelisted email addresses can be entered in the 'From email address' field and added by clicking the '+ Add Email' button. Please ensure to save the Preferences page for the addition, or removal, of email addresses to take effect.
- Note: All company email addresses can be whitelisted by having their company's email domain entered and saved on this tab. To do so, enter an asterisk (*) and then @ the company domain name in the 'From email address' field. Example: *@companydomain.com
Assigning Files to a Location
The added advantage of the R365-generated email address is the ability for incoming files to be assigned to their corresponding Locations. Vendors can easily assign files to their corresponding restaurant Locations in one of three ways:
- Adding Location Numbers to File Names- When a Vendor adds the Location Number in brackets in the attached file name, R365 will automatically assign that file to the given Location
- For example, if a Location has a Location Number of 100, an attached file named 'Vendor_202003.pdf' will automatically be associated with the 100 Location
- Including Location Numbers in the Email Subject - When a Vendor includes the Location Number in the Email Subject Line, all files will be added to that single Location unless a file includes the Location Number in the file name. The Location Number will need brackets around the Location Number
- For example, if the Subject Line is noted as 'Invoices ', then all files will be associated with the Location Number 100
- Both - When a Vendor adds the Location Number in the Email Subject and includes some documents with a Location Number in the file name, then those documents will be connected with the Location listed on their file name while the documents without that naming convention will be assigned to the Location Number listed in the Email Subject Line
- For example, if the Subject line is noted as 'Invoices ' but includes files with the Location Number '' in the file name, then all files with the file name '200' will be assigned to the 200 Location while the other files that do not include a Location Number will be assigned to the 100 Location
Note: Even though the file will be assigned to the Location in the Docs to Process list, ensure to select the Location from the 'Location' field when entering the transaction.
If an attachment is an unsupported file type, the entire email will be rejected, and the sender will receive a response email stating that an invalid attachment was included and that the email will need to be resent. This will also appear on the Documents to Process Error Log for additional reference.
Due to the structure of this feature, all files in the correct file type will be accepted into R365. Therefore, ensure the following for a successful import:
- The Vendor entered your R365-generated Email Address correctly
- The Vendor Email Address was entered correctly as a Whitelisted Email Address
Uploading Files via AP Automation
Step 1 - Enter Vendor Whitelisted Email Addresses
You will need to communicate your R365-generated email address and the Location-assigning details, if desired, with your Vendors and receive the email addresses that they will use to send documents to your R365 instance. Once you receive those email addresses, they must be whitelisted prior to Users/Vendors being able to email attachments for automatic upload. Click here for more information on AP Processing Email.
Step 2 - Send an Email with Documents to Process attachment(s) to the specified Email address
Any individual (User or non-user) can now send an email with an attachment (in a Supported File Type) to the specified email address.
- Note: Ensure that the desired Vendors' Email Addresses are whitelisted on the 'AP Processing Email' tab. Vendors must also correctly enter your R365-generated email address and include the attachments in the correct file type for a successfully import.
Step 3 - Attachment(s) are automatically imported in to Documents to Process
Restaurant365 will automatically import any supported file attachments (PDF, PNG, or JPG) to Documents to Process.