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.


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Table view



FieldDescription
1Add IssuesWhen 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.
2TabsChanges the table view to show either:
  • Documents to Process - Documents awaiting processing, review, or approval.
  • Recently Completed - Documents completed within the past 90 days.
3Category filtersFilters 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.

ArchiveWhen selected, this button displays a list of archived documents.
5SearchSearches 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.
6Upload DocumentAllows the user to upload documents into R365. 
7Table ViewsCreate or edit sets of sort and filter options to save new table views.
 8ColumnsOpens the Columns selector where users can choose to show or hide columns in the table or change the order of the columns.
9FilterOpens 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.
10ExportDownloads a copy of the document list as a spreadsheet file.
11Card viewSwitches the page to the card view.
12Table viewSwitches the page to the table view.
13RefreshReloads the table to update the document list. 
14Bulk Select checkboxesAllows 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.

15PriorityMarks the document as high priority by hovering over the Priority column and selecting the arrow.
16File NameFile name of the document.
17Assigned ToUser who is assigned to imputing transaction details into R365.
18Created OnDate when the document was uploaded.
19PagesNumber of pages included in the document.
20LocationLocation from which the document was uploaded. 
21IssuesAny notes added that explain issues with the upload. Issues can be manually entered by the user.
22Document TypeType of document: AP Invoice or Credit Memo.
23CommentsAllows 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.
24StatusDisplays the current status of the document.
25ActionsThe 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.

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.
26DeleteDeletes the uploaded document.


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Card view



FieldDescription
1ArchiveWhen selected, this button displays a list of archived documents.
2LocationsFilter the screen to display documents for all location or for specified locations.
3SearchBegin entering a file name in the field. The screen updates to display documents matching your search criteria.
4Card view / Table viewSwitch between the card view and the table view.
5RefreshReload the table to update the document list.
Document cardsEach card includes the following options:
  • AP Invoice - Create a new AP Invoice
  • Credit Memo - Create a new Credit Memo
  • Delete- Delete the Document


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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.


Note: If Entry Instructions are available for the vendor, these instructions are shown between A and B. 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.


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


FieldDescription
1Needs VerificationIndicates that there is an issue with the document that requires the user to make a correction, such as a missing vendor.
2AttachAllows the user to attach an existing transaction to the document.
3Save DraftSaves changes to the draft without creating the transaction.
4CreateCreates 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.
5CloseCloses the Draft Transaction side sheet.
6General Information tabThe 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.
7Attachment tabWhen 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.
8Review OCR MappingOpens 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.
7LocationLocation 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.
8Payment TermsTerms of payment agreed upon by the organization and the vendor. Unless otherwise specified, this field matched the Payment Terms assigned on the Vendor Record.
9VendorVendor who sent the AP invoice or credit memo.
10Invoice TotalTotal amount due on the invoice. This number should match the Total of all line items in the Details section.
11Invoice NumberNumber assigned to the invoice by the vendor.
12Credit ExpectedUsed to document credit due on the transaction, if any.
13Due DateDate 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.
14Invoice DateDate on the invoice. This is usually the date when the invoice was issued by the vendor.
15Expand / CollapseShow or hide the General Information section.



Details


FieldDescription
1SearchFilters the table to display items matching the search criteria that is entered into the field.
2Details tableDisplays information for each item on the invoice.

Tip: An alert icon indicates that the item price differs from the price on previous invoices. Hover over the alert icon to view variance details.

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.
3Add GL Account / Add ItemAdds 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.
4TotalTotal amount due on the invoice. This number should match the Invoice Total in the General Information section.



Split View


FieldDescription
1Review OCR MappingOpens the Review OCR Mapping page where users can instruct the system on how to map any items that were mapped incorrectly.
2Close Split ViewCloses the Attachment Viewer.
3Expand / CollapseAllows 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.
4PagesShows the number of the selected page and the total number of pages in the document.
5ZoomMakes the document larger or smaller in the Attachment Viewer.
  • ( - ) Zoom out
  • ( + ) Zoom in
6Fit to screenAdjusts the zoom so that the width of the page fits the width of the Attachment Viewer.
7RotateRotates the document by 90°.
8DownloadDownloads the document to the user's device.
9PrintOpens the Print options window on the user's browser or device.
10View optionsExpands 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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