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.  

Some vendors provide invoices electronically as PDF files while other vendors only provide physical copies of invoices. When physical invoices are received, a user can scan the document to produce a PDF of the physical invoice. Examples of scanning methods include: a scanner used in conjunction with a computer, a copier with a scanning function, or a mobile app that allows the User to convert the image to PDF. The resulting PDF file can then be uploaded to the system using any of the methods detailed below.

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Processing Times

Supported File Types (up to 1.5 MB) that are uploaded to your Documents to Process folder might vary in server-side processing times for all methods listed below except manual uploads which appear instantly. After you send the file to be uploaded, it can take anywhere from 2 minutes to 30 minutes to be processed.  

The reason behind the variability and delay depends on how recently your FTP / AP Automation Email Address was last scanned by the Documents to Process uploader. If the scan was completed recently, it will not be re-scanned until the process loops back to your database. If the file needs to be immediately reviewed in the Documents to Process list, please utilize the manual upload method. 

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Upload Methods

Documents can be uploaded using the following methods:

  •  AP Automation - A R365-generated email address directly receives AP Invoices from vendors who have their email addresses whitelisted on the AP Processing Email tab of System Preferences. When the email address receives an email with an attached PDF invoice, the PDF is automatically uploaded to the Documents to Process list. If the email includes multiple attached PDF files, each file is uploaded separately. Please refer to the AP Automation Overview for steps on how to set up AP Automation.

  •  FTP - R365 provides an FTP service for all customers. An FTP site, unique to the customer, is created and hosted by R365. The FTP site is particularly useful for vendors who want to upload AP Transactions using EDI. Additionally, individual PDFs or large batches of PDFs can be uploaded to the FTP site for import to the Documents to Process list. Click here for more information on how to access the R365 FTP Site.  
    • Note: R365 provides the FTP site credentials during the initial software setup. Please contact R365 Support for any inquiries regarding FTP site credentials

  •  Manual Upload - PDFs and images of documents (in supported file types) can also be manually uploaded from within the system. Hover over the Vendor menu in the top ribbon and select Upload File to begin. A file selector opens where the user can select the desired file and perform the upload.

  •  R365 Red App Upload - Users can take a picture of an AP Transaction using their mobile device and upload it directly to the Documents to Process list using the R365 Red App.

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