DocumentQ Glossary

The terms DocumentQ uses on screen and throughout this Help Center.

AP Document The on-screen caption for a DocumentQ document record. This is the thing that moves through the thirteen statuses. It is not a Business Central purchase invoice, and it is not a Business Central Incoming Document — three separate records that are easy to confuse. See DQ Document.

Bind (a vendor) To attach a specific Business Central vendor to a document. DocumentQ binds automatically when identification is unambiguous, proposes a vendor when it is confident but not certain, and asks a person otherwise. A proposed vendor is never treated as a confirmed one.

Capture The single action that runs the whole pipeline for one document: identity pass, vendor identification, duplicate checks, full extraction pass, reconciliation and decision. Enabled at Received and Capture Failed, and in one narrow case at Exception.

Charge line A freight, handling or surcharge line on an invoice that is not a line of goods. DocumentQ isolates these rather than folding them silently into the total. An unauthorized one raises ERR-UNAUTH-CHG.

Claim The vendor’s assertion — what the invoice PDF says it is owed. DocumentQ treats an invoice as a claim to be checked, never as a document to be transcribed into the ledger.

Decision factor One row recording one check: what it tested, what it expected, what it found, the delta and the tolerance. Every exception is explained by its factor rows. This is the audit trail for why a document is where it is.

DQ Document The internal name of DocumentQ’s own claim record, captioned AP Document on screen.

Document kind What sort of document this is: Standard, Credit Memo, Prepayment, Recurring Contract or Unknown. The kind decides which engine checks it. The default is Unknown, never Standard — a model that is not sure has to say so, and an unclassified document raises ERR-KIND-UNKNOWN rather than being processed as an ordinary invoice.

Extraction hint An optional short free-text note on a vendor profile describing that vendor’s invoice layout. It is sent to the AI provider alongside subsequent invoices from that vendor. See privacy and data handling.

Get Receipt Lines Business Central’s own native function for building a purchase invoice from posted receipt lines. On a PO-backed document DocumentQ hands the reconciled receipt lines to it and lets Business Central create the invoice lines — which is why quantities come from the receipt and prices from the order, not from the PDF.

Idempotency key The vendor plus the vendor’s invoice number, used to recognise that the same bill has been seen before. Checked after the vendor is identified, and re-checked at Register.

Incoming Document Business Central’s own native record that carries a file attachment. DocumentQ always creates or links one; the PDF lives there unless it has been offloaded to another storage mode.

Latest Error Code The most severe currently-open reason code on a document. A document may carry several findings; this is the headline one. The lower-ranked findings are still recorded as factor rows.

Match candidate A recorded pairing between one claim line and one purchase order line, with the verdict and any delta. This is what the Workspace grid renders, and what a person re-pairs when the automatic pairing chose wrong.

Non-overridable A reason code that no override path accepts — blocked vendor, self-match, and contradicting identity signals. Overriding these would defeat the check, so the product refuses rather than offering the button.

Reconciliation Basis The trust class recorded on a document. Manually Coded is written when a person typed the G/L coding for a non-PO invoice, and the mark stays on the record after posting so an auditor can see the document was never verified against a purchase order or receipt.

Register Building the Business Central purchase invoice from a DocumentQ document. This creates a real, unposted Business Central document. It is not posting.

Superseded The terminal status of a document that lost a duplicate check to an earlier document. Kept for the audit trail, excluded from the queue and the tiles.

Tolerance The band within which a variance is accepted rather than raised as an exception. Price and tax tolerances are configurable per policy and applied to vendors. Quantity tolerance is zero by design and is not configurable.

Touchless registration Allowing a fully reconciled Standard document to build its purchase invoice without a click. Requires two switches — tenant-wide and per-vendor. Touchless means registered, never posted.

Uninvoiced received quantity The quantity that has been received on a posted receipt and not yet invoiced, summed across every receipt line for a purchase order line. This is the figure a claimed quantity is checked against, and the figure the built invoice uses.

Workspace DocumentQ’s three-pane triage surface: the queue, the source PDF, and the reconciliation grid with the action strip. The only place a reconciliation disagreement can be resolved. All the arithmetic still happens in Business Central logic; the Workspace renders it and sends back the person’s choice.