The Triage Workflow
Your working list is AP Documents — the page every document appears on, whatever its status. This is the history-and-everything list, not a filtered queue.
The click path, in the order you actually do it
- Open AP Documents. Role centre → Documents → AP Documents.
- Get an invoice in. Upload it, promote an Incoming Document, or wait for the scheduled batch. See getting invoices in.
- Open the document, or act from the list. Capture, Register, Post, Discard and Delete all exist on both the list and the card, so a straightforward document can be driven without ever opening it.
- Click Capture. This one click runs the whole pipeline: identity pass → vendor identification → duplicate checks → full extraction pass → reconciliation → decision. It can legitimately take a few minutes; two round trips to the AI service happen inside it.
- Read where it landed. Status, Latest Decision Action and Latest Error Code are all on the card header.
The thirteen statuses
| Status | What it means | What you do |
|---|---|---|
| Received | The file is in, hashed, nothing has been read yet. | Choose Capture, or let unattended processing pick it up. |
| Extracting | A call to the AI service is in flight. | Wait. Reading a document normally takes seconds, but a large or heavily scanned document can take longer. |
| Capture Failed | The call failed. This is a transport or model failure, not a finding about the invoice. | Click Capture again. There is an explicit retry path for exactly this. |
| Extracted | The identity pass returned. The vendor is not resolved yet. | Nothing — usually visible only briefly. |
| Vendor Matched | A vendor was identified, either bound automatically or proposed for a person to confirm. | Nothing, unless it was only proposed. |
| Reconciling | Line-by-line arithmetic against the order and receipt is running. | Nothing — usually visible only briefly. |
| Ready | Every check passed within your tolerances, or a person resolved it. | Register to build the Business Central purchase invoice, then post it as you normally would. |
| Exception | A specific check failed. The reason code and the factors behind it are on the document. | See resolving an exception. |
| Registered | A real Business Central purchase invoice exists, unposted, built from your PO and receipt. | Post it, subject to approval if routing applies. |
| Posted | The purchase invoice has been posted. | Nothing. The document stays as the audit record. |
| Rejected | A person declined the claim before any Business Central document existed. | Nothing. Kept for the audit trail. |
| Cancelled | Discarded — wrongly received, or no longer needed. | Nothing. History is kept. |
| Superseded | A duplicate of a document already in the system. | Nothing. The original is the live one. Excluded from the queue and the tiles. |
There are no other statuses. Extracted, Vendor Matched and Reconciling are intermediate stages of a single capture run; on a healthy document you will rarely catch one on screen.
Three outcomes, three next steps
Ready — everything checked out. Next click: Register, on the card or the list. Business Central builds the purchase invoice from the posted receipt. Then Post, once any approval has cleared.
Exception — a check failed. Next stop is usually the Workspace, unless the exception is a vendor-identification one or a no-authority one, which the card can also resolve.
Capture Failed — the call failed. Click Capture again.
Two screens, two purposes
The AP Document card is a record
It shows one document’s fields, its claim lines, its match candidates, its decision history and its factor rows — a full audit view, on a native Business Central page an auditor can open six months later.
What it cannot do is show you the vendor’s PDF beside the reconciliation grid and let you accept, override or re-pair a line. It carries no Accept and no Override action at all.
The Workspace is a tool
Role centre → Documents → Workspace (Triage). A three-pane triage surface: the queue on the left (Exceptions · Ready · Touchless · All), the source PDF in the middle, the reconciliation grid and the action strip on the right. Putting the claim and Business Central’s own truth side by side on one row is exactly what it exists for.
All the reconciliation arithmetic still happens in Business Central logic. The Workspace renders it and sends back the person’s choice; it does not compute anything itself.
What you see on a document
- The claim, beside your own records. Each line shows what the vendor claimed next to what the purchase order and posted receipt say, with the verdict on the row — so a disagreement is visible without opening two screens.
- Decision factors. Each check that ran, what it expected, what it found, and whether it passed. This is the audit trail for why a document is where it is.
- The source PDF, viewable beside the figures — including from the native Business Central purchase invoice and posted purchase invoice pages, so an auditor months later can see the source document without leaving the page.
Where each action lives
| Action | AP Documents list | AP Document card | Workspace |
|---|---|---|---|
| Upload Invoice | ✔ | — | — |
| Capture | ✔ | ✔ | — |
| Reconcile (re-run) | — | ✔ | ✔ |
| Confirm Vendor / Reject Vendor Bind | — | ✔ | ✔ |
| Accept / Override | — | — | ✔ |
| Reject document | — | — | ✔ |
| Correct a line pairing | — | — | ✔ |
| Code and Submit for Approval | — | ✔ | links out to the card |
| Register | ✔ | ✔ | ✔ |
| Post | ✔ | ✔ | — |
| View source PDF | — | ✔ (fact box) | ✔ (source pane) |
| Audit Trail | — | ✔ | — |
| Discard / Delete | ✔ | ✔ | — |
Manual coding for a non-PO invoice is the one workflow that is not available inside the Workspace — the Workspace shows a banner pointing you to the card for it.