RS1 Application Guide

Capture queues and statuses

Capture is a centralized workspace, not the Accounting AP Capture experience. Its Inbox, Review Queue, Exceptions, and Converted sections show documents for the organizations you are authorized to use. You can filter to one authorized organization or view the authorized organizations together.

A document can move through Received, Queued, Extracting, Validating, Review, Ready, Exception, Converted, or Rejected. The queue also shows the visible destination, route confidence when available, source, received time, assignee, and current status.

Upload a document

From the Inbox, choose an authorized organization, then drop a file or choose one from your device. Capture accepts PDF, PNG, and JPEG files up to 20 MiB. After upload, open the review item to follow processing; a duplicate upload points you to its existing review item.

Review supports the uploaded image and PDF preview. When a PDF shows page controls, use them to view the pages the viewer exposes; do not assume that every document format or preview has the same page controls.

Review extracted fields and line items

Open a document from the queue to compare its preview with the extracted header fields and line items. The available fields depend on the recognized document type. Confidence is shown with extracted values, and unsupported document types do not provide an editable schema.

Destination details, extracted values, line items, and validation details stay hidden when you cannot view the document's current destination. When details are visible and you have review access, edit the applicable header or line-item values, add a line when needed, and use Save corrections to make the change.

Capture a value from the document

Select the field you want to update before choosing Capture from document. Draw a box around that value in the document preview. Capture reads the selected region and shows a proposal for the selected field.

Check the proposal before applying it. Choose Use value to save it, Draw again to select another region, or Cancel to abandon the proposal. A proposed value can replace an unsaved draft for that field, so confirm it is the value you intend to keep.

Correct, reroute, and validate

Corrections are not saved automatically. Select Save corrections after changing extracted fields or line items. Use the validation section to resolve blocking issues before reviewing or resolving an item; warnings remain visible for your judgment.

When you have review access and a visible destination, select one of your authorized destinations and choose Reroute. You can also reject eligible items with a reason, or resolve and retry eligible exception items. Available actions depend on the document status and your grant.

Read-only and privacy-restricted documents

Some documents are read-only because of their status. In that state, region capture and editing are unavailable. A viewer grant can inspect what is available but does not provide review or processing actions.

Privacy restrictions are represented by what RS1 can show to your account: if you cannot view the current destination, RS1 hides destination details and the related extracted, line-item, and validation information until the document is rerouted to a destination you can view. Do not infer a separate privacy state from a hidden detail.

Converted records and audit history

The Converted queue is reserved for documents that have converted. In this foundation release, conversion is not available, so an empty Converted queue is expected.

Each review page includes an audit summary when audit detail is available. It records Capture events and their timestamps so you can understand the document's review history without relying on an assumed destination record.

Troubleshooting Capture

If Capture is absent, confirm that you have an explicit Capture grant for an authorized organization. If the workspace reports temporary unavailability, Capture storage or processing is not currently connected; Accounting and Operations can still be opened from the workspace switcher.

If a value cannot be captured, first select an eligible field, confirm that the document is editable and its destination is visible, then draw the region again. If upload, validation, or a review action fails, read the on-screen message, check the file type and size or your connection, and try again only when the document status permits it.