R365 Setup Assistant

Setup Assistant The R365 Setup Assistant is your quick-start tool to get R365 up and running.  The Setup Assistant has been designed for simplicity and ease of use.  When new Customers first log in to R365, they'll be greeted by the Setup Ass...
15:52

R365 Theme Builder

To customize the User Experience, Organizations can set the color theme of the system.  The system comes with various saved color theme options to select from and new custom themes can also be created by the User. Access Theme Builder The the...
08:39

Fiscal Period/Year Setup

Fiscal periods must be setup for each year by creating a Fiscal Year for each Legal Entity. Different Legal Entities can run on different fiscal years. When Fiscal Years are created, they are validated to prevent gaps between years. Within each Legal E...
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Restaurant365: Supported Browser

While Restaurant365 will 'work' in any web browser across any device, the complete experience and feature set is designed to work in the Google Chrome Browser. This means that our Development Team designs and tests every function and fea...
09:18

System Preferences Overview

System Preferences can only be accessed by Users with the User Setup Security Role.  On the System Preference screen, various System-wide Account, Location, Email Automation, POS Integration, and Reporting settings can be adjusted.  Changes made on th...
10:32

System Preferences: Accounts

The 'Accounts' tab resides on the System Preferences screen.  Click here for more information on System Preferences.  On the Accounts tab, System-wide Account settings are set.  The values provided in these settings will be used as the Default Ac...
10:32

System Preferences: Location Reporting Categories

  The 'Location Reporting Categories' tab resides on the System Preferences screen. Click here for more information on System Preferences. On the 'Location Reporting Categories' tab, Users can create and define Location Reporting Categ...
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System Preferences: AP Processing Email

The 'AP Processing Email' tab resides on the System Preferences screen. Click here for more information on System Preferences. The 'AP Processing Email' tab of System Preferences lists an R365-generated email address that is un...
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System Preferences: Miscellaneous

The 'Miscellaneous' tab resides on the System Preferences screen and contains various system settings that effect how data is displayed, created, and updated throughout Restaurant365.  Click here for more information on System Preferences. M...
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System Preferences: Location Additional Info

The 'Location Additional Info' tab resides on the System Preferences screen.  Click here for more information on System Preferences. Additional identifiers for a Location can be created on this tab of Preferences. These identifiers will ...
10:32

Legal Entity Record

Legal Entities are companies that own locations. Each Location must belong to a Legal Entity, and whenever a transaction occurs and is connected to a specific Location, it automatically is connected to the Legal Entity as well. Many reports can be run...
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Location Record

The Location Record is where the Location specific information for each Location resides in the system.  Once you have opened a Location Record, the General Tab of the record will be displayed.  In addition to the information found on the General tab, Defa...
11:10

Add a New Location

Location Records can be created via the Restaurant365 Setup Assistant.  A User with the security role of User Setup will have access to the Setup Assistant via the Administration menu.   Note: If the Location Record you are adding will be a POS Integra...
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Location Groups

Location Groups allow you to create different sets of locations and then you can filter reports by those location groups instead of having to select locations one at a time on each report. To create a new group follow these steps Open the Location Gr...
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Location Reporting Categories

Location Reporting Categories are custom categories that are used for reporting and grouping your Locations.  You can create up to 10 User-defined categories that can then be assigned on Location records.  Some examples include: If your company is s...
14:48

Deleting a Location

Locations in R365 can be deleted if necessary, but only after certain conditions are met:   In order for a Location to be deleted, every transaction / record that was ever associated with that Location must also be deleted, or reclassified to a differ...
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Location Types

A Location Type is a required field in the Location record that groups Locations based on if they are an Accounting Entity, Commissary, or Restaurant.  When creating an Item Location record, Accounting Entities are omitted so that only Restaurant ...
08:05

Sales Account Import Types

Sales Account Import Types are the type of Sales Accounts brought in from the POS. Depending on the POS system, these types may or may not have been set up when your system was initially implemented. If your system allowed for this setup, this field w...
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Location Profile

The Location Profile provides a further look into the attributes of your restaurant Locations. The Location Profile can only be utilized if the Location has a Location Type of 'Restaurant' set on its Location record. When updating the Location Ty...
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User Setup, Security, and Location Access

Setting up Users and managing security is found in a few windows under the Administration section as well as within the R365 Setup Assistant.  Only Users assigned the User Setup Security Role will be able to view and access these screens.   The R3...
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User Roles: Security Role Descriptions

User roles in Restaurant365 come in two flavors: Security Roles and Report Roles. Security Roles determine the access a User has in Restaurant365. They are broken down by two types: Primary and Secondary.   Each User must have a Primary Role to be able...
11:31

Email Settings Overview

Various functions within Restaurant365 allow the User to Email different records, or transaction links.  In order to utilize the Email functionality, the 'Email Settings' on the User Record must be completed. The Email Settings tab contains t...
07:44

Email Settings: Common Webmail Provider SMTP Settings

Various functions within Restaurant365 allow the User to email different records or transaction links directly from within R365. In order to utilize this Email functionality, an Organization must choose whether to use an R365 Outbound Email address or thei...
07:44

Password Policy

The Password Policy enables Admin Users to have more control over security by setting password parameters. These parameters enforce password requirements that Users must follow when creating their passwords. A password can have up to seven differe...
10:54

User Record

The User Record is where all User specific information resides in the system. Once you have opened a User Record, information including User login and password, email, User roles, and primary Locations can be found here. Click here for more informatio...
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Resetting User Passwords

User passwords can be reset by both Employees and their Managers. Employees will need to access R365 via a web browser to update their passwords while Managers who have the User Setup Security Role and access to Setup Assistant will be able to update passw...
15:59

Delete or Deactivate a User

Depending on the User, you have the ability to either Delete or Deactivate a User that no longer needs access to R365 in your organization. Each option, Deleting or Deactivating, takes place in different parts of R365.  Additionally, a User can only b...
13:56

Mass Role Update

Mass Role Update allows an Admin User to update multiple User Roles, User Locations, and Report Roles for system Users at one time and in one place.  To open the Mass Role Update window, hover over 'Administration' and then the 'U...
13:16

User Roles

There are two kinds of user roles in Restaurant365: Security Roles, which control the permissions that a user has to various areas of the system and their functions. Report Roles, which control the data a user can access when creating and viewing report...
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R365 Orientation Webinars for New 1-5 Location Customers

Welcome to the R365 Family!    To begin the process of Onboarding, we have prepared the following Orientation Webinars that are designed to give you the information you need to hit the ground running in R365. These Webinars will cover the following:...
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R365 Orientation Webinars for New 6+ Location Customers

Welcome to the R365 Family!    To begin the process of Onboarding, we have prepared the following Orientation Webinars that are designed to give you the information you need to hit the ground running in R365.  These Webinars will cover the following...
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GL Types

GL Types, or rather General Ledger Types, are predefined groups for GL Account Records. GL Types are used for the sorting, grouping and subtotal of GL Accounts on Financial Reports (Balance Sheet and P&L). GL Type is a required field on the GL Account ...
12:50

Add a New GL Account

A new GL Account can be added one of three ways in R365:  Account Menu  Setup Assistant  Import Tool This document will demonstrate the simplest method of the three: the Account Menu. Refer to the Setup Assistant and Import Tool training articles...
14:06

GL Account Record

  The GL Account Record is where the Account specific information for each of the GL Accounts resides in the system.  Once you have opened a GL Account Record, the General Tab of the record will be displayed.  In addition to the information found on the...
14:36

GL Accounts: Parent Accounts & Child Accounts

GL Accounts can have a specified Parent Account (effectively making them a Child Account). Parent Accounts allow Users to group Sub-Accounts under one main Summary Account for subtotal and visual grouping on Financial Reports. To assign a Parent Accou...
15:34

GL Accounts: Available To Managers

This article is part of the documentation on the GL Account Record.  Click here for more information on GL Accounts If non-Accounting Users (Users with the security role of Restaurant Manager) need access to a GL Account, that Account must be flagged a...
07:55

GL Accounts: Disable Entry

This article is part of the documentation on the GL Account Record.  Click here for more information on GL Accounts If a GL Account is going to be a true Summary Account, we can Disable Entry for the account.  The values in the account going forward wi...
10:40

GL Accounts: Operational Reports Categories

This article is part of the documentation on the GL Account Record.  Click here for more information on GL Accounts. Operational Reports Category is a setting on the GL Account Record for GL Accounts that have a GL Type that appears on the P&L...
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GL Accounts: Location Security

GL Accounts can have additional, Location-based, security set on the GL Account record.  Similar to how the 'Available to Managers' feature limits accounts from being seen and selected, GL Account Location Security can be set to limit accounts fo...
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GL Accounts: Report Settings

On the Report Settings tab, Users can specify additional report settings for the GL Account, including the option to Show Running Total, and assign the Cash Flow Category to Balance Sheet Accounts.   Percent Of None - The default selection for P...
14:15

GL Accounts: Budget Defaults

Budget Defaults The GL Account can have a default budgeted dollar Amount set on the GL Account record.  This value would then be pre-populated in the 'Set All to Same..' field on the Account Detail screen when the Budget is created.  By...
16:16

Bank Record

Bank records exist to allow you to perform ACH and Positive Pay exports from the Check Run Screen.  Before Direct Bank Connections were introduced, the Bank record was also used to allow Users of specific Banks to import their Bank Activity directly to t...
16:41

Positive Pay Overview & Reports

The Positive Pay feature (sometimes referred to as Safe Pay) allows the User to export a list of Checks from R365 in a format to be uploaded to the Bank. The purpose of the upload is to alert the Bank of these checks so they can be cashed. This is a servic...
07:45

Adding a New Bank Account or Checkbook

Bank Accounts or Checkbooks exist as GL Accounts in R365.  They can be added using one of the following methods:  Account menu  Setup Assistant  Import Tool This document will demonstrate the simplest method of the three, the Account menu.  Refer to ...
08:09

Check Printing Setup - UNITED STATES Check Format

Restaurant365 allows users to print their own checks without relying upon pre-printed check stock.  This gives users greater flexibility and added security as they will not have to keep pre-printed check stock on premises, or under lock and key.  Blan...
15:23

Check Printing Setup - CANADA Check Format

Restaurant365 allows users to print their own checks without relying upon pre-printed check stock.  This gives users greater flexibility and added security as they will not have to keep pre-printed check stock on premises, or under lock and key.  Blank c...
15:22

Check Signatures

The system allows the following options around how your company can handle signatures on checks: Click here for more information on how to Create a Check Signature 1.) Print Check - a standard signature line is printed on the check to be signed man...
15:08

Creating a Check Signature

How to Properly Create a Check Signature in Restaurant365 Restaurant365 gives Users the option to upload a signature to be included on checks for transactions involving Bank Accounts. If the signature and the file containing the signature are not forma...
10:05

Direct Bank Connections Overview

Direct Bank Connections is one of three ways that Bank Activity can be updated. Click here to learn more about Bank Activity Update Options. Overview Direct Bank Connections allow you to connect your financial institutions directly to the Bank...
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Direct Bank Connections: Connecting Bank Accounts

This article is part of the Direct Bank Connections training.  Click here for more information on Direct Bank Connections Bank Accounts with Multi-factor Authentication (MFA) When using R365 Direct Bank Connections with Bank Accounts utilizing...
09:19

Direct Bank Connections: Bank Accounts with Multi-factor Authentication

This article is part of the Direct Bank Connections training.  Click here for more information on Direct Bank Connections R365 Direct Bank Connections can be used in conjunction with Bank Accounts that have Multi-factor Authentication (MFA).  MFA ...
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My Reports Overview

My Reports is the home to all reports in Restaurant365. Reports are sorted and displayed on tabs that group the reports together, including User defined 'Favorites'. In order to view or access any report, a User must first be assigned to...
13:49

My Reports: Report Roles Setup

Report Roles must be created and assigned to each User in order for that User to access individual Reports located in 'My Reports'. Alternatively, if all Users need access to all reports, this can be set on the User Record.  Report Roles can ...
14:52

My Reports: Assigning Report Roles

Report Roles grant access to specific Reports found in 'My Reports'.  Click here for more information on My Reports. Report Roles can be be assigned using two different methods:  Manually on the User Record  Using 'Mass Role Update&#x...
10:43

My Reports: Using ‘My Reports’

In order to view and run Reports found in My Reports, a User must first have a Report Role assigned to their User Record. Click here for more information on My Reports. Navigation   Navigate to 'My Reports' by clicking on 'My Repor...
07:22

My Reports: Send, Export, or Print Reports

Reports ran from within 'My Reports' can be emailed, exported, and/or printed directly from the reporting window. In doing so, any settings that are updated for a report with a PDF File Type will be saved for that report and User. These sett...
08:51

Profit & Loss Formatting

There are two aspects to Profit & Loss report formatting: Column layout Row format  Which column layout you use is selected from the dropdown when you run the report.  Column layouts are not customizable and examples are a column that shows per...
08:03

Budgeting: Creating a New Budget

Creating a Budget or copying a prior year's Budget is simple using the Advanced Budgeting feature in R365. To learn more about Budgeting, view the Budgeting Overview training article. Important Note: The Budget will only display on the Profit and ...
12:59

Report Subscriptions Overview & Security

Through the Report Subscriptions Management page, your Administrative Team has more control over who has access to your data by directly managing Report Subscription records. Report Subscriptions will run a selected report and send it to the desired R...
17:37

Report Subscriptions: Creating Report Subscriptions

This is a part of the Report Subscriptions feature. Click here to learn more about Report Subscriptions. Report Subscriptions enable Users to receive the desired Reports via email daily, weekly, or monthly. These subscriptions can only be set up and ma...
09:29

Report Subscriptions: Editing Report Subscriptions

This is a part of the Report Subscriptions feature. Click here to learn more about Report Subscriptions. Report Subscriptions will need to be managed over time to better reflect your current Restaurant Management. Whether a Report Subscription needs to...
16:44

Vendor Record

The Vendor Record is where the Vendor specific information for each Vendor resides in the system. Once you have opened a Vendor Record, the General Tab of the record will be displayed. In addition to the information found on the General tab, Vendor Ad...
21:13

Labor Exports

The details associated with employee labor, such as scheduling, productivity, and labor punches, are recorded in R365 and can be exported to the User's payroll system. All payroll Labor Exports can be found on the 'Labor' tab of the &#x...
14:18

Vendor Merge

Sometimes duplicate vendors get created with the same or similar names with slightly different spellings. Since duplicates cannot be deleted, duplicates can be removed by merging transactions together.  This can be done easily by following the steps below:...
13:45

Payment Terms

Payment Terms are used throughout Restaurant365 to specify the Terms in which a payment should be received.  There are five Payment Term Pre-sets that exist when the system is created.  Apart from those five payment terms, Users will need to create an...
08:10

ACH Payment Set-Up

Restaurant365 has the capability of paying Vendors by ACH (Automated Clearing House) payment. Vendor-specific settings need to be entered on the Vendor Record prior to creating ACH payments.  The ACH Report Type must be set on the Bank Record prior to crea...
13:32

ACH Reports

ACH Exports can be produced on the Check Run.  Click here for more information on how to Set-up ACH Payment Settings on the Vendor Record. In order to produce the ACH Export file, the ACH Report must first be assigned on the Bank Record. View information o...
08:46

Customer Record

The Customer Record is where the Customer specific information for each Customer resides in the system.  Once you have opened a Customer Record, the General Tab of the record will be displayed.  In addition to the information found on the General tab,...
10:43

Employee Setup

The Employee record allows you to manage Employee details such as Employee Name, Contact Information, Employee Photo, and Scheduling Availability. This record is created automatically after the POS Integration has been completed.  Each Employee record...
08:17

Employee Record

The Employee Record has various tabs to enter and review information about an Employee. When created, Employee records are stored in the Employees listing and are linked out from the User record. Employee records can be updated as needed over time to refle...
11:02

Employees: POS Employee Records

During POS import, R365 creates two records for each Employee in your POS System.  These two records are automatically linked to each other.    POS Employee Record  Employee Record The POS Employee record is linked to the Employee Record by th...
15:48

Employees: Merge Employee Records

The majority of records that reside in Restaurant365 can be updated via the Import Tool. When performing bulk updates, the Import Tool typically references a record based of the 'Name' value on the record. When making updates to Employee Records,...
16:28

Employees: Update Employee Records

To perform a Bulk Update on Employee Records, navigate to 'Employees' under the 'Labor' listing in the 'Operations Module' to locate the Employee Table.   Note: Make sure to perform any Employee Merges prior to performi...
07:48

Employees: Employee App Access

Granting Employees access to the R365 Mobile App and limited-use R365 portals is a simple process. Once the Employee record has been manually-created or imported from the POS via the POS Integration, the Employee can be granted 'App Access...
08:32

Employees: Access to Scheduling

Restaurant employees can access their own schedule and make requests such as time off and shift trades through the mobile app or a web browser. For Locations that use V1 Scheduling, Employees are setup to access both the mobile app and web application ...
13:36

Job Record

Jobs are used in various ways in R365.  They are assigned to Employees and used by the Scheduling Module.  Jobs are also used in conjunction with the POS Integration to track Employee Punches which make up the Labor Accrual Journal Entry. Each Job rec...
10:56

Employees: Mark as 'Inactive'

When an Employee is marked as 'Inactive', they no longer have access to the system. It is highly recommended to never delete an Employee record but rather to mark them as 'Inactive' so that the Employee record is saved in R365 while res...
08:32

Job Titles

Note: POS Account Rules can be set up to map new and unmapped Job Titles brought in from the POS. Click here to learn about POS Account Rules. Job Titles offer an optional labor accrual tracking feature to POS integrations to Restaurant365. A Job T...
09:01

Entering Beginning Balance Transactions

When implementing Restaurant365, you will need to input beginning balance transactions for GL Balances, Open AP Transactions, Open AR Transactions, and Unreconciled Bank Transactions.  The majority of beginning balance items will be imported during the imp...
14:54

Historical Sales

Historical Sales (sales data that occurred prior to cut-over) can be imported in a simplified manner into Restaurant365. Historical Sales are created using the R365 Historical Sales import template. Historical Sales exist in Restaurant365 for the compariso...
15:39

Beginning Balance Difference – Unassigned Vendor or Customer

Conditions in which UNASSIGNED VENDOR appears on AP Aging Report The UNASSIGNED VENDOR is a System Generated Vendor that appears on the AP Aging Report when the following conditions occur: 1. A difference exists between the AP Beginning Balanc...
08:54

Restaurant Accountant Training Outline

Navigation and Reports Working with Lists Accounting Reports Setting Up 'My Reports' Formatting Reports General Ledger Adding a GL Account New Journal Entry Payroll Journal Entry Overview Importing Journal Entries Budgets Budg...
12:25

Restaurant Manager Training Outline

Here are the key videos and articles for Restaurant Manager Training Navigation Working with Lists Restaurant Operational Reports Sales Daily Sales Summary – Manager Purchases Entering Invoices At The Restaurant Location Manager Mass Invoice En...
17:35

Daily Operator Guide

As an Operator, you are familiar with the cost and usage of each item in your restaurant. For Operations to be the most efficient, the following must be occur:  Item records, both Purchased Items and Vendor Items, should be setup correctly and adjusted a...
12:00

R365 Support

  The R365 Support Center is your one-stop for: In-depth solution articles Sharing best practices in our Community Forums Managing open support tickets Reading up on our new features roadmap Chatting with a support rep Click here to view ...
12:42

R365 Academy Overview

  Welcome to the R365 Academy! This course-based learning tool may just become your best friend over the next few weeks as you dive into the world of R365. This lesson will focus on how to get the most out of your one-stop spot for Learning, the R365 Ac...
15:42

Working with List Views

The different lists in R365 can be organized and saved based on each User's preferred format. Within these lists, different functions are also present to provide filters for searching and additional actions for the selections within a listing, al...
13:22

Default List View

Restaurant365 includes default list views that are designed to sort information by Approval Status and Date so that the most recent items marked as Unapproved are located at the top of the listing for accessibility purposes. Depending on the amount of AP T...
15:40

Closing a Period

Booking transactions dates is determined by the Closed Date on the Legal Entity.  Setting this date will mean no transactions can be Approved or edited with a date less than or equal to the Closed Date for any locations in that Legal Entity. Users who are ...
15:23

Advanced Close: Fiscal Year

The Advanced Close feature allows a User to lock and unlock fiscal periods with more precise control to better manage transaction entry. When set up, a User can view and maintain the status of all Fiscal Years in the Fiscal Year Maintenance Screen for...
14:33

To Do Checklist

The To Do Checklist displays various tabs with items that the system has flagged as requiring setup or attention.  If nothing is requiring attention on a specific tab, that tab won't be displayed.  The To Do List has the following tabs: Record ...
13:48

Upload File

Records throughout Restaurant365 have a button near the bottom of each page labeled 'Upload File'.  This allows the User to upload an attachment to that particular record. Uploading attachments to records can be very useful for audit pur...
13:48

Restaurant365 Display Settings

Restaurant365's default list view can be modified and saved according to the User's desired layout. Even further, when the window display is small or includes a large announcement box, you can adjust the display to navigate your instance as neede...
15:23

Restaurant365 System Requirements

By design, Restaurant365 is accessible from any internet connected device via a web browser. For the most desired processing times, it is recommended to use ADSL or Broadband for home/business and 3G internet speeds or greater for mobile devices. It is imp...
09:50

Export Chart of Accounts List From Quickbooks® Desktop

If your organization uses Quickbooks Desktop Version and is now setting up Restaurant365, moving your Chart of Accounts list over is an easy process. R365 consolidates Chart of Accounts so that multiple Locations and Legal Entities can be compared side...
14:31

Export Chart of Accounts List From Quickbooks® Online

If your organization uses Quickbooks Online Version and is now setting up Restaurant365, moving your Chart of Accounts list over is an easy process. R365 consolidates Chart of Accounts so that multiple Locations and Legal Entities can be compared side-...
14:31

Export Vendor List From Quickbooks® Desktop

Transferring your Vendor List from Quickbooks Desktop to R365 is an easy process, but to also make it an efficient process, it is important to review and consolidate this list.  To make sure your Vendor List is clear of duplicates and obsolete Vendors,...
14:28

Export Vendor List From Quickbooks® Online

Transferring your Vendor List from Quickbooks to R365 is an easy process, but to also make it an efficient process, it is important to review and consolidate this list.  To make sure your Vendor List is clear of duplicates and obsolete Vendors, follow ...
14:29

Export Customer List From Quickbooks® Desktop

If you use Quickbooks Desktop and are now setting up Restaurant365, moving your Customer List over is easy. When importing a Customer List, it is important to consolidate and update the list before importing into R365. Follow the instructions below to help...
14:28

Export Customer List From Quickbooks® Online

If you use Quickbooks Online and are now setting up Restaurant365, moving your Customer List over is easy. When importing a Customer List, it is important to consolidate and update the list before importing into R365. Follow the instructions below to help ...
14:29

Pulling Data from Quickbooks® Desktop for R365 Migration

During the final stages of Onboarding, a Data Import Specialist will contact you or your team about downloading and preparing four data files for import into R365, which include the Trial Balances and transaction information for the current and previous fi...
09:45

Pulling Data from Quickbooks® Online for R365 Migration

During the final stages of Onboarding, a Data Import Specialist will contact you or your team about downloading and preparing four data files for import into R365, which include the Trial Balances and transaction information for the current and previous fi...
09:45

Completing a Crosswalk

A Crosswalk occurs during Implementation when you determine how your Legacy accounts are mapped in R365. The transactional data tied to these Legacy accounts are pulled in from the number of prior years agreed upon in your Sales Contract. Your Data Import ...
08:19
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