Preparation for Operations

The goal of Operations Implementation is to train your Power User to complete all daily, weekly, and monthly tasks necessary to maintain your R365 instance. Consider who from your organization will be the main point of contact for Ops Onboarding and the Op...
14:06

Phase 1: Items In

Phase 1 focuses on preparing and importing items to R365. Item Setup is a prerequisite to all item-level transactions, such as AP Invoices and Inventory. These foundational concepts will lay the groundwork for the next phases of Operations Onboarding. ...
15:24

Phase 2: Item Management and Transactions

Phase 2 focuses on Item Management and Transactions, such as AP Invoices, Item Transfers, and Waste Logs. At completion of this phase, your Cost of Goods Sold (COGS) is calculated from purchases. During the next phase, we will set up Inventory Counts, whic...
15:25

Phase 3: Inventory

Phase 3 focuses on the setup of Inventory Templates and the taking, reviewing, and approving of Inventory Counts. In a periodic inventory system, performing accurate Inventory Counts is crucial to obtaining accurate Cost of Goods Sold. Phase Goals In...
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Phase 4: Recipes

Phase 4 focuses on creating recipes and mapping them to POS Menu Items. Recipes are used for tracking COGS for batch recipes and theoretical depletion through menu items. Phase Goals Learn concepts of recipes and menu items to apply those concepts po...
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Phase 5: Scheduling

Phase 5 focuses on the setup and use of R365 Scheduling. One set up, you may then onboard Employees to the R365 Red App, which they can use for requesting off, messaging other Employees, trading shifts, and more.  With your POS Integration, Labor Accru...
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Phase 6: Ops Onboarding to Adoption

Phase 6 focuses on reviewing records and solidifying routine tasks in R365 to officially complete technical implementation. You will also receive tools to assist with scaling your business and staying up-to-date with new releases and trainings on new featu...
14:06

Golden Rules of Operations

Review the Operations Do's and Don'ts to help you stay successful with Operations in R365! Units of Measure Do use what already exists and create only what is necessary. Do think about the measure type the UofM should be in: Weight, Volume...
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Golden Rules of Accounting

Review the Accounting Do's and Don'ts to help you stay successful with Accounting in R365! Daily Sales Summary Do make sure that your DSS is validated to ensure accuracy by comparing POS reports to your R365 DSS Don't blindly approve ...
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Phase 1: Getting Started & Discovery

In this initial stage, you will build a foundational setup and set of skills that will prepare you and your team for the more intricate details of Accounting Onboarding in upcoming phases. This also gives us the opportunity to define our primary goals for ...
14:42

Phase 2: Money In

This phase focuses on identifying how money enters your restaurant organization and the process of tracking those transactions within R365. Phase Goals POS is configured, mapped, and validated Understand and begin Daily Sales approval process workfl...
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Phase 3: Money Out

This phase focuses on identifying how money leaves your restaurant organization and the process of tracking those transactions within R365. Phase Goals Vendors are set up Understand and begin the AP Invoicing Process Understand and begin AP Payment...
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Phase 4: Accounting Cutover

In this phase, you will be finalizing period-end in your legacy system and recording all transactions dated post-Go Live in R365 moving forward. Goals Ending balances in legacy system match starting balances in R365 As of one day prior to Go Live (e...
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Accounting Cutover Process

The cutover process means that on a set date, you close the current period in your legacy software and begin the new period in R365. This is your 'Go Live' date. It is important that transactions are recorded where they belong in order to efficie...
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Phase 5: Banking

In this phase, you will learn how to complete a Bank Reconciliation. The time and diligence you spent in the Money In and Money Out Phases will pay dividends in this phase. Phase Goals Understand how Undeposited Funds work (Bank Deposits) Understand...
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Phase 6: Payroll

This phase focuses on how to record payroll in R365 and accurately report Labor on your Profit and Loss. Phase Goals Payroll JE has been created Payroll Accruals have been reversed Payroll banking transactions have been recorded and reconciled Tim...
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Accounting Onboarding to Adoption

This phase focuses on reviewing records and solidifying routine tasks in R365 to officially complete technical implementation. You will also receive tools to assist with scaling your business and staying up to date with new releases and trainings on new fe...
14:43

R365 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 will be greeted by the Setup Assistant that will walk the...
13:04

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 them...
10:26

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...
20:45

R365 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...
10:27

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 the...
08:59

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 Accou...
10:55

System Preferences: Location Reporting Categories

  The 'Location Reporting Categories' tab resides on the System Preferences screen. On this tab, Users can create and define Parent Location Reporting Categories that will be included on Location records so that Child Location Reporting Categori...
07:43

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...
09:19

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 Preference...
09:47

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 in System Preferences. These identifiers w...
10:30

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...
10:24

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, ...
08:33

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...
14:45

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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Delete a Location

Locations in R365 can be deleted if necessary, but only when every transaction / record that was ever associated with that Location is deleted or reclassified to a different Location.    When each transaction / record has be...
07:36

Inactivate a Location

If a Restaurant Location closes, certain transactions can be marked as 'Inactive' from the Location record. This will ensure that no future transactions are accidentally tied to that Location while also retaining it in R365 for historical reporti...
20:38

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...
07:36

Location Reporting Categories

Location Reporting Categories are custom categories that are used for reporting and grouping your Locations. You can create up to ten Parent Categories that can then be assigned on Location records. Some examples of Parent Location Reporting Categorie...
15:03

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 Re...
07:36

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...
14:48

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 ...
10:58

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...
08:29

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...
08:30

User Locations

The User Locations form is where Locations can be added in mass to User records. This can be helpful to utilize when multiple new Users are onboarded at once or when a range of Locations are added. It is important to note that Users can only access thi...
07:41

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. Navigation To open the Mass Role Update window, hover over 'Administration' an...
07:41

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...
10:28

Outbound Emails

To set up Outbound Emails, Users can either choose to have these emails come from an R365 no-reply email address or their third-party email address. Review both options below to determine the best fit for your organization. R365 Outbound Emails Ou...
11:18

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 the...
12:02

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...
12:09

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. Both options, deleting or deactivating, takes place in different parts of R365. Additionally, a User can only b...
10:46

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...
12:32

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 ...
12:45

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...
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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...
15:50

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 settin...
09:10

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...
08:31

Report Subscriptions: Create a Subscription

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...
08:31

Report Subscriptions: Edit and Send a Subscription

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...
08:31

Report Subscriptions: Date Settings

This is a part of the Report Subscriptions feature. Click here to learn more about Report Subscriptions. When creating a Report Subscription, Date Settings will appear if a selected report has dates included in its Report Parameters. These Date Se...
09:11

Report Views

Report Views act as a Report Parameter Template where Users can set and save views of a report without having to set the Report Parameters each time. Each User with report access can set a Report View as a Default View so that each time the report is ran, ...
14:35

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 impl...
10:39

Historical Sales

Historical Sales are the Sales that occurred prior to cut-over, which 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 ...
11:00

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. Difference in AP Beginning Balance and Imported AP ...
14:02

Restaurant Accountant Training Outline

The following training articles will assist Restaurant Accountants in understanding the key financial functions of the system. Navigation and Reports Working with Lists Accounting Reports Setting Up 'My Reports' Formatting Reports ...
14:04

Restaurant Manager Training Outline

Here are the key videos and articles for Restaurant Manager Training. Navigation Home Page Working with Lists (Classic) Restaurant Operational Reports Sales Daily Sales Overview & Security Daily Sales: Review a DSS Daily Sales Summar...
07:25

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...
15:33

R365 Marketplace

Restaurant365 is always working to build advanced products that enhance your experience and help your restaurant thrive. As you grow to familiarize yourself with the software, R365 wants you to have direct access to the products that can help make you...
17:07

Submitting a Product Idea

At R365, we value your opinion and want to continually work to build smarter products that best serve you and your team. We thrive off of new perspectives, and as collaborators, we encourage you to share your ideas, make suggestions to existing features, r...
09:50

R365 Website Shortcut on Tablet

Create R365 website shortcuts on your mobile device's Home screen to make it even easier to log in to R365 and complete your daily tasks. Website shortcuts can be set up for both Apple and Android devices. iPhone / iPad Follow the instruction...
09:10

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 Chatting with a support rep Click here to view how to contact R365 Support.  Accessing the ...
12:34

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...
11:38

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...
15:49

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 ...
10:27

Advanced Close: Fiscal Year

The Advanced Close feature allows a User to lock and unlock Fiscal Years, Periods, and Modules to better manage transaction entry. When enabled, a User can view and maintain the status of all Fiscal Years from the Fiscal Year Maintenance Screen so t...
14:50

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 auditing purpos...
11:45

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...
11:34

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-...
11:34

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,...
11:35

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 ...
11:38

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...
11:39

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 ...
11:40

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...
11:46

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...
11:42

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 Im...
11:43
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