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...
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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...
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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.  Within each legal entity, you can have a Financial Year different from an Operational Year if you want...
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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...
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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...
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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

Locations, like Legal Entities, are critical to both Accounting and Operations in Restaurant365.  Click here for more information on how to Create a New Location The Location Record is where the Location specific information for each Location resides i...
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Add 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...
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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 to l...
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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...
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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...
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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...
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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 Accoun...
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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...
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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...
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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...
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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...
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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...
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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...
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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 ...
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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...
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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...
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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 a...
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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'.  Click here for more information about My Reports Alternatively, if all users will need access to 'All Re...
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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...
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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...
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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...
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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...
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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:...
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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...
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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...
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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...
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Employee Record

The Employee Record has various tabs to enter and review information about the Employee as described below.  Click here for more information on the initial Employee Setup. General tab This tab contains most of the information you setup for the Emp...
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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...
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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,...
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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...
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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...
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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...
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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...
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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...
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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...
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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...
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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 ...
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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...
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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...
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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...
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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 ...
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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...
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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-...
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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,...
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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 ...
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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...
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