The Cut Over Process

The Cut Over Process Cut Over is the process of closing out the previous period in your Legacy Software and starting the new period in Restaurant365 from the Cut Over date moving forward. When you close the previous period, all Legacy Ending Balances will ...

Oct 25, 2021 11:55

Entering in 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...

Aug 04, 2022 11:51

DSS Mapping

POS Accounts must be mapped in Restaurant365 to account for the Sales and Payment Type Accounts that are imported from your POS. These records were created based on your separation settings in System Preferences, and now that they have been separated in R3...

Oct 25, 2021 11:58

Recording Delivery Services in R365

As Delivery becomes utilized more in the Restaurant Industry, it is important to note the best practices surrounding how to record Delivery Services in R365. When Delivery Services are imported from your POS, they can be mapped to one of the following acco...

Oct 25, 2021 12:00

Accounting Day-to-Day Processes

As an Accountant, it is important to follow certain daily, weekly, and monthly tasks to ensure your books tie out. Review the lists and resources provided below on these processes. Additional resources are recommended throughout via the R365 Acade...

Jan 05, 2022 08:10

AP Invoice Form

If within the Smart Ops Release window, click here to learn about AP Invoices. Inputting AP Invoices is easy. Users can either manually enter a new AP Invoice or import a csv file of AP Invoice details. If the AP Invoice has a 'Document Issu...

Jan 18, 2023 09:17

Mass Invoice Entry

Entering invoices in mass makes AP Entry seamless and easy. The steps provided explain each step of the Mass Invoice Entry process. Click here to view how single and mass Invoice Entry differ. Step 1: Open the Mass Invoice Entry screen H...

Dec 29, 2022 11:12

Memorized AP Transactions

AP Transactions can be memorized as transaction templates that can be used again in the future. In addition to creating a transaction template, Memorized Transactions can be scheduled and automatically created.  Note: Memorized Transactions will n...

Feb 15, 2022 14:43

AP Credit Memo

AP Credit Memos can be entered in Restaurant365 to record any credits that are due. Credit Memos can then be applied to Open AP Invoices. If the Credit Memo has a 'Document Issues' tab listed, click here to learn how to resolve Document Issues. ...

Aug 24, 2023 13:01

Voiding a Transaction

Voiding a transaction, including a check, creates a second transaction in the system that has the exact opposite effect as the original transaction and is automatically applied to the original transaction, thus nullifying completely the original trans...

Oct 25, 2021 13:18

AP Invoice: Credit Expected

The Credit Expected field located on the AP Invoice form is designed to allow your AP Clerk to quickly and easily document and request a credit when a credit is due.  To utilize this feature, first you should identify any of your Short Pay Vendors.  ...

Oct 25, 2021 13:28

Use Tax Vendors

Mark Use Tax Vendors from the Vendor record to track Vendors that are subject to Use Tax. These can then be further assessed through certain R365 reports, including the Purchases by Vendor and in Ad Hoc Reports. Use Tax Setup To do so, open t...

Oct 25, 2021 14:33

Unassigned Vendor – Accounts Payable

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 ...

Oct 25, 2021 14:43

R365 AP Capture Overview

  R365 AP Capture is an additional service that R365 offers its Customers. Through the AP Capture Service, Customers can rely on the R365 Data Entry Team to manually enter and review their Accounts Payable Transactions. Please contact R365 Support or your...

Feb 15, 2022 15:11

AP Invoice: Autopay

AP Invoices can be automatically paid by using the Autopay feature. Autopay can be enabled automatically for Vendors that utilize the Auto-Direct Debit (ADD) or Credit Card Payment Methods, or it can be manually set on each AP Invoice for Vendors with any ...

Oct 25, 2021 14:53

Add a Location Logo

Your Company Logo can be added to the Location Record to appear on AR Invoices and Statements that you create in R365. Location Logos can be added using the R365 Setup Assistant or on the Location Record itself. Via Setup Assistant  Ope...

Feb 14, 2022 10:34

AR Imports for FlexiBake Overview

FlexiBake AR Transactions can be imported from CSV files to Restaurant365. Imported AR Transactions contain all of the transaction details and are ready for review and approval upon being imported. AR Transactions can be imported as complete Transactio...

Oct 26, 2021 08:17

Sales Item Record

A Sales Item, or a 'Sell Only' Item, is an item you are going to sell to a Customer but are not going to enter in your POS System, such as consulting services or equipment rental. Built out Sales Items can then be added to an AR Invoice and se...

Apr 03, 2023 08:52

Primary Contact

  Contacts can be created on Vendor and Customer Records by clicking the 'Primary Contact' link next to the selector. This will open the Contact form where the Contact can be entered and saved. Contact Form If the Contact was create...

Dec 24, 2020 06:00

AR Credit Memo

The AR Credit Memo is part of Accounts Receivable within the Accounting module of Restaurant365.  They are generally used to apply to AR Invoices (cancel out the invoice) by issuing a Credit to a Customer. To create an AR Credit Memo, hover o...

Dec 21, 2022 14:42

AR Invoice

The AR Invoice is part of Accounts Receivable within the Accounting module of Restaurant365. The AR Invoice is used to generate a professional invoice to provide to customers for services or goods you sell them billed separately from your Point of Sal...

Dec 29, 2022 11:10

AR Payment

AR Payments are used to record the receipt of payment for an AR Invoice. AR Invoices can originate from a number of features in R365, including AR Sales, Commissary, Franchising, and House Account transactions. When you have received payment from a Cus...

Oct 26, 2021 08:25

House Accounts

House Accounts exist in R365 to aid the User in automatically creating AR Invoices for the House Accounts at their Locations. When a House Account Payment Type appears on a Sales Ticket through the POS, the Daily Sales Summary will display that transaction...

Nov 18, 2022 08:43

Third Party Delivery Services & House Accounts

In the Accounts Receivable Process for Third Party Delivery services, transactions made hit GL Accounts based on the following: The Customer order is received and entered in the POS and then closed out to unique tender (i.e. Seamless). This imports into ...

Sep 28, 2021 14:45

AR Invoices Paid Through the POS

At times, AR Payments may be received through the POS as a Sales Account or as a Paid In on the 'Paid Out' tab of the Daily Sales Summary. This Sales Account should be mapped to a GL Account called 'House Account Payment Clearing' and shoul...

Oct 26, 2021 11:53

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 subtotaling GL Accounts on Financial Reports (Balance Sheet and P&L). Because of this, the GL Type is a required fi...

Dec 21, 2022 15:12

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 article will walkthrough the simplest method of the three: the Account Menu. Refer to the Setup Assistant and Import Tool training articles ...

Oct 28, 2021 15:13

GL Account Record

  The GL Account Record is where account-specific information for each GL Account resides in the system. This article reviews the fields listed on each tab of this record. To create a new GL Account, please see the Add a New GL Account training. Cli...

Jan 06, 2023 16:11

GL Accounts: Parent Accounts & Child Accounts

GL Accounts can have a specified Parent Account, which would effectively make them a Child Account. Parent Accounts allow Users to group accounts under one main summary account for subtotal and visual grouping on Financial Reports. To assign a Parent ...

Oct 28, 2021 15:44

GL Accounts: 'Restricted Access' Settings

This article reviews the 'Restricted Access - Usage' and 'Restricted Access - Hide Transactions' settings for GL Account Records. Article Topics: Overview Restricted Access - Usage Restricted Access - Hide Transactions Restricted A...

Aug 24, 2023 08:43

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 wil...

Oct 29, 2021 08:30

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 ...

Jan 13, 2023 09:44

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 acco...

Aug 05, 2021 15:00

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 select...

Aug 19, 2021 07:34

GL Accounts: 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 default, 'Budget As...

Oct 29, 2021 09:59

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 th...

Jan 05, 2022 08:33

Bank Deposit

The Bank Deposit form is used to record the depositing of funds, from any source, to a Bank Account.  The Bank Deposit form pulls any Undeposited Transactions from the GL Account assigned to the 'Undeposited Funds' field in System Preferences:...

Jan 06, 2022 11:24

Bank Expense

The Bank Withdrawal or Bank Expense form is used to create Payments to non-Vendors and record withdrawals directly from your Bank Account. No AP Invoice, AP Credit Memo, or Vendor record will be associated with the Bank Expense. GL Accounts can be sel...

Jan 20, 2022 14:24

Bank Transfer

The Bank Transfer form is used to record the transfer of funds between an organization’s Bank Accounts. Restaurant365 does not initiate the transfer of funds with the bank itself. Transfers must be performed outside the system and then recorded in Res...

Jan 06, 2022 11:48

Bank Activity Screen

The purpose of the Bank Activity screen is to make it simple to match your Bank Statement to Transactions that have already been entered into R365. Bank Activity also allows an easy creation of new Deposits and Withdrawals based on data from your Bank...

Jul 07, 2023 13:46

Bank Activity Screen: Update and Match Transactions

Matching transactions in Bank Activity makes the Bank Reconciliation process easier. Once your Bank Accounts are set up, then Bank Activity can be pulled and matched. This process consists of the following steps:  Navigate to Bank Activity  Update Ban...

Jan 06, 2022 11:28

Direct Bank Connections: Retrieve Bank Activity

This article is part of the Direct Bank Connections training.  Click here for more information on Direct Bank Connections Direct Bank Connections work in conjunction with the Bank Activity Screen. Think of the Direct Bank Connections as a replacem...

Jan 06, 2022 11:52

Bank Activity Imports: Manual Export & Import

Manual Export & Import is one of three ways that Bank Activity can be updated. Click here to learn more about Bank Activity Update Options. Download Activity from Your Bank Log into your bank website and choose to download your bank transactio...

May 26, 2023 13:21

Bank Reconciliation

A Bank Reconciliation is a period end (or month end) procedure used to ‘true-up’ the records in your Accounting system to the actual activity in your bank account (as reported by your bank). Complete the Bank Reconciliation process by following the steps b...

Aug 24, 2023 08:42

Bank Reconciliation Report

Detailed or summary view of cleared and outstanding transactions included on a bank reconciliation. To open a Bank Reconciliation Report, open the desired bank reconciliation, hover over the 'Action' menu, and click 'Reconciliation Rep...

Feb 10, 2022 11:39

Bank Account Record

Bank Accounts are essential in Restaurant365.  Each Bank Account record represents a Bank Account that is part of your organization and is used in the finances and operations of your Restaurant Organization. Bank Accounts exist as GL Accounts in R...

Dec 21, 2022 16:38

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 t...

Jan 07, 2022 11:29

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...

Oct 05, 2022 08:39

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.  B...

Dec 27, 2022 10:31

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 ...

Dec 27, 2022 10:30

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. This article reviews the following topics: Check Signature Options Second Signature ...

Dec 21, 2022 16:06

Creating a Check Signature

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 formatted correctly, the signature function may not work properly. ...

Dec 21, 2022 16:03

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. Direct Bank Connections allow you to connect your financial institutions directly to the Bank Activity fea...

Dec 21, 2022 16:26

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. When using R365 Direct Bank Connections with Bank Accounts utilizing Multi-factor Authentication (MFA), it may be necessary t...

Jan 07, 2022 13:48

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 A...

Jan 07, 2022 13:55

Budgeting Overview & Security

Advanced Budgeting in Restaurant365 allows Users to build and customize budgets to meet the needs of their organization. Budgets can be created for both Balance Sheet and Profit & Loss Statement Accounts. Budgets can be created from prior year act...

Dec 21, 2022 15:18

Budgeting: Budget Parameters Screen

This article describes the Budget Parameters screen in the Advanced Budgeting feature in Restaurant365. Click here for more information on Budgeting. Budgets can be created and saved with the following parameters: Current and future years Single Loc...

Jan 07, 2022 14:47

Budgeting: Budget Screen

This article describes the Budget Screen in the Advanced Budgeting feature in Restaurant365. Click here for more information on Budgeting. The Budget screen is where the budget can be viewed and updated. The parameters that were set on the Budget Param...

Jan 07, 2022 15:06

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 L...

Jan 07, 2022 15:12

Budgeting: Account Details Screen

This article describes the Budget Accounts Detail Screen in the Advanced Budgeting feature in R365. Click here for more information on Budgeting. Details about the budget, including the selected GL Account amounts and/or percentages, can be viewed thro...

Jan 07, 2022 15:13

Budgeting: Completing and Updating Budgets

This article will describe the steps necessary to complete a new budget or update an existing budget using the Advanced Budgeting feature in Restaurant365. Click here for more information on Budgeting. Completing / Updating Budgets After a budget ...

Jan 07, 2022 14:43

Budgeting: Troubleshooting Import Issues

If you are experiencing issues while importing a Budget into R365, it often is due to incorrect file formatting, issues with the Fiscal and/or Operational Year Setup, or errors while adjusting a budget. Navigate to each section as it pertains to an issue y...

Jan 07, 2022 15:21

Classic Daily Sales Summary: Review

If within the Smart Ops Release window, click here to learn about Daily Sale Summaries. In this training, the steps to review the Daily Sales Summary (DSS) will be covered: 1. Close out the POS System 2. Upload Daily POS Data to Restaurant365 &...

Mar 01, 2023 08:27

Mass DSS Review

The Mass DSS Review makes it easy to review and approve several Daily Sales Summaries at once.  Hover over the 'Account' menu and select 'Mass DSS' to open the Mass DSS Review screen in a new tab. Once the screen loads, set each Ma...

Sep 22, 2022 11:46

DSS Re-Import

Restaurant365 Customers can have their Daily Sales Summaries re-imported easily, regardless of whether their POS Systems are Cloud or non-Cloud-Based. It is important to note that an existing DSS must be deleted before re-import. To delete a DSS, selec...

Mar 03, 2021 20:55

Manually Delete a DSS

To manually delete a DSS file, a User must have the following Permission: Sales & Cash → Daily Sales → Delete Daily Sales Learn more about managing Permissions and Custom User Roles here. The Permission Access report can be used to determine which...

Dec 27, 2022 11:14

Troubleshooting Missing and Out of Balance Daily Sales Summary

Daily Sales Summaries are imported automatically via the R365 Connect Tool. A Daily Sales Summary (DSS) file will be imported each day for the prior day's Sales and Labor. If a DSS is missing, the R365 Connect Tool will continually scan the POS every 1...

Jul 13, 2022 11:09

DSS Journal Entries

For POS Integrated Locations, a Daily Sales Summary (DSS) file will be imported each day for the prior day's Sales and Labor. In addition to the DSS file being imported each day, three DSS Journal Entries are created from the data on the DSS: Sa...

Jan 07, 2022 15:31

DSS: Paid Outs

The 'Paid Out' tab on the DSS is where designated Paid Outs from your POS are displayed. Paid Outs are automatically imported with your Daily Sales from the POS. If a description was entered in at the time the Paid Out was recorded, the descri...

Jan 11, 2023 15:17

Paid Out Types

All Paid Out Types will be automatically imported from your POS into 'Paid Out Type' records. This feature allows you to pre-assign a Cost Account for a specific Paid Out Type. Then, in the future, as that Paid Out Type is used in your Restaur...

Jul 02, 2021 11:37

Currency Conversion for DSS Data

Some franchise owners have franchisees that use non-USD currency and need their Sales and Labor data reported on the DSS in USD. To aid in this conversion, an owner has the option to convert this current and historical data into USD Currency on each D...

Jan 10, 2022 08:29

Balancing Journal Entries

Daily Sales Summaries may be out of balance at times due to many reasons, including an incorrect or duplicate transaction entry or payments not processed at the time the DSS was polled. While not all POS Systems require that the Daily Sales balance wi...

Jan 10, 2022 09:28

Journal Entries Overview

Journal Entries can be manually entered, system generated, or imported in to Restaurant365. Security The Permissions listed here are associated with Journal Entries. These Permissions can be added to Custom User Roles or single Users. Learn m...

Dec 21, 2022 15:59

New Journal Entry

This article will walk you through the steps to create a new Journal Entry. Please note, if you are entering a large Journal Entry, you may want to use the Journal Entry Import function. This functionality will you allow to import a pre-defined templa...

Nov 29, 2021 12:41

Reversal Journal Entry

Reversing Journal Entries allow a User to create a second duplicate transaction where the debits and credits are reversed to help with month-end accrual transactions.  It is important to note that Journal Entries will not be automatically approved when...

Jan 10, 2022 10:44

Importing Journal Entries

Journal Entries can be entered into Restaurant365 various ways. This article will discuss how Journal Entries can be imported through the use of .CSV templates. It is important to note that negative values cannot be entered in the Journal Entry Template. T...

Apr 24, 2023 09:55

Journal Entry Import Templates

Journal Entries can be imported in to Restaurant365 using CSV templates. Click here for the Journal Entries Overview page. Two types of Journal Entries can be imported in to Restaurant365:  Journal Entry  Payroll Journal Entry Each type can be impor...

Sep 17, 2021 15:28

Payroll Liability

The 'Accrued Payroll Account' selector on the Location record will be used to record payroll liability in R365. As each DSS is polled, the Location's set GL Account will keep track of your daily labor costs and post a daily labor accrual t...

Jan 10, 2022 10:58

Creating a Memorized Journal Entry

Recurring Transactions are set up using memorized transactions. The Memorized Transaction functionality allows the user to save a template that can be used over and over again (automatically or manually) without having to re-key all the details. For your m...

Aug 29, 2022 14:32

Payroll Journal Entry

The Payroll Journal Entry window is used to record the Journal Entry from your outside Payroll Provider and, at the same time, ‘true-up’ the labor accrual entries that were created from the POS import each day of the pay period. There are two unique fields...

Sep 16, 2022 14:26

Transaction Spreading

Transaction Spreading in Restaurant365 allows Users to spread transactions across multiple periods. Transaction Spreading can be utilized for AP Invoices, AP Credit Memos, and Journal Entries in Restaurant365. To create a Transaction Spread, the transactio...

Dec 30, 2022 16:49

Journal Entry Type

Journal Entries that are manually-entered or imported into R365 will have a Journal Entry Type associated with them. Selecting a Journal Entry Type will then help Users easily identify Journal Entries from the Journal Entries, All Transactions, and Transac...

Jan 10, 2022 11:00

Vendor Record

The Vendor Record is where the Vendor specific information resides in the system. Enter in all necessary details as they pertain to each Vendor. Vendors can also be organized into Vendor Groups for filtering purposes on the Check Run screen. Impo...

Jun 28, 2023 16:01

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,...

May 17, 2023 08:14

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: ...

Feb 14, 2022 10:39

Payment Terms

Payment Terms are used throughout R365 to specify the terms in which a payment should be received. There are five Payment Term presets that exist when the system is created. Apart from those five payment terms, Users will need to create and manage the...

Jan 10, 2022 11:14

ACH Payment Setup

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 creat...

Jun 08, 2023 14:41

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...

Aug 03, 2020 08:46

Documents to Process Overview

Documents to Process is a feature in R365 that allows Users to upload a PDF or scanned image of an AP Invoice (or AP Credit Memo) to the system and then enter the details of the transaction at a later time. This is different from the EDI process where...

May 17, 2023 10:34

Documents to Process: Supported File Types

Documents to Process allows R365 Users to import various files for immediate processing. Acceptable file types include the following: File Sizes All files, no matter what type they are, should be smaller than 1.5 MB for timely processing The la...

Jan 10, 2022 11:38

Documents to Process: Upload Methods

Documents to Process is a feature in Restaurant365 that allows Users to upload a PDF or scanned image of an AP Invoice or AP Credit Memo to the system, and then enter the details of the transaction at a later time.  The recommended file format for use in D...

Oct 05, 2021 06:16

Documents to Process: Manual Upload

Documents to Process is a feature in R365 that allows Users to upload a PDF or scanned image of an AP Invoice or Credit Memo to the system and then enter the details of the transaction at a later time. The recommended file format for use in Documents to Pr...

Apr 07, 2022 08:09

Documents to Process: Uploading Files via AP Automation

Documents to Process is a feature in R365 that allows Users to upload a PDF or scanned image of an AP Invoice (or AP Credit Memo) to the system and then enter the details of the transaction at a later time. The recommended file format for use in Docum...

Jun 20, 2022 12:51

Documents to Process: Uploading Files via FTP

Documents to Process is a feature that allows Users to upload a PDF or scanned image of an AP Invoice (or AP Credit Memo) to the system and then enter the details of the transaction at a later time. The recommended file format for use in Documents to Proce...

Jan 10, 2022 11:48

Documents to Process: Uploading Files via the R365 Black App

Documents to Process is a feature in Restaurant365 that allows Users to upload a PDF or scanned image of an AP Invoice (or AP Credit Memo) to the system and then enter the details of the transaction at a later time. Various Vendors will provide Invoic...

Jun 07, 2021 14:02

Documents to Process: How to Process Uploaded Files

Once documents have been uploaded via any of the Documents to Process Upload Methods, they will be accessible in the Documents to Process list. This list comprises all available Documents to Process that have been imported in to R365. Currently, Documents ...

Dec 08, 2022 11:27

Documents to Process: Log and Errors

Documents to Process is a feature that allows Users to upload a PDF or scanned image of an AP Invoice (or AP Credit Memo) to the system and then enter the details of the transaction at a later time. The Documents to Process Log, located in the ...

Dec 21, 2022 16:35

Documents to Process: Mark as Archived

This is a part of the Documents to Process feature. Click here to learn more about Documents to Process. The 'Mark as Archived' button will mark the AP Invoice/Credit Memo as a duplicate and archive it. This is beneficial for entry Users ...

Jan 10, 2022 12:11

Fixed Assets Overview & Security

The Fixed Assets Module allows you to create and track each of your Fixed Assets in R365. Automatic Depreciation can then be performed based on the Asset Classes and Categories that you set and maintain. This Overview will provide you with instruction...

Dec 21, 2022 15:33

Fixed Assets: Asset Classes

This article is part of the Fixed Assets Module training. Click here for more information on the Fixed Assets Module.   Asset Classes serve as templates that are used in the creation of Assets. Additionally, Assets can be sorted or organized by Asse...

Jan 10, 2022 12:25

Fixed Assets: Asset Categories

This article is part of the Fixed Assets Module training.  Click here for more information on the Fixed Assets Module   Asset Categories allow you to create an additional reporting level for your Assets. Categories are User-defined and allow you to...

Jan 10, 2022 12:29

Fixed Assets: Depreciation Method Definitions

This article is part of the Fixed Assets Module training. Click here for more information on the Fixed Assets module. Specifically, Depreciation Methods are set on the Asset Class, as well as on the Asset record.     Through the Asset Class or Asset reco...

Jan 10, 2022 15:13

Fixed Assets: Convention Definitions

This article is part of the Fixed Assets Module training. Click here for more information on the Fixed Assets module. Specifically, Conventions are set on the Asset Class as well as on the Asset record.   The Averaging Convention is selected on ea...

Jan 10, 2022 15:17

Fixed Assets: CIP & Active Credit Offset Accounts

This article is part of the Fixed Assets Module training. Click here for more information on the Fixed Assets module and click here for more information on Asset actions, where CIP & Active Offset Accounts are selected.     When the Status of an A...

Jan 10, 2022 15:18

Fixed Assets: Asset Record

This article is part of the Fixed Assets Module training. Click here for more information on the Fixed Assets module.   The Asset record holds all detail about an Asset. This article reviews how to create an Asset as well as the different tabs and a...

Aug 17, 2022 16:32

Fixed Assets: Asset Record - Asset Status

This article is part of the Fixed Assets module training. Click here for more information on the Fixed Assets module and here for more information on the Asset record, where the status is set. Asset Status Indicator  The Asset Status Indicator pro...

Jan 10, 2022 15:45

Fixed Assets: Asset Record - Asset Actions

This article is part of the Fixed Assets Module training. Click here for more information on the Fixed Assets module and here for more information on the Asset record where the actions can be performed.   The Asset 'Actions' menu appears after an...

Aug 17, 2022 13:13

Fixed Assets: Related Expenses

This article is part of the Fixed Assets module training. Click here for more information on the Fixed Assets module.   The Fixed Asset module allows Users to relate expenses, such as AP Invoices and Journal Entries, to Assets. This can be performed on t...

Jan 11, 2022 13:59

AP Imports Overview

AP Transactions can be imported as CSV files into Restaurant365. Unlike Documents to Process, which requires a User to process the data at a later time, Imported AP Transactions contain all of the transaction details and are ready for review and approval u...

Jan 11, 2022 15:13

AP Imports: Import Templates

AP Transactions can be imported in to Restaurant365 using CSV templates. Numerous Vendors are integrated with R365 and each provides a unique file format that can be imported. Click here to see a list of Integrated Vendors. Restaurant365 provides a gen...

Jan 11, 2022 15:14

AP Imports: Manual Importing

AP Transactions can be manually imported into Restaurant365. Manually importing AP Transactions requires the use of specific import templates. Transactions can be imported by Item or by Account. Click here for information on EDI Vendor Integrations and Res...

Jan 11, 2022 15:15

AP Transactions: Missing Items

  Missing Items are automatically created in Restaurant365 when an AP Transaction is imported or entered and includes a Vendor Item Number that does not exist. The following are scenarios in which a Missing Item would be created:  Customer purchases n...

Jun 15, 2022 15:46

AP Automation Overview

AP Automation is a feature within Restaurant365 where Vendors can send emails with documents directly to your R365 instance via your R365-generated Documents to process Email. This email address is unique to your organization and is automatically set ...

Dec 21, 2022 16:10

AP Automation: Common Webmail Provider POP Settings

Restaurant365 can monitor a specified Email address via POP3. Click here for more information on AP Automation. Webmail ProviderPOP ServerPOP PortSSL/TLSLink(s) Gmail.com pop.gmail.com 995 Yes https://support.google.com/mail/answer/7104828?authuser=...

Jan 11, 2022 15:33

AP Automation: Gmail Settings

Please refer to the AP Automation Overview for steps on how to set up AP Automation. AP Automation is a feature within Restaurant365 where Vendors are able to directly send invoices straight to your R365 instance via a unique email address generated fr...

Jan 11, 2022 15:45

Vendor Contract Price Verification

Sometimes a Vendor may invoice a product at a different price than they have contracted with you. In these cases, the system can warn you that a contract violation has occurred. Setting up a contract price for a Vendor item is simple, and once set, the sys...

Jan 11, 2022 15:47

R365 Payments Overview & Security

The R365 Payments Service is designed to save you time and money by streamlining the Payment Process from within R365. Once you create the Payment in R365, the R365 Payments Service does the rest! This added service delivers your Payments to ea...

Jan 06, 2023 09:40

R365 Payments: Initial Setup

This article is part of the R365 Payments training. Click here for more information on R365 Payments. In this initial setup process, it will be crucial to update the bank account and Vendor records that will utilize R365 Payments. Work with your Accoun...

Jun 16, 2022 08:11

R365 Payments: Paying Your Vendors

This article is part of the R365 Payments Service training. Click here for more information on R365 Payments Service. The R365 Payments Service allows you to pay your Vendors through the Payment Run, formerly known as the Check Run. Manual payment...

Jun 16, 2022 08:15

R365 Payments: Adding a New Legal Entity

This article is part of the R365 Payments training. Click here for more information on R365 Payments.  This article is an excerpt from the R365 Payments Initial Setup article. Please refer to the Initial Setup article for a full understanding of ...

Jan 11, 2022 15:49

R365 Payments: Add or Remove a Bank Account

This article is part of the R365 Payments training. Click here for more information on R365 Payments.  This article will outline the steps necessary to add an additional Bank Account to or remove a Bank Account from the R365 Payments Service after y...

Feb 14, 2022 08:37

R365 Payments: Add or Remove a Vendor

This article is part of the R365 Payments training.  Click here for more information on R365 Payments. This article will outline the steps necessary to add or remove a Vendor to/from the R365 Payments Service after the R365 Payments Initial Setup ...

Jun 08, 2023 14:48

R365 Payments: 'Not Sent' Payments

This is a part of R365 Payments. Click here to learn more about R365 Payments. R365 Payments will display a status to show where they are in the process. Payments with a status of 'Not Sent' occur when the 'Payment' tab is closed before...

Oct 14, 2022 09:16

Scheduled Payments

This article is part of R365 Payments. Scheduled Payments allows Users to schedule a Payment in advance.  Typically, when creating a Payment Run, Payments are  manually activated the day that the Payment must be submitted. With Scheduled Payments, User...

Dec 28, 2022 16:42

Cancelling a Scheduled Payment Run

Scheduled Payments can be cancelled.  Cancelling a Scheduled Payment will void the Payment. This action can be taken from the AP Transactions grid or from the Payment Run record, which can be accessed from the Payment Runs Page or the AP Center.  Canc...

Sep 26, 2022 13:14

Rescheduling Scheduled Payment Runs

Scheduled Payment Runs can be rescheduled for a different date.  Note: Individual payments cannot be rescheduled. Only the full Payment Run can be rescheduled. To reschedule an individual payment, the payment must be cancelled and recreated.   Resched...

Sep 26, 2022 13:14

Printing Checks

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 ...

Dec 27, 2022 17:16

Manual Payment

Manual Payments are AP Payments created for a single Vendor. Manual Payments can be used to record payments made using a payment method outside of R365, and to print checks before entering an AP Invoice into R365.  To create a Payment for a non-Vendor, u...

Dec 21, 2022 16:12

Check Numbering in R365

This article will detail how checks are automatically numbered in R365. Unlike the Autonumbering feature, where prefixes can be updated and changed, Check Numbers do not include a prefix. Numbers are set on the Bank Account record that would be the source ...

Nov 23, 2022 12:41

Paying Your Credit Card Bill

If you have a Credit Card Bank GL Account setup to pay expenses you will need to record the payments to the appropriate accounts within Restaurant365 to allow for ease of matching during your ‘Bank Activity/Bank Reconciliation’ process. There are two optio...

Jan 12, 2022 10:41

Recording American Express AMEX Charges

Follow the steps below to record and pay American Express charges in R365. Step 1: Record your AMEX Charges Users can record AMEX charges for a specific Vendor or when the Vendor is unnecessary to dictate. Option 1: To record an individual ...

Jan 12, 2022 11:07

Check Run Overview

The Check Run screen provides a User with a list of Approved AP Invoices, which can be filtered by Vendor, Location Reporting Category, and Invoice Priority.  The User can then apply AP Credit Memos & Discounts, create AP Payments, print Checks, and ...

Dec 27, 2022 17:09

Check Run: Field Descriptions

The Check Run screen provides a User with a list of Approved AP Invoices. The User can then apply AP Credit Memos & Discounts, create AP Payments, print Checks, and produce ACH and Positive Pay exports for selected invoices. Click here for more informa...

Aug 08, 2023 12:56

Check Run: Perform a Check Run

The Check Run screen provides a User with a list of Approved AP Invoices. The User can then apply AP Credit Memos and discounts, create AP Payments, print checks, and produce ACH and Positive Pay exports for selected invoices. Click here for more informati...

Sep 15, 2023 15:53

Payment Runs Page

The Payment Runs page lists all Payment Runs created in your database. From this easy-to-view grid, Users can determine right away which Payment Runs need to be updated, finalized, and sent to the necessary Vendors. Users can even click into and updat...

Aug 24, 2023 11:57

Payment Runs Page: Payment Run Statuses

This is a part of the Payment Runs feature. Click here to learn more about the Payment Runs Page. Payment Runs, also known as Check Runs, can be viewed and opened from the Payment Runs page. While this page is initially filtered to display only Payment...

Jun 21, 2022 12:04

Workflows Overview & Security

The Workflows feature in R365 allows your organization to establish a chain of approvals for specific transaction types. Workflows can be configured for AP Invoices, Journal Entries, and Payment Runs. If Workforce is enabled, Workflows can also be con...

Dec 21, 2022 15:22

Workflows Example Flowchart

This article is part of Workflows training. Click here for more information on Workflows. Example Workflow Rule-Set Example AP Invoice - Created by 'R365 User' Process Flowchart (click to expand) Note: An additional...

Mar 28, 2022 09:50

Workflows Setup

This article is part of Workflows training. Click here for more information on Workflows. 'Workflow Setup' is the Workflow Administration page that is restricted to Users with the following permission: Administration → Workflows → Edit W...

Dec 21, 2022 15:28

My Workflows

This article is part of Workflows training.  Click here for more information on Workflows. My Workflows is the central hub for all of your pending, and future, Workflow Approvals.  The contents of this page will be unique to each User that is part...

Dec 28, 2022 12:20

Approving Workflows

This article is part of Workflows training. Click here for more information on Workflows. AP Invoices and Journal Entries that meet certain criteria must be Approved in an Approval Hierarchy when Workflows have been enabled.  This article will exp...

Dec 21, 2022 15:25

Workflow Approval Groups

This is a part of the Workflows feature. Click here to learn more about Workflows. Workflow Approval Groups can be created so that multiple Users instead of just one User can be assigned to a set approval level in My Workflows. When a Workflow Group is...

Apr 07, 2022 08:32

1099 Setup and Management

R365 offers the ability to track 1099-MISC, 1099-NEC, and 1099-INT transactions by Vendor and organize 1099 processing by Legal Entity or Common Payer. The advanced setup and functionality of 1099 information in R365 allows more accurate tracking of Vendor...

Jan 06, 2023 08:37

Retained Earnings and Year-End Close Procedures

Year-End Checklist To help provide a smooth, holiday season transition, view this Year-End Checklist to ensure that all tasks are completed before beginning the New Year. Click here for a downloadable copy of this checklist. Fiscal Years Make sur...

Jan 05, 2023 09:03

Updating 1099 Vendor Type

1099 Vendors must have one of the following 1099 Types selected on their Vendor record: Individual or Company. When selected, additional information, such as Name and Tax ID, is needed to better classify the Vendor. When the '1099' tab was adde...

Jan 18, 2021 14:11

ASC 842 Federal Accounting Mandate

Starting December 2021, Real Estate leases classified as an operating expense will need to be documented as a liability instead. Due to this change, the Rent GL Account listed in R365 will need to be adjusted by following the process below.  If you hav...

Nov 16, 2021 13:24