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 ...
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...
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...
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...
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...
08:10

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...
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...
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...
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...
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...
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...
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...
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...
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 ...
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...
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...
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 ...
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...
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 ...
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...
08:45

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...
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 ...
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...
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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 select...
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...
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...
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:...
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...
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...
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...
13:46

Bank Activity: 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...
09:43

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...
11:52

Bank Activity: Manual Import and Export

Manually importing and exporting bank files 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 you...
12:08

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...
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...
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...
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...
11:29

Positive Pay Overview & Reports

The Positive Pay feature (sometimes referred to as Safe Pay) allows users to export a list of checks from R365 in a format to be uploaded to a bank. The purpose of the upload is to alert the bank of these checks so they can be cashed. This is a service off...
08:08

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...
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 ...
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 ...
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. ...
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...
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 might be necessary t...
13:26

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...
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...
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...
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...
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...
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...
15:13

Budgeting: Completing and Updating Budgets

This article describes 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. Article Topics Completing / Updating Budgets Manual...
06:51

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...
11:57

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 &...
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...
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...
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...
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...
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...
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...
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...
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...
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...
09:28

Fixed Assets Overview & Security

The Fixed Assets section of the Accounting module allows users to track fixed assets in R365. Fixed assets can be any physical item that resides at a location long-term. The Assets page is used to track these items.  For example, a location purcha...
10:17

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...
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...
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...
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...
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...
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...
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...
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...
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...
13:59

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...
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...
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...
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 o...
11:02

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 by an approval hierarchy when Workflows are enabled. This article demonstrates ho...
12:28

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...
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...
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...
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...
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...
13:24

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...
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...
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...
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...
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...
06:51

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...
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...
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...
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...
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...
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