Restaurant365's Post COVID-19 Tool Kit

Recovering from mandated closures during the COVID-19 Pandemic can bring multiple challenges, but your use of R365 should not be one of them. The Restaurant365 Post COVID-19 Tool Kit reviews valuable procedures when implementing Restaurant Locations that m...

Jun 24, 2020 11:48

Why is my item costing off?

Depending on the setting you’ve chosen for an item, its inventory cost is either automatically calculated based off previous AP invoices / commissary orders or is manually entered and maintained.  When an item’s cost isn’t automatically updating or is ...

May 05, 2020 09:07

What do I do if I skipped Stock Counts?

Stock Counts should be entered consistently, but if your restaurant was closed, you may have skipped your End of Month (EOM) Stock Count. Entering EOM Stock Counts is crucial to ensure that your COGS is trued up. These counts can be easily replaced by comp...

May 05, 2020 09:07

How do I resume taking Stock Counts after not taking them for weeks?

When you resume taking Stock Counts after being closed during this pandemic, you will need two Stock Counts to reflect actual COGS usage. The first count will establish how much in Inventory you have in house. This count should be compared against you...

May 05, 2020 09:07

What are some best practices around entering a Payroll Journal Entry?

When creating a Payroll Journal Entry, it is important to make sure that the necessary Daily Sales Summaries are Approved and only one Payroll JE is created to clear out the accrued payroll for the desired date range. If more than one Payroll JE is entered...

Nov 19, 2020 08:26

How do I manage Undeposited Funds?

It is recommended to map Cash and Credit Card transactions to Undeposited Funds. To ensure that these funds are properly matched to the necessary bank account, follow the process listed below. Step 1: Map to Undeposited Funds from the DSS Pre...

May 06, 2020 15:54

COVID-19 Relief: Paycheck Protect Program (PPP) Loans & More

For information on Paycheck Protection Program loans for small businesses, see our regularly-updated PPP blog post, our PPP on-demand webinar, and our PPP Loan Forgiveness Strategies & Recovery Best Practices webinar. For a wealth of information on...

May 26, 2020 07:34

What does the Onboarding process look like?

In Onboarding, you will typically work with both an Accounting Coach and an Operations Coach as you learn both parts of the system. These processes are very different but work in conjunction with each other and, therefore, occur concurrently. Below details...

Dec 22, 2020 12:50

What daily, weekly, monthly, and quarterly tasks should I do as an Accountant and an Operator?

Since Accounting and Operations work in conjunction with each other, below lists the daily, weekly, and monthly tasks that should be completed for financial success. Click here to view a PDF of this Task Guide. Daily Task Guide Weekly/Biweek...

May 21, 2020 10:56

How can I change a Legal Entity in R365?

During Implementation, Legal Entities will be set up for your Organization and tied to their respective Locations within R365. However, if a change in ownership occurs or there is a shift in Legal Entity structure, existing Legal Entities may need to be ad...

Aug 26, 2020 10:11

Why can’t I login to R365 on my Desktop?

Each database (sometimes referred to as 'instance') and User in R365 is unique.  There are a few reasons why you may not be able to login to R365. First, ensure that you are using Google Chrome and then review the following list of reasons you ca...

Jan 14, 2020 14:13

Why can't I login to R365 on my Mobile App?

Each database (sometimes referred to as 'instance') and User in R365 is unique.  There are a few reasons why you may not be able to login to R365. Review the following list of reasons you cannot login, followed by a list of possible solutions.  ...

Sep 04, 2020 13:10

What is my R365 domain?

Each R365 domain is unique to a User's restaurant Organization and will need to be entered while logging in to the R365 Red and Black Apps. An Employee's R365 instance is the domain name + '.restaurant365.com'. The domain name ...

Dec 30, 2020 14:35

What should I do if I'm missing a Daily Sales Summary or the data is incorrect?

If you're missing a Daily Sales Summary (DSS) file or the data in a DSS file is incorrect, the recommended solution depends on two factors: the date of the DSS file, and the method of integration we use with your POS system. Table of Contents ...

Feb 26, 2021 18:17

What are some best practices during the COVID-19 Pandemic?

The COVID-19 Pandemic has had a devastating impact on the restaurant industry in recent weeks. We understand the challenges you are facing and want to support you with additional resources on how to manage your Inventory and Restaurant Operations through t...

May 20, 2020 14:07

R365's 'Back to School' Tips & Tricks

8/17/20 Hello R365 Family, As everyone heads back to school (either virtually or in-person) we wanted to get in on the learning fun by sharing some knowledge to help each of you get the most out of R365.  For the next several weeks we'll drop ...

Nov 09, 2020 14:18

Contact R365 Support

If you're ever unable to find the answers you need in our Support Center, you can always reach out to our Support team for help. Please be aware that if you're in the onboarding process or need a refresher of a topic covered during onboarding, th...

Nov 20, 2020 11:29

Can I login to the Support Center with my R365 Username and Password?

If you are a new R365 User, it is important to note that your R365 username and password is not your R365 Support Center login. However, it is easy to make your own R365 Support Center account. Creating a R365 Support Center Login When vis...

Dec 03, 2019 09:27

How do I find out if there is a system issue?

Issues within R365 can be the result of improper system setup, and a simple adjustment to a user or item record can see everything working smoothly again. However, it is certainly possible that it can be the result of a temporary performance issue that we ...

Dec 02, 2019 15:26

What if an email address is already used for a different login?

If you are attempting to create a New User for Employee A and find a warning message appear noting that this email address is already in use, this means that the email address is saved on Employee A's Employee record. The only time when the same email...

Dec 08, 2020 09:15

Why isn’t my email working to email Transactions, Check Stubs, or ACH files?

If you are unable to use the ‘Email Link’ and other ‘Email’ functions within R365, it is often because your User Email Settings either need to be set up, or have been entered incorrectly. If emailing from R365 worked previously, you may have recently reset...

Aug 27, 2020 07:44

How do I figure out which check paid which invoice?

There are two reports that can help you determine which check paid a given invoice. For details on these reports, see the following articles: Payments Created Paid Invoice Distribution

May 12, 2020 12:17

Why can’t I print a check with a signature?

Only Users with the ‘Print Check Signature’ security role can print checks with signature in R365.  If you are unable to print a check with a signature, contact the R365 Admin in your organization to request this access.  You will also want to verify that ...

Nov 04, 2020 12:59

How do I print a sales ticket?

To print a sales ticket, follow these steps: 1. Access the Operations module. 2. Under the Sales heading, select Sales Tickets. 3. Double-click the row corresponding to the ticket you would like to print. If necessary, use the column header search op...

May 12, 2020 14:11

Why can't I create transactions to Accounts Payable or Accounts Receivable?

Restaurant R365 automatically uses the settings in Preferences where GL accounts are assigned to Accounts Payable/Receivable. When you create AP or AR transactions in the system, the line items to AP / AR are auto-created and work in conjunction with your ...

Aug 27, 2019 14:10

Can I void a check run?

It's not possible to void an entire check run at once, but you can void transactions within the check run individually. See "Voiding a Transaction" for details.

May 12, 2020 14:46

Why do I have an Unassigned Vendor / Customer in my Aging report?

There are two ways that an unassigned Vendor / Customer can happen:  Accounts payable / receivable open transactions do not match the imported trial balances for AP / AR at go live.  Transaction line items are manually written to the Accounts payable / ...

Aug 27, 2019 14:57

Why isn't a transaction matching in my Bank Activity?

There are multiple possibilities why a transaction is not matching:  The transaction does not yet exist in R365, but can be created via bank activity.  The transaction it should matched to is in a closed period (see Legal Entity record).  The transacti...

Feb 05, 2020 13:21

How do I enter a Vendor Credit issued as a check or ACH?

Occasionally, you may receive a credit from a Vendor that is a Check or ACH. The following process allows you to reconcile ACH and Check payments for credits with your Vendors, thus allowing the relationship between the Credit Memo and the ACH payment to b...

Dec 18, 2020 08:59

What is the best way to handle Credit Cards in R365?

There are two options when using Credit Cards in R365. The first option is to create a Vendor account for your Credit Card and assign transactions through this account. The second and recommended option is to set up your Credit Card as a bank account and u...

Aug 27, 2019 15:19

Why is the cost of my item so high / low?

Depending on the setting you’ve chosen for an item, its inventory cost is either automatically calculated based off previous AP invoices / commissary orders or is manually entered and maintained.  When an item’s cost isn’t automatically updating or is ...

Aug 27, 2019 15:04

What if my stock counts have disappeared?

By design, stock counts will be saved in R365 until they are manually deleted. Users have accidentally deleted stock counts on occasion. This typically happens when mass-deleting multiple entries from the list of stock counts in the Operations Module. From...

Aug 27, 2019 15:14

How do I add/remove an item to an existing Stock Count?

Stock Count Templates can be modified easily at any time through the process listed below. If your Organization is currently using Inventory Counts from the New Ops Experience, click here to learn how to update existing Inventory Counts. Add a New Ite...

Dec 22, 2020 15:09

Why does R365 use Periodic Inventory?

Restaurant365 uses the process of Periodic Inventory rather than Perpetual Inventory for several reasons. Perpetual Inventory serves as a one-to-one relationship, where an item is bought and sold as one product. Because of this, Perpetual Inventory Debits ...

Aug 03, 2020 15:35

How do I change the Measure Type on a Recipe?

The Measure Type on a Recipe Item record, or any Item record, can be updated by copying the record, changing the Measure Type and Unit of Measure, and saving the record. If the old record will no longer be used, it can be deleted from the system.  Cha...

Dec 15, 2020 08:55

How do I update the Measure Type on an Item record?

The Measure Type on an Item record can be updated in one of two ways:  Copying the record, changing the Measure Type and Unit of Measure, and saving the record  Entering the UofM Equivalency for the current Measure Type This training article will r...

Dec 30, 2020 12:03

How do I merge inventory items?

Unfortunately, there is not a way to merge Inventory Items in R365. Items are most likely tied to previous transactions and recipes, and issues would occur when looking at any recipes or historical data involving these items if this type of merge was allow...

May 19, 2020 09:23

How can a Vendor Item Record be deleted?

Vendor Item records should not be deleted in R365, even if a Vendor Item is no longer received from your Vendor. Rather, if this is a new Vendor Item that is unmapped, follow the Vendor Item Mapping Process to map this item.

May 26, 2020 10:17

What's the difference between a Vendor Item and a Purchased Item?

A Vendor Item is a single item that is purchased from a Vendor. R365 does not require Vendor Item records to be created unless your Organization is automating AP Invoicing through EDI. When an invoice is brought in to R365, the Vendor Items will be listed ...

Jan 11, 2021 15:17

Can I delete a Recipe record?

Recipes can be deleted as long as the following are true:  The Recipe is not an ingredient for another recipe  The Recipe has not been included on a transaction  The Recipe is not connected to a Menu Item If a Recipe follows the above criteria, a ...

Dec 15, 2020 08:55

How can I get Labor Accruals into R365?

If your employees use your POS system to punch in and out of their shifts, you should be able to import Labor Punches in to R365.  During the POS Integration, you should have set the ‘Import Type’ on the Location record for each POS Integrated Location.  Y...

Jan 23, 2018 15:22

How do I send employees a message?

There are two primary ways to send your employees a message: You can use our newer Employee Messaging feature. You can use our legacy Announcements feature.

May 12, 2020 12:51

How do I remove a former employee from R365?

Former Employee records should remain in R365 for reporting purposes and should not be deleted. However, you are able to mark a former Employee as 'Inactive' on their Employee record so as to not allow them access to the system. Click here to...

Jan 22, 2021 08:32

How can an Employee Mobile App User personalize their password?

If you use the R365 Red App for scheduling, your employees can log in from their personal devices to view schedule information. By default, employee passwords are randomly generated upon initial configuration as well as upon password reset. If your emp...

Sep 09, 2020 15:21

How do I add an employee note?

For the answer to this question, see the Employee Note Tab section of "Employee Record".

Jun 19, 2020 14:51

How do I delete a Job in R365?

Due to the fact that Job Titles can be tied to historical data, R365 does not allow for Jobs to be deleted. However, a few steps can be taken to ensure that this Job is not available for use:  Mark the Job as 'Exclude From Schedule' on the ...

Jul 24, 2020 09:19

How do I update the labor data on my DSS?

If you need to repoll your POS system, you can simply delete your DSS file and we will automatically reimport both sales and labor data as long as it is still within your POS system's window of availability (which varies by vendor). This step is neces...

Feb 19, 2021 13:15

How do I get last year’s sales to show up on my Flash Report?

If you are new to R365 and want your prior year (PY) sales to show up alongside your current sales on the Flash Report, you will need to import your ‘Historical Sales’.  These are different than your ‘Beginning Balances’ that you imported during initial se...

Feb 05, 2020 15:59

What is the Year End Close I see in my GL detail?

In Restaurant365, you don't have to book year-end entries, as this takes place automatically based on your Retained earnings preferences, approved transactions and set YE Close date, at the end of your fiscal year.  Therefore, any adjustments to y...

Aug 27, 2019 14:31

What is causing my Balance Sheet to be out of balance?

When your Balance Sheet is out of balance, it can be challenging to figure out the initial point when this may have occurred. This article reviews one way that you can decipher when and what caused your Balance Sheet to be out of balance. Step 1: Work...

Jan 17, 2020 09:23

Why does my 'On Hand' not calculate correctly on my Shopping List?

When creating a Shopping List through Purchasing Assistant, the 'On Hand' amount may appear to be calculated incorrectly due to the fact that it displays a '0' for one or more tems. It is important to keep in mind that the 'On...

Jun 24, 2020 08:15

What if my weekly reports are not starting on the day I want them to?

A commonly asked question that the Support Team receives is, 'What historical data does the Flash report utilize? Does it look at the actual dates (October 1, 2019, versus October 1, 2018) or does the report utilize a specific day of the week within t...

Feb 05, 2020 15:20

What if a field is no longer available on Ad Hoc reports?

If a field is no longer available on Ad Hoc reports, it is most likely due to a simple error. To resolve this, follow the steps below:  Open the Ad Hoc Report and click 'Remove Items' in the 'Missing Data' pop-up window.  Click th...

Feb 05, 2020 16:51

Which calendar is used on each report?

Generally, your Fiscal Calendar is used for Financial reports while your Operational Calendar is used for Operational reports. However, some reports may use a different calendar than expected. Review the chart below to discover which calendar is used for e...

Mar 12, 2020 13:29

How do I duplicate a report in CFR?

Unfortunately, there is not an option to duplicate a report in Custom Financial Reporting, but you can easily replicate a report by following the steps below. 1) Create Template 2) Choose and Name the type of Report 3) Edit T...

Feb 24, 2020 11:14

How do I save a report as a favorite?

The Favorites tab is the default tab when 'My Reports' is loaded and lists all reports marked as a 'Favorite' in alphabetical order. If no reports have been marked as a 'Favorite', then the 'Favorites' tab will be...

Dec 10, 2020 13:42

Why is my report blank?

If your R365 Report appears blank, it is often due to one of the following reasons: Incomplete Report Parameters Unassigned Fiscal Year Missing Information For handling more specific issues, reach out to R365 Support for additional guidance. ...

Aug 11, 2020 13:44

How do I write an effective Job posting?

Writing clear, engaging Job postings can help bring in more Applicants. In order to help you create the most engaging content, ensure that you: Use clear, straightforward Job Titles Make Job Descriptions easy to read Sell the Opportunity Use Clea...

Oct 06, 2020 10:24

Can I track my Careers Page?

Tracking pixels are snippets of code that are provided by your marketing or advertising agency that can give you insights into Applicant conversion rates from your R365 Hire Careers Page. When you provide R365 with these tracking pixels, R365 can implement...

Oct 06, 2020 10:51

How can Applicant data be removed from R365 Hire?

Applicants can request to have their data removed from R365 Hire at any time to protect their information. Below details the process of having Applicant information deleted from the system. Step 1: The Applicant Contacts R365 Support The Applica...

Dec 09, 2020 08:19