Overview


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.  This is different from the EDI process where invoice details can be imported from a CSV file.  Documents to Process exists for the instances when an importable CSV format of an Invoice does not exist, and transaction details must be entered by a User in to the system

Benefits of the Documents to Process feature:

  • Multiple AP / CM Transaction files can be uploaded to the system (even in the same PDF file) and then entered at a later time
  • Vendors can send AP / CM Transaction files directly to a specified email address or hosted FTP folder location without any required action from the Restaurant Group.  These files will be imported automatically and reside, awaiting processing, in the 'Documents to Process' list view
  • AP / CM Transaction files can be uploaded at the Restaurant level and made immediately available at the Corporate level
  • AP / CM Transaction files are automatically attached to the transaction record in Restaurant365 for audit purposes


Uploading Documents to Process


To begin using Documents to Process, determine the preferred method of Uploading Documents to Process for your Organization.  Once determined, perform the necessary set up for the desired Upload Method

  • AP Automation
  • FTP
  • Manual Upload

Click here for more information on Documents to Process Upload Methods


Security


Users with the Primary Security Roles of 'Accounting Manager', 'Accounting Clerk' and 'Restaurant Manager' will have the ability to Upload Documents to Process via the 'Manual Upload' process within Restaurant365.


All other Users (including non-users such as Vendors) will have the ability to Upload Documents to Process via AP Automation or FTP when granted access to those Upload Methods (specified Email address and FTP site credentials respectively).  By Default, Users with the Security Role of 'Accounting Manager' will have the ability to 'Approve' AP Transactions that occur via Documents to Process.  The other two User types will not have the 'Approve' ability.  To enable these Users to Approve AP Transactions, provide the User with the necessary Secondary Security Role(s):

  • Approve AP Invoice – this role gives an 'Accounting Clerk' or 'Restaurant Manager' the ability to 'Approve' AP Invoices
  • Approve AP Credit – this role gives an 'Accounting Clerk' or 'Restaurant Manager' the ability to 'Approve' AP Credit Memos

Click here for training on assigning security roles


Navigation


Accounting Module


Documents to Process is located in the 'Accounts Payable' subsection of the Accounting Module




Operations Module


Documents to Process is located in the 'Purchases' subsection of the Operations Module



Documents to Process: Upload Methods


Files can be uploaded to Documents to Process manually, via FTP and via AP Automation.  Click here for more information on Documents to Process: Upload Methods


AP Automation Overview


AP Automation requires that a specified Email address be set up following certain criteria.  Click here for more information on AP Automation


Gmail Settings


If your organization utilizes Gmail or the Google G Suite, additional Email settings must be in place to correctly utilize Gmail/G Suite Email addresses.  Click here for more information on Gmail Settings


FTP Site Overview


Multiple files can be uploaded at once to Location-specific folders via the FTP Site.  Click here for more information on FTP Site


Documents to Process: Uploading Files via AP Automation


Supported File Types can be emailed to the AP Automation Email address for automatic upload in to Restaurant365.  Click here for more information on Uploading Files via AP Automation


Documents to Process: Uploading Files via FTP


Users can upload multiple files to Documents to Process via the FTP Site.  Click here for more information on Documents to Process: Uploading Files via FTP


Documents to Process: Manual Upload


Individual files can be uploaded within Restaurant365 via Manual Upload.  Click here for more information on Manual Upload


Documents to Process: Log and Errors


The Documents to Process Log can be used to identify any errors in your uploaded files, and how to re-import after errors have been resolved.  Click here for more information on Documents to Process: Log and Errors


Processing Uploaded Documents


Click here for training on Processing Documents to Process


AP Invoice Record


Click here for more information on the AP Invoice Record


AP Credit Memo Record


Click here for more information on the AP Credit Memo Record