This article reviews the releases from Q2 of 2024.

View the full list of Release Notes here. 


June 2024


Accounting


Automatically Apply AP Payment to Invoices

Apply a payment to multiple invoices using the Auto-Apply button on the AP Payment record. When the user selects Auto-Apply, the amount remaining on the payment, that has not already been applied to invoices, is applied to each selected invoice, up to the amount remaining on the invoice. The payment is amount applied to each invoice in the order in which they appear on the AP Payment record until there are no funds from the payment left to apply. This feature is also available when creating an AP Payment from Bank Activity.



Cleared Journal Entry Records Link to the Clearing Payroll Journal Entry

When viewing a DSS labor journal entry that was cleared by a payroll journal entry, the header displays a Clearing Payroll Journal Entry link which, when selected, directs the user to the matched payroll journal entry that was used to clear the labor journal entry.

When a payroll journal entry is created and approved, R365 subtracts the payroll journal entry amount from the matching DSS labor journal entry, zeroing out estimated totals so that only actual data remains in the system. For more information about this process, see Estimated and Actual Payroll Journal Entries.



Undo Depreciation Posing of a Fixed Asset

The Postings tab on the Asset record now includes an Undo button on depreciation postings. This new addition allows users to quickly undo a depreciation posting on a fixed asset.



Manually Create Documents Processed by OCR

In Documents to Process, user can manually create transactions from documents processed using AP Capture AI’s optical character recognition.



Create Unit of Measure From Draft Transaction

Users can now create new units of measure from the Draft Transaction page of Documents to Process. When a document, such as an AP invoice, includes a unit of measure that does not yet exist in the system, users can select the Assigned Details drop-down in the Linked Items section of the Draft Transaction to add the new unit of measure. 



Entry Instructions Appear in Draft Transaction

The Draft Transaction page of Documents to Process now displays the entry instructions from the Vendor record so that, when processing documents with AP Capture AI, any instructions specific to the vendor are readily available and easy to follow.


Operations


New Edit Cost Permission

A new purchase order permission enables users to Edit Costs. When the Edit Cost permissions is enabled for a user, the user has the ability to edit the cost of an item on a purchase order. 




Save and Add to Purchase Order and Template

When an item is added to a purchase order that was created using a purchase order template, users will now be prompted with the option to add the item to the order only or to add the item to both the purchase order and the selected template. 




Purchase  Order Template/Form: Item Level Comments

Users can now add item-level comments to the items on both the purchase order form and purchase order template. 




Purchase Order Form New Columns

The purchase order form now has the following new columns in the form's grid:

  • Suggested Quantity
  • Order Qty
  • Item Category 1, 2, 3
    • Note: These columns are hidden by default and can be enabled from the Columns editor.


When the Suggest Qty button is clicked, the suggested quantity values will fill into the Order Suggestion column. These values can be used as a guide to enter in order quantities. 




Purchase Order Form Saved View

The purchase order form sidesheet will now use cookies to save a user’s last view. When another purchase order is opened, it will open into the same view as the last closed PO. As an example, when a purchase order is closed while the purchase order is expanded to full screen, the next purchase order will open in full screen. 



View All Form Templates Grid View

In addition to viewing form templates as tiles, users can now view all form templates in a grid view. 




Forms Keyboard Shortcuts 

When creating a form template, users can now utilize keyboard shortcuts to save time when creating a form template. When a form component or section is selected, users can utilize the following shortcuts:

  • Shift + Enter to add a task/form component
  • Ctrl + Shift + D to duplicated a section
  • Alt + Shift + D to delete a selected section


Mobile


Edit the Mobile Dashboard

The mobile dashboard can now be edited! Users can rearrange their widgets on the mobile dashboard as well as elect which widgets to show or hide. 




Uploading Files: Document Detection

When documents are being uploaded to Documents to Process from the R365 app, the camera will detect the borders of the document. This will assist users in taking clear, visible photos of invoices.



Workforce


Pay Runs - Delete an Employee

Employees can now be removed from an ‘In Progress’ or ‘Needs Attention’ pay run on the Payment Details page for that employee. Deleting the employee will remove them and all associated earnings and deductions from the pay run. This action is irreversible.





Employee Records - Payment Preference Update

The payment preference selection options on the Payroll tab of employee records is being moved. Now, the option to change the direct deposit/check selection for an employee is found with the direct deposit account setup on the Payment Preferences sidesheet.



Employee Records - Deductions Settings Cosmetic Facelift

The Deductions and Benefits sidesheet has been updated with a new look. With this change, the option to reorder deductions has been removed.


Employee Records - PTO Accrual Versioning

PTO accrual rule summaries on the Time Off tab of employee records will now indicate if the rule has a future version.


Reports


FTE Estimation Report

The FTE Estimation report provides a count of all full time equivalent employees who were employed at the selected locations during the specified time frame. When setting parameters for the report, users can customize the hours per month required to be considered a full time equivalent employee. Once generated, the report displays summary information, including a breakdown of the total FTE count, as well as specific information about the employees included in the count, such as name, pay type, rate, average monthly hours, and so on. 



WOTC Payroll Data (Synergi) Report 

When working with Synergi, R365 Hire users can download the WOTC Payroll Data (Synergi) report to send their organization's payroll data to Synergi. Payroll data should be sent to Synergi in accordance with your company’s payroll cycle (weekly, bi-weekly, etc.). After downloading the report, follow the instructions in the Submit the WOTC Payroll Data Report to Synergi article to ensure data is received and processed correctly.



Show Only the Last Four Digits of Payroll IDs in Reports

Upon customizing certain Labor reports, users can choose to display only the last four digits of employees' Payroll IDs. By masking sensitive information, users can implement better data security practices, especially when working with saved or printed reports. The ‘Mask Payroll ID to Last 4 Digits’ parameter has been added to the following reports:

  • Labor Punches

  • Punch Audit Report

  • Labor Payroll Review

  • Minimum Wage Adjustment



Identify Minors in Labor Reports 

Users can now set certain Labor reports to call out employees under a certain age. This feature serves as a helpful reminder to heed labor laws that apply specifically to minors. The ‘Identify Minors’ parameter has been added to the following reports:

  • Minimum Wage Adjustment Report

  • Minimum Wage Adjustment - Raw Data

  • Academy Progress Report

  • Daily Roster Report

  • Employee Merge Report

  • Employee Separation Report

  • Labor by Employee by Job

  • Labor Hour and Rate Analysis

  • Labor Payroll Review

  • Labor Punches

  • Overtime Warning Report

  • PTO Balance Report

  • Punch Audit Report

  • Shift Availability Report



Add Page Breaks to Labor Hour and Rate Analysis

When running the Labor Hour and Rate Analysis, users can include page breaks between data for each location. When the ‘Group By’ parameter is set to ‘Location’ and the ‘Page Break Per Location’ parameter is set to 'Yes’, the generated report includes a page break between locations, making it easier for users to separate information by location. 



ADP Workforce Now Temp Cost Number Export Displays Location Numbers

The ADP Workforce Now Temp Cost Number Export now includes location numbers so that, once downloaded, the export can be directly imported into ADP for payroll processing.

Intelligence


Intelligence Report Subscriptions: Send Now

Intelligence users now have the option to send a dashboard subscription at any time using the Send Now button. 



Daypart Default Sort

When dayparts are used in visualizations, the default sort will assume chronological order and will be sorted by the time of day in which they occur.


May 2024


Employee Training




Enjoy a mobile-first approach to employee training with ExpandShare, a Restaurant365 Company! With ExpandShare's user-friendly platform, you can create multimedia training programs that enhance brand consistency, boost employee engagement, and build higher customer satisfaction across all restaurant locations. 



Task Management


Equip teams to succeed with Task Management! Create and manage tasks and checklists that guide teams through their operational workflows.


Explore the Task Management Support Articles: 


Mobile Ordering


Create, manage, and submit purchase orders on the go! Ordering is now available on the R365 app.



Mobile ordering allows users to:

  • Create purchase orders from anywhere in the restaurant using a mobile device
  • Submit both single-vendor and multi-vendor orders
  • Use suggestions for accurate quantities, improving efficiency and reducing waste
  • Utilize Barcode Scanning to add items even faster


Explore the Mobile Ordering Support Articles: 


Download the R365 app to get started!


We are excited to introduce these updates and continually build on our restaurant specific solutions. Check out additional smaller updates for the month of May below.


May Releases

Operations


Purchase Order Template Comments

The purchase order template now has a comment field. When a purchase order template is used to create a purchase order, any comments left on the purchase order template will also import into the purchase order form. 




AP Invoices: Linking Purchase Order Delivery Dates

Users can now opt to have the invoice date on AP Invoices with linked purchase orders reflect the purchase order delivery date. 


A new field on the vendor record allows users to elect whether invoices for the selected vendor utilize the invoice date that is set on the AP invoice or whether it assumes the delivery date of the linked purchase order.



When set to AP Date, the date on the invoice will remain as it was entered. 



When set to PO Delivery Date, the date on the invoice will update to match the delivery date from the purchase order that was linked to the invoice. 



Forecasting: Disabling +New and Edit Tags Buttons

Forecast tags are being replaced by Enhanced Events in 2024! To prepare for the migration, the Forecasting +New Tag and Edit Tag buttons will be be disabled in the May release. 


Users will be unable to create new or edit existing forecast tags. However, users will continue to be able to add existing forecast tags from the DSS. 


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Accounting


Export Bank Activity 

Bank Activity now features an Export button, allowing users to download bank activity as a spreadsheet file. Any filters or sorting options applied to the Bank Activity page also apply to the exported spreadsheet file, meaning that users can tailor the download to suit their needs.



Deny Multiple Workflows

Accounting users can now deny multiple workflows on the My List and Upcoming tabs of My Workflows. When the user selects multiple workflows from the list, the Deny button becomes available to select. A confirmation window appears, requiring the user to enter a reason for denying the workflows. Once submitted, all selected workflows are denied and approvers are notified of the change via email, saving valuable time for the user and all other approvers involved in the workflow. 



Invoice Date Column Added to My Workflows

In this release of My Workflows, an Invoice Date column has been added to the tables on the My List, Upcoming, and All Workflows tabs. Users can now easily view, filter by, and sort by the Invoice Date on AP invoices. The column previously labeled Date is now the GL Date column to help differentiate between the two dates as well as to clarify source and meaning.


AP Payment Record Displays Due Dates

The Apply tab of the AP Payment record now includes a column that displays due dates for the selected AP invoices.



Require Review on Documents Processed With AP Capture AI 

A setting has been added to the Miscellaneous tab of System Preferences that allows admins to require review on documents processed using the AP Capture AI service, also known as Optical Character Recognition (OCR). When the Always Require OCR Verification checkbox is selected, documents processed by AP Capture AI will remain in a Ready for Review status until reviewed by a user with the required permissions.



Create and Open Transactions in Documents to Process 

When creating a transaction in Documents to Process, AP Capture AI users can now select Create and Open to create the transaction and open the transaction record in a new tab. When a users selects Create, the resulting drop-down offers the Create and Open option, providing users with quick access to the full transaction record.



Add Credit Expected in Draft Transaction

In this release of Documents to Process, the Draft Transaction sidesheet includes a Credit Expected field, which can be used to document any credits due on the transaction. This field is helpful when processing transactions on which a credit is due but is not required to save the draft or create a transaction. 



Price Variance Alerts in Draft Transaction

In this release of Documents to Process, the Details section of the Draft Transaction sidesheet alerts users when the price of an item varies from the item's price on previous invoices. When creating or reviewing an AP invoice, if the price of an item differs from the same item's price on previous invoices, an Alert icon appears in the item row. When a user hovers over the Alert icon, the resulting tooltip displays the previous cost per unit, the current cost per unit, and the percent of variance. 



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Workforce


A new Legal Work Location section has been added to the Payroll tab of Workforce employee records.

The Legal Work Location section displays the address of the work location used to determine tax forms for all payroll companies that the employee has been onboarded to. Changing the work location assigned will update the address used to determine tax forms for the employee at the associated payroll company.



PTO Accruals - Assigning Rules To Single Employees

PTO accrual rules can now be assigned directly on the Time Off tab of an employee's employee record.



PTO Accruals - Rule Details On Employee Records

The policy details of the accrual rule governing an employee's accrual balance can now be viewed by clicking the information icon when viewing the accrual balance. 




PTO Accruals - Balance History Reasons

A new 'Reasons' column has been added to the PTO Balance Log on the Time Off tab of Workforce employee records. This column displays the user-entered reason for manual balance adjustments.




Employee Self-Service Access For Managers

For users who have access to the self-service portal and Smart Ops or Workforce, the self-service portal can be accessed from the user profile menu. 



Viewing Direct Deposit Accounts

Users with the following permission will be able to view full direct deposit account numbers on the Payroll tab of Workforce employee records:

  • Labor → Employees → Payroll → View Account Number



Salary Jobs Effective Dating Update

The effective start date and details for salary jobs where the employee has already received a payment can now be edited. When edited, a historical job is created to prevent gaps in the job record and as a reference. Learn more about editing salary jobs here.



New Deduction Types

The following deduction types have been added:

  • State IRA
  • State Roth IRA



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Reports



Inventory Stock Count Detail

The Inventory Stock Count Detail generates inventory counts for the selected locations and dates, based on the configured Inventory Template.



Paychex Payroll Alternate Export

The Paychex Payroll Alternate Export serves an alternative to the R365 Payroll Export and allows users who process payroll through Paychex to export a file that is more directly compatible with their payroll system.



Optimal Labor Parameter Added to Advanced Weekly Sales & Labor Report

In this release of the Advanced Weekly Sales & Labor report, users can choose to show or hide optimal labor. When the Optimal Labor parameter is set to Show, the report displays optimal labor for the location for a work week so that users can compare optimal labor to actual labor. Understanding this variance helps users make successful adjustments during shifts when sales are ahead of or behind the forecast.



View Labor % Based on Gross or Net Sales in Sales and Labor Breakout

The Sales and Labor Breakout features a new parameter that allows users to view labor percentages based on either gross sales or net sales. When the Labor Based On parameter is set to Net Sales, labor data is calculated using net sales amounts. When set to Gross Sales, labor data is calculated using gross sales amounts.



View Cost % Based on Gross or Net Sales in Above-Store Actual vs Theoretical Analysis

The Above-Store Actual vs Theoretical Analysis features a new parameter that allows users to view cost percentages based on either gross sales or net sales. When the Cost Based On parameter is set to Net Sales, cost data is calculated using net sales amounts. When set to Gross Sales, cost data is calculated using gross sales amounts.



Other Pay Column Added to Labor Payroll Review and Labor Punches 

In this release, the Other Pay column has been added to the Labor Payroll Review and Labor Punches reports. The Other Pay column in various Labor reports provides users with a more comprehensive overview of labor costs by displaying any amounts owed to the employee that are not already covered by regular pay, overtime pay, double time pay, and penalty pay.



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April 2024


Operations


Mobile Ordering

Create, manage, and submit purchase orders on the go! Ordering is now available on the R365 app.



Mobile ordering allows users to:

  • Create purchase orders from anywhere in the restaurant using a mobile device
  • Submit both single-vendor and multi-vendor orders
  • Use suggestions for accurate quantities
  • Utilize Barcode Scanning to add items even faster


Download the R365 app to get started!


Accounting


Improvements to Documents to Process

This release of Documents to Process includes several improvements to the Draft Transaction page. The following adjustments have been made to increase accuracy and efficiency when reviewing and creating transactions:

  • When processing a transaction, the transaction automatically populates the Payment Terms field with the default Payment Terms assigned on the Vendor Record.

  • If the Due Date is not found on the uploaded document, the Due Date is automatically calculated and populated based on the assigned Payment Terms.

  • The Draft Transaction page now includes both a Save button and a Create button, allowing users to save progress without creating the transaction.



Current Approvers Can Edit Transactions In Workflows

When the Allow Approver To Edit Transaction checkbox is selected on a transaction in a workflow, the current approver can edit the transaction without needing to restart the approval process.


Workforce


Downloadable Form I-9s

Downloadable Form I-9s can be added to the employee onboarding process by enabling the onboarding Form I-9 setting. Employees will be prompted to enter their information and upload supporting documents, while the employer portion of the I-9 is completed on the employee's Employee Record. Completed I-9s and attached documents are downloadable as a PDF.



Employee Record Documents Tab Layout Update

The Employee Record Documents tab has been updated with a new layout and look. 



Form 8027 Report

The Form 8027 report in R365 assists with the completion of IRS Form 8027. Once the report is completed in Workforce, users can use it to transfer the data from Workforce to the IRS form or to generate an electronic file for e-filing.



PTO Accruals - Fixed Date Rules for Recurring Periods

Recurring Period has been added as an option for fixed date type PTO accrual rules. This option is used to configure rules that accrue on a fixed re-occurring period, such as weekly, bi-weekly, or monthly.



PTO Accruals - Version History

A version history list has been added to the PTO Accrual Rule sidesheet. Here, past and future versions of the rule can be accessed. 



PTO Accruals - Negative Balance Restriction

PTO requests that would result in a negative balance can no longer be approved if the associated PTO accrual rule does not allow negative balances. For these time off requests, the Approve button is disabled in both the Manager Queue and the Time Off tab of the Manager Tools page.


PTO Accruals - Historical Time Off Requests

Time off requests for dates in the past can now be created on the Time Off tab of the Manager Tools page.


Employee Record - Editable Job Titles

The job title of a job assigned to an employee can now be changed as long as the employee has not received any payments associated with that job. 



Employees Page - New Columns 

The following columns have been added to the column list of the Employees page:

  • Job Code (Primary Job)
  • Hourly Rate (Primary Job)
  • Salary Rate (Primary Job)


Reports


R365 Payments Report

The new R365 Payments Report generates a count of completed payments made using R365 Payments, by payment type and bank account. When expanded, the report displays a list of transactions that make up each payment. With the addition of this report, R365 Payments users gain improved tracking and better insight into how R365 processes their payments and sends those payments on to their vendors.


Include Other Earnings on Minimum Wage Adjustment

The Minimum Wage Adjustment now includes an Include Other Earnings parameter. If Yes is selected, the report includes earnings that are not associated with a shift. When this information is included in the report, the user receives a more comprehensive overview of wages and earnings for employees.


Labor by Employee by Job Report Displays All Labor Costs With Other Pay Column 

The Labor by Employee by Job Report now includes an Other Pay column, which displays any additional labor costs not covered by regular, overtime, or penalty pay. The addition of this column provides users with a more comprehensive overview of labor costs.


Filter Categories and Subcategories on Cash Sheet Export 

Parameters for the Cash Sheet Export allow users to choose which categories and subcategories are shown in the generated report. For example, when filtering by Payment Types, users can choose to view more detailed information for one or more of the Payment Type subcategories, such as Cash, Coupon, or Credit Card. If Credit Card is selected, the report displays all of the detailed information for credit card payments, but hides details for the other subcategories. The addition of these filters saves space on the report and decreases the amount of time it takes to generate the report.