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1099 Reports and Forms

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1099 Overview 1099 amounts can be tracked in Restaurant365, so that at year end the user can run a report to review those amounts for each vendor, make updates and then print the actual 1099 forms out of R365 (must purchase blank 1099 forms prior to printing). Details The vendor record has a 1099 Box field and invoices also have 1099 Box and 1099 Amount fields. The 1099 report is generated not from the 1099 Box on the vendor but the 1099 Box on each invoice. The report is calculated by summing the 1099 Amount on each invoice that was … Continued

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ACH Payment Set-up

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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 creating ACH Payments.  Click here for more information on ACH Report Types and the Bank Record The following fields, located on the ‘Vendor Additional Info’ tab of the Vendor Record, must be updated in order to properly create ACH Payments 1) Payment Method – Payment Method needs to be set to ’ACH’ 2) Bank Account Type – Select the … Continued

Posted in Accounts Payable, AP Transactions, Banking, Bank Accounts, Restaurant Accounting | Comments Off on ACH Payment Set-up

ACH Reports

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Note: Although most Banks allow for ACH upload, please double-check to ensure your account type within your Bank allows for ACH uploading.   Restaurant365 recommends sending your Bank Representative a sample of the following available ACH Report Types.  The ‘ACH Export Default 1’ report is the National standard used by most Banks.      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.  Click here for … Continued

Posted in Accounts Payable, Vendors, Banking, Bank Accounts, Check Run, Restaurant Accounting | Comments Off on ACH Reports

Add A Location Logo

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To add your company logo to print on your AR Invoices and Statements follow the steps below. 1. Create a Logo.bmp, Logo.jpg, or Logo.png file for your company logo 2. Add the logo to Locations with AR Transactions/Catering Events Open the Location Record and click on ‘Logo’   A new Pop-up will open. Select the Logo File and then click on ‘Open’.  This will attach the logo file to the location record.   Now when you print an AR Invoice or Statement the logo will show.   Note: You may have to adjust File Size or Resolution to adjust the size or clarity of the Logo. … Continued

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Add a New Sales Item

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To begin the process of adding a New Sales Item to Restaurant365, hover over Item in the top ribbon and click New Sales Item.   The ‘New Item’ window appears with the Item Type set to ‘Sell Only’   A sales item is something you are going to sell to a customer but are not going to enter in your point of sale system. It may be something such as consulting services or rental of party equipment. It is an item that you will add to an invoice and send to your customers for payment with terms. As an example, I’ll … Continued

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Add New Location

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    Location Records can be created via the Restaurant365 Setup Assistant.  A User with the security role of User Setup will have access to the Setup Assistant via the Administration menu.   Navigate to the Administration menu in the top ribbon and select ‘Setup Assistant’ Once loaded, navigate to the ‘Locations’ section in the ‘Organization’ tab and click the ‘Add Location’ button to open the New Location Form   This action will open the New Location form where the User with then be able to enter the Location record information and then Save The Location record will now be … Continued

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Adding a Contact

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You can add new contacts in Restaurant365 in various areas of the different modules. In most cases, your contact is related to a Vendor or Customer. If so, it is best to open the Vendor or Customer Record, and directly add the Contact in the Contact Section. Adding from this areas is the most streamlined approach, because it automatically links the Contact to a Record, and it auto-populates the address and phone information for ease of entry. To add a Contact click on ‘Primary Contact’ or type a value in to the Primary Contact field and then hit tab or enter.  This will … Continued

Posted in Vendors, Customers, Restaurant Accounting | Comments Off on Adding a Contact

Adding A New Bank

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When setting up Bank Accounts in your General Ledger, you may need to add a ‘Bank’ to Restaurant365.  A Bank must be created for each Bank that will be represented by Bank Accounts in your General Ledger.   Create a Bank There are two ways to create a Bank in Restaurant365, the first is from the Banking menu on the top ribbon.  Hover over Banking and select New Bank The second option is to create a Bank from within a Bank Account Record that you are setting up.  First confirm that your Bank does not already exist in the system by clicking … Continued

Posted in GL Accounts, Banking, General Ledger, Restaurant Accountant Training, Bank Accounts, Restaurant Accounting | Comments Off on Adding A New Bank

Adding a New Budget

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This tutorial will walk you through the steps to ‘Add a Budget’. Before you add a budget, make sure that you have the Fiscal Year setup for the legal entity and year of the budget that you are going to create. Click here to go to the fiscal year setup training. To begin, hover over ‘Account’ on the ribbon and select ‘Budget.’ A new window will open with the name “Budget”. In the ‘Name’ field, input the name of the budget you are adding. Next, in the ‘Budget Year’ Field, select the year you are creating the budget for. Next, … Continued

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Adding a New GL Account, Bank Account, or Checkbook

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How do I add a new GL account? Before adding a new account, it is always a good rule of thumb to begin by reviewing your current list of accounts so as to avoid creating a duplicate or extremely similar account to one that already exists. Let’s review a quick list of our existing accounts by clicking on the GL Accounts list in the General Ledger section of the Navigation Pane.   Here I see a list of all my accounts, sorted by number.   When you are ready to create a new account, click on the words ‘New Account’ … Continued

Posted in GL Accounts, Setup: GL Accounts - Chart of Accounts, General Ledger, Restaurant Accounting | Comments Off on Adding a New GL Account, Bank Account, or Checkbook

Advanced Budgeting

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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 Actuals or from a Blank template.  This training article will provide a comprehensive overview of every aspect and feature of Advanced Budgeting Jump to Section: Security Requirements Getting Started Budget Parameters Budget Screen Account Detail Screen Create a Budget from Blank from Prior Year Actuals from Other Budget Update a Budget Export a Budget Import a Budget Save a Budget Add Comments … Continued

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All Articles – Archive

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AP Automation Overview

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Overview AP Automation is a feature within Restaurant365 that allows an Organization to setup a specified Email address on the System Preference screen.  Restaurant365 will monitor this Email address via POP3.  Organization team members and Vendors can then send emails to that address with PDF invoices attached and those PDFs will be imported into the Documents to Process list.  Each separate Attachment will be imported as a separate Document to Process.  Additionally, supported CSV file formats will import automatically and create AP Transactions via EDI Security Users with the Secondary Security Role of ‘User Setup’ have access to ‘System Preferences’. … Continued

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AP Automation: Common Webmail Provider POP Settings

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Restaurant365 can monitor a specified Email address via POP3.  Click here for more information on AP Automation  

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AP Automation: Gmail Settings

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AP Automation AP Automation is a feature within Restaurant365 that allows an Organization to setup a specified Email address on the System Preference screen.  Restaurant365 will monitor this Email address via POP3.  Organization team members and Vendors can then send emails to that address with PDF invoices attached and those PDFs will be imported into the Documents to Process list.  Each separate Attachment will be imported as a separate Document to Process.  Please refer to the AP Automation Overview for steps on how to set up AP Automation Using AP Automation with Gmail Many Restaurant365 Customers utilize Gmail or the … Continued

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AP Credit Memo

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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. To record an AP Credit Memo, hover over the ‘Vendor’ menu in the top ribbon and select ‘ Credit Memo’.   The AP Credit Memo form will open in a new tab: 1) Number – Enter the Credit Memo number.  If no CM Number is available, create one 2) Vendor – Select the Vendor 3) Date – Enter the CM Date 4) Comment – Add an optional CM Comment 5) Amount – Enter the CM Total Amount 6) Location – Select … Continued

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AP Import Templates

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Overview AP Transactions can be imported in to Restaurant365 using CSV templates.  Numerous Vendors are integrated with Restaurant365 and each provides a unique file format that can be imported.  Click here to see a list of Integrated Vendors Restaurant365 provides a Generic template that any customer, or non-integrated Vendor, can use to perform AP Imports.  Templates can be imported automatically via FTP, or AP Automation or they can be imported manually via the Vendor menu. AP Transactions can be imported by Item, or by Account. Templates

Posted in Accounts Payable, Templates, AP Automation, FTP, Importing | Comments Off on AP Import Templates

AP Imports: Manual Importing

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AP Transactions can be manually imported in to 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 Restaurant365 AP Import Templates Step 1: Hover over ‘Vendor’ menu and select ‘Import AP Transaction’ Step 2: Import  The Import Form will load where you can click ‘Select File’ to open a file explorer and select the completed Template / transaction file. Click ‘Open’ to import the file. If the import was successful, the number of records created will be displayed. These … Continued

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AP Imports: Missing Items

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  Missing Items are automatically created in Restaurant365 when an AP Transaction is imported and includes a Vendor Item Number that does not exist.  Click here for more information on Importing AP Transactions.  The following are scenarios in which a Missing Item would be created: Customer purchases new product not previously purchased Vendor Discontinues product and replaces product with similar product / different brand Vendor Changes Item Number of product Customer purchases different case pack of product with different Item Number For issues #1 and #2, a new Purchased Item will need to be created All four issues will require … Continued

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AP Invoice Automation

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Updated Article coming soon.  Click here to see existing training on this topic

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AR Credit Memo

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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 a credit memo, select Customer – Credit Memo in the top main ribbon. Fill out the required fields: Number – number of credit memo.  This is usually an auto generated sequential number managed under Accounting – Administration – Auto Numbering in left hand navigation Customer Date Location Fill out other non-required fields as desired such as Comment and Address (address is entered by hitting … Continued

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AR Invoice

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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 sale system. A few examples of this would be to bill house accounts for food provided during the month or to bill for a speaking assignment at a trade show. For information on billing house accounts specifically, click the following link: Setting Up and Using House Accounts Before we begin entering an invoice, we must first have setup Sales Items. … Continued

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AR Payment

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The Customer Payment is part of Accounts Receivable within the Accounting module of Restaurant365.  During this training we will cover the following features and topics: Uses and Purposes of the AR Payment Opening the AR Payment Window Entering Payment Details Applying Payments Let’s get started! The AR Payment transaction is used to record receipts from customers for invoices you had sent to them from the AR Invoice or Catering module. Regardless of the method of payment and the timing of your actual deposit of these funds, you will use this window to record the receipt. You will have the opportunity … Continued

Posted in Accounts Receivable, Customers, AR Transactions, Restaurant Accounting | Comments Off on AR Payment

Attachment Viewer

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The Attachment Viewer is a feature in Restaurant365 where a User can elect to open an additional sidebar to view any attachments that have been uploaded to an AP Transaction within Restaurant365.  The Attachment Viewer is also utilized when Processing Documents to Process.  The two distinctions between viewing attachments with the Attachment Viewer and processing Documents to Process are as follows: The Attachment Viewer is opened by default when Processing Documents to Process, while must be opened manually on other AP Transactions A check box is present on each attachment page when Processing Documents to Process.  Additionally an ‘All’ checkbox in present … Continued

Posted in Accounts Payable, AP Transactions, Documents to Process, Restaurant Accounting | Comments Off on Attachment Viewer

Autonumbering

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In Resaurant365, unique identifiers are important for numerous reasons.  To allow for the easy creation of unique records, many transactions have an Autonumbering feature that is managed under the Administration section of the Accounting Module.  When selected, the Autonumbering Next XX # (1) will be displayed next to the Prefix (if any) (2) as shown below.  To save any adjustments to the next number, or prefix, be sure to click the Submit button to the right of each Autonumbering line item.

Posted in Tips and Tricks, AP Transactions, Banking, Bank Transactions, AR Transactions, Setup, Restaurant Accounting | Comments Off on Autonumbering

Balance Sheet

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Available in summary or detail, displays any legal entity (or combination of selected legal entities – totaled) in a single column. Can drill down into any balance to view transactions.

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Balance Sheet – Location Side by Side

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Available in summary or detail, displays selected legal entities side by side with a total column. Can drill down into any balance to view transactions.

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Bank Account Record

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GL Accounts can also be classified as Bank Accounts by checking the ‘Is Bank Account’ checkbox on the GL Account Record.  Click here for more information on GL Account Records.  To create a new Bank Account, please see the Add a New Bank Account training.   When a GL Account is identified as a Bank Account, the GL Account will appear in the Bank Accounts List view (located under Banking in the Accounting Module), additionally the GL Account will be made available on the Bank Activity and Bank Reconciliation screens.  Click here for more information on Bank Activity, and Bank Reconciliation. The checkbox highlighted … Continued

Posted in GL Accounts, Banking, Setup, General Ledger, Getting Started, Bank Accounts | Comments Off on Bank Account Record

Bank Balance vs GL Account Balance

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To make sure your bank balances to the GL, you should verify that the “Statement Balance + Uncleared” value on the reconciliation report (circled in red in image below) and the GL account balance for that bank account as of the same date match.  There are a few reasons these values may not match.  When you approve a bank rec it takes a snapshot of the system as of that time so the “Statement Balance + Uncleared” value on the reconciliation report is showing the balance according to that snapshot. Reasons You Might Not Balance Example 1 “Entered a transaction after … Continued

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Bank Deposit

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  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: Default Accounts.  Manual Deposits can also be created using the Bank Deposit form.  Bank Deposits are used when auto-matching uploaded Bank Activity and when performing a Bank Reconciliation   Create a Bank Deposit Hover over the ‘Banking’ menu in the Top Ribbon and select ‘Deposit’.  The Bank Deposit form will load in a new tab   Bank Deposit Form … Continued

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Bank Reconciliation

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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.) Step 1: Make sure to have a copy of your bank statement or online statement ready. Step 2: Begin a new reconciliation Step 3: Match the transactions in Restaurant365 with the ones one your statement until the indicated difference is 0 Step 4: Make sure all the voided transactions are cleared from your reconciliation. Step 5: Approve and print the reconciliation Step 1: Before beginning your reconciliation, … Continued

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Bank Reconciliation Report

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Detailed or summary view of cleared and outstanding transactions included in a bank reconciliation.  

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Bank Transfer

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  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 Restaurant365 using this form.   Create a Bank Transfer Hover over the ‘Banking’ menu in the Top Ribbon and select ‘Transfer’.  The Bank Transfer form will load in a new tab.   Bank Transfer Header Legend: 1) Number – The Auto-generated Number for the Bank Transfer.  Starting Numbers and Prefixes can be adjusted on the Autonumbering page 2) Transfer From – The Bank Account … Continued

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Bank Withdrawal

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  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 selected to separate and classify the expense amounts.  Bank Expenses are one of the several ways to create printable checks using Restaurant365.  Click here for more information on Printing Checks   Create a Bank Withdrawal / Bank Expense Hover over the ‘Banking’ menu in the Top Ribbon and select ‘Withdrawal’.  The Bank Expense form will then load in … Continued

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Beginning Balance Difference – Unassigned Vendor or Customer

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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: 1. A difference exists between the AP Beginning Balance (the opening balance for the Accounts Payable GL Account) and the sum of all imported Open AP Invoices Beginning Balance transactions (AP Invoice – Beginning Balance transactions that were imported at cut-over).  In addition to appearing on the AP Aging report, the ‘System Setup’ tab will be present in the ‘To Do Checklist’ notifying the User that the AP Beginning Balance … Continued

Posted in Accounts Payable, AP Transactions, Accounts Receivable, AR Transactions, Restaurant Accounting | Comments Off on Beginning Balance Difference – Unassigned Vendor or Customer

Beginning Balances: Stock Count

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The first Stock Count that is performed in Restaurant365 is considered a Beginning Balance Stock Count and must be initiated in a manner slightly different than all future Stock Counts.  To create the Beginning Balance Stock Count, a completed Stock Count Template must first exist.  Click here for more information on Stock Counts Once a Stock Count Template has been prepared, and the initial Stock Count is ready to be performed in Restaurant365, the Beginning Balance Stock Count is ready to be created.  A User with the Security Role of Accounting Manager will hover over the ‘Administration’ menu in the top … Continued

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Break and Split Shift Violation Tracking

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This feature allows companies to track break penalties and split shift violations owed to employees.  A Break Penalty is money owed to an employee who didn’t take a break soon enough or didn’t take a long enough break.  A Split Shift Premium is money owed to an employee because they worked multiple shifts in a day and were forced to take too much time off in between shifts which causes them a hardship. Detailed rules about these 2 labor penalties differ between states so the system has a number of fields where you can setup the rules for each specific … Continued

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Budget Account Details Screen

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This article describes the Budget Accounts Detail Screen in the Advanced Budgeting feature in Restaurant365.  Click here for more information on Budgeting Account Detail Screen To view and make updates to a specific GL Account, the User can right-click and select ‘Details’ or double-click on the GL Account line to open the Account Detail screen. This screen is viewed in a popup over the Budget screen and allows the User to make updates by Period / Week for all Locations on the Budget.  Additionally, a User can make mass updates to all Periods / Weeks for all Locations by using … Continued

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Budget Parameters Screen

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This article describes the Budget Parameters screen in the Advanced Budgeting feature in Restaurant365.  Click here for more information on Budgeting Budget Parameters Budgets can be created and saved with the following parameters: Current and future years Single Location or multiple Locations By Period or Week Using the Fiscal or Operational Calendar Budgets can also be created for both the Balance Sheet and Profit & Loss statement On the Budget Parameters screen, an Accounting Manager User will select the year, select the Location(s), designate periods vs weeks, designate the Calendar Type (Fiscal vs. Operational), and the Budget Account Type (Balance Sheet … Continued

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Budget Screen

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This article describes the Budget Screen in the Advanced Budgeting feature in Restaurant365.  Click here for more information on Budgeting Budget Screen The Budget screen is where the budget can be viewed and updated.  The parameters that were set on the Budget Parameters screen are also present on the Budget screen and can be adjusted here as needed. Legend: 1) Year – The Year for the Budget 2) Locations – The Location (or Multiple Locations) for the Budget. Note: when Multiple Locations that belong to different Legal Entities are selected, the Periods (or weeks) will be pulled from the Legal … Continued

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Budgeting Overview

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Overview 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 Actuals or from a Blank template.  This training article will provide an overview of the Advanced Budgeting feature in Restaurant365 with links to specific articles covering every aspect of Advanced Budgeting   Advanced Budgeting Demo Video Click here to open the  Security To create and modify Budgets in Restaurant365, a user must have the security role of Accounting Manager or Accounting … Continued

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Business Analytics – Show Prior Year

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  To show the comparison of any report over the prior year(s), you need to include “Fiscal Year” in the columns.  By the way, the prior year must contain data, to show the prior year. Fiscal Day, Week, and Period will be the same each year, so if you use Fiscal Year, Week, or Period as the column and then filter the report for a specific Fiscal Period, Week, or Day, that should give you what you’re looking for.  In my example above I filtered to Week 40 and it shows the years side by side for week 40. You could also add a … Continued

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Cash Flow Statement

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Shows the sources and uses of cash from operating, investing, and financing activities using the indirect method.  Before using the statement you will need to assign ‘Cash Flow Categories’ to your Balance Sheet accounts. There are seven available categories: Operating – Depreciation & Amortization Expense – VERY IMPORTANT, BE SURE THE DEPRECIATION EXPENSE ACCOUNT IS ASSIGNED THIS CATEGORY AND NOT ACCUMULATED DEPRECIATION OR THE AMOUNT WILL SHOW NEGATIVE Operating – Gain/Loss From Sale of Assets Operating – Non-cash Current Assests & Liabilities Investing – Long Term Assets Financing – Long Term Liabilities Financing – Equity Cash To assign a GL Account … Continued

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Catering Calendar

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  The Catering Calendar displays all previously created Catering Events in a Month, Week, or Day calendar format.  Events are displayed based on selectable filters, and are classified by color (with each color representing the Catering Event Status).  From the Catering Calendar a user can also create a new Catering Event by double clicking on the desired event date.   Calendar Filters & Views Legend: 1) Status – This filter allows the user to filter only on selected Catering Event Status.  Click here for more information on Catering Event Status 2) Catering Rep – This filter allows the user to filter only … Continued

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Catering Categories

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Catering Categories allow users to group different Catering Items on their Catering Contracts via the Catering Settings.  Catering Categories are created from within the Catering Item record. Enable Subtotal by Catering Category To subtotal by Catering Categories, you must select ‘Catering Category’ in the Contract Subtotal By field on the Contract tab of Catering Settings as shown below:   Create Catering Categories To create a Catering Category, type the name of the Category in this field and if the Category is new (meaning it has not previously been created), the system will prompt you to create a new Category   Contract … Continued

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Catering Contract – Subtotal By

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Catering Contracts have the ability to be Subtotaled in one of four ways.  This option is set in the Catering Settings.  Click here for more information on Catering Settings To set the Subtotal By setting, a user must have access to Catering Settings.  The following options exist for Subtotal By: None Catering Item Type Catering Category Catering Menu Example Catering Items, Catering Menu, Segments To distinguish between the different Subtotal By options, we will display sample output from a Catering Event that has the following Catering Items, Catering Menu, and Segments   Catering Items: Five Catering Items     Catering Menu: One Catering … Continued

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Catering Events

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Catering Events are what drives all activity in the Catering Module.  Events are where your Catering Representatives will track catering opportunities from Prospect all the way to Complete.  Catering Events appear on the Catering Calendar and the Catering Event list view. Jump to Section: Create Catering Event Catering Event Record Status General Details Payments Tax and Charge Totals Follow Up Shifts Contract Action Create Catering Event A user can create a Catering event in one of two ways:  from the Catering options in the top ribbon, or by double clicking on a specific date in the Event Calendar.  Each option will open … Continued

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Catering Follow Up / Tasks

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  Inside each Catering Event, users have the ability to create Tasks for the Catering Event, as well as add Notes regarding the Catering Event.  This is accomplished on the Follow Up tab of the Catering Event record. Create a Task To create a new Task, click the New Task button on the Follow Up tab.  This will open a prompt where the user can enter the Task Title, Due Date, State/End time, Assignee, and any Details or Comments pertaining to that Task   Task List As Tasks are populated, they will fill the Task List with some quick glance … Continued

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Catering Items

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Catering Items exist in the Catering Module and are the items that will make up the contents of the Catering Menus, and Catering Contracts.  Catering Items can be created three different ways: from an existing Purchased Item / Recipe, from the New Item option in Catering options, and on-the-fly while working on a Catering Event.  We will demonstrate the three methods of Catering Item creation, and detail the Catering Item record. Create a Catering Item The saving of Catering Items is the same no matter how the creation of the Catering Item is initiated, so below we will detail the three methods to create … Continued

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Catering Menus

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Catering Menus can be created to quickly and easily add Catering Items to Catering Events, as well as to produce a formatted Catering Menu report Jump to Section: Create Catering Menu Catering Menu Record Subheadings in Catering Menu Use a Catering Menu Catering Menu Report Create Catering Menu To create a Catering Menu, hover over the Catering option in the top ribbon and select New Menu Catering Menus are made up of Catering Items.  Click here for training on how to create Catering Items. Once you have your Catering Items created (or if you plan on creating the Catering Items … Continued

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Catering Overview & Security

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Overview The Catering Module in Restaurant365 is a complete, integrated, catering solution for you and your organization.  Catering managers will be able to track events and their associated payments and tasks, catering representatives and their customer relationships, and manage and create catering menus and contracts with ease.  To activate the Catering Module, please contact your Sales Representative, or Restaurant365 support (support@restaurant365.net). To get started with catering, follow these setup steps: Request Access to the module by contacting R365 (Sales Rep or Support) Set User security access Catering Manager performs a one-time setup of Catering Settings Item Types – assign the … Continued

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Catering Payments

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Catering Events have Catering Payments that allow the user to create and manage Payments Expected, and then record Payments Received as Accounts Receivable Payments.  The main distinction between Payments Expected and Payments Received is that the values in Payments Expected do not appear anywhere else in the system.  Expected Payments are used exclusively in the Catering Event record for Catering Reps to track payments that are due, along with the order, and amount in which they will be paid. Legend: 1) Payments Expected – Payments Expected appear on the left of the Payments tab 2) Payments Received – Payments Received appear on the … Continued

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Catering Reports

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Four new reports have been created for the Catering Module: Catering Commissions, Catering Event Profitability, Catering Menu, and Catering Receivables Aging. Each of these reports can be access via the My Reports page.  Ensure that users that need access to the Catering Reports have had their Report Favorites updated to include these new reports.  Click here for more information on updating / defining User Report Favorites   Catering Commissions This report can be ran over a date range.  Within the report, Catering Event Status can be selected (all Status types are selected by default).  The report will generate the Commissions … Continued

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Catering Segments

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Catering Events have Catering Segments to separate multiple meals / segments throughout the event.  These are customizable fields that the user can create as needed.  Segments appear on the Details tab of the Catering Event record.  Catering Menus and Catering Items are added to Segments via the Add from Menu, Select Item, and Create Custom Item buttons/selectors.  Click here for more information on Catering Menus, and here for more information on Catering Items   New Event Default Segment By default Segment 1 is generated when a new Catering Event is created as shown below:   Edit a Segment To edit the … Continued

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Catering Settings

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On the Catering Settings screen, Item Types, Commission Rates, Event Times, Event Types, Sources, and Catering Contracts can be managed.  Users with the Catering Manager role can access the Catering Settings screen from the Catering option in the top ribbon. Jump to Section: Item Types Assign Item Type Template to Location Commission Times Event Types Sources Contract Item Types On the Item Types tab we will create a template for the item types that will be used in our Catering Events.  In the below image we see the default view of a Item Types template that has yet to be completed.  When … Continued

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Catering Sites and Rooms

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Catering Sites are event sites that are used in Catering Events.  A Catering Site can be assigned to a Catering Event.  Catering Rooms exist within a Catering Site.  When selecting a Catering Site on a Catering Event, a user will then have the option of selecting (or creating) a Catering Room associated with that Catering Site. Create A Catering Site To create a new site, hover over Catering and select New Site in the top ribbon.  Additionally a new Catering Site can be created from within the Catering Event record by typing in a Catering Site that has not previously been … Continued

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Check Printing Setup (CAN)

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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 checks also offer additional convenience, allowing you to print multiple checks out of multiple checkbooks in a single check run, with no need to go into the printer and change the checks between changing the checkbook in the system.  Click here for training on how to Print Checks Check Printing Requirements: To be able to print checks in Restaurant365, you need to … Continued

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Check Printing Setup (USA)

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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 checks also offer additional convenience, allowing you to print multiple checks out of multiple checkbooks in a single check run, with no need to go into the printer and change the checks between changing the checkbook in the system.  Click here for training on how to Print Checks   Check Printing Requirements: To be able to print checks in Restaurant365, you need … Continued

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Check Register Report

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Displays all the ins and outs of a bank account with the ability to sort by reconciled amount.

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Check Run – Applying Credits

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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 information on the Check Run Overview AP Credit Memos that have been entered and Approved in Restaurant365, will be available for application on the Check Run Screen.  Available Credit Memos will be indicated with a ‘C’ in the ‘C/D’ column to the right in the Invoices grid To apply an available AP Credit Memo, perform the following: Click … Continued

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Check Run – Creating Payments

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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 information on the Check Run Overview   Create Checks   Upon selecting all Invoices that will be paid, the User clicks on ‘Create Checks’ to open the Payments Created prompt.  Within the prompt various actions are available depending on the Invoices that were selected to be paid. Certain prerequisites are required in order to produce all of the … Continued

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Check Run – Discounts from Early Payment

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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 information on the Check Run Overview Discounts can be taken as a result of a Discount from Early Payment via Payment Terms.  When an AP Invoice has been Approved and is awaiting payment in the Check Run, if the Payment Date falls within the range of the Discount Period, per the Payment Term Record, a Discount will be available … Continued

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Check Run – Payment Date

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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 information on the Check Run Overview The Payment Date field found on the Check Run screen dictates what date will appear on any AP Payments that are created on the Check Run.  By default, the Payment Date will be set as the current date, however it can be adjusted as needed Payment Date field – Adjusting the Payment Date … Continued

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Check Run – Perform a Check Run

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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 information on the Check Run Overview   Step 1: Open the Check Run and select the Legal Entities (Locations) from which the AP Invoices will be loaded to be paid.  Multiple Legal Entities can be selected   Step 2: Select the Checking Account that will be used to Pay the AP Invoices.  The Default Location on the Checking Account will set … Continued

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Check Run Overview

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Overview 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.  In order to fully utilize the Check Run screen, Vendors must be properly set up (including all fields on both the ‘General’ and ‘Vendor Additional Info’ tabs), Bank Account balances and next check numbers need to be updated, and AP Invoices, AP Credit Memos and any Payment Terms Discounts must be entered and Approved. To create a Check Run, perform the following … Continued

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Check Run Screen – Field Descriptions

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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 information on the Check Run Overview   Check Run Screen 1) Check Run Name – the system will generate a unique name for the Check Run consisting of the Date – Time Stamp – User Full Name.  This value cannot be changed 2) Select Invoices From selector – Select the Legal Entity name of the Locations that will be represented … Continued

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Check Signatures

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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 1.) Print Check – a standard signature line is printed on the check to be signed manually   2.) Print Check with Signature – a signature is printed on the standard signature line (the signature is uploaded on the Bank Account Record) 3.) Print Check with Signature: Require 2nd Signature – a 2nd signature line is printed above the standard signature line to be signed manually (based on a dollar threshold set on the Bank … Continued

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Closing a Period

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Which dates transactions can be booked to is determined by the Closed Date on the legal entity.  Setting this date will mean no transactions can be approved or edited with a date less than or equal to the Closed Date for any locations in that Legal Entity.  To set this date, do the following: Access the Legal Entities list under Accounting – Administration – Legal Entities in the left hand navigation pane Double click the row of the Legal Entity Record you wish to open On the Legal Entity Record, set the Closed Date using the date picker and then … Continued

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COGS Analysis by Location

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Purchasing transaction totals by location, then vendor, then each transaction with columns side by side of GL Account.  Drill down to any individual transaction from the report.  Filter by location and by COGS Type.

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Color Theme Builder

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To customize the user experience, organizations can set the color theme of the system.  The system comes with various saved color theme options to select from and new custom themes can also be created by the user. Access The theme builder is available in the top ribbon under Administration – Theme Builder for users who have the User Setup security role.  Setting a color theme as default will change the theme for all users in your organization (not just the user who makes the change). Using Theme Builder The theme builder window will be displayed near the top right hand side … Continued

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Commissary – Customer Portal

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  Utilizing the Commissary Feature in Restaurant365, external Customers can create Commissary Orders from within the Commissary Customer Portal.  This training will cover the Commissary Customer Portal, for further information on the Commissary Feature in Restaurant365, please refer to the Commissary Overview & Security training. The Commissary Customer Portal functionality is part of the Commissary Feature and is included in the cost of the Commissary Feature.  Please contact Restaurant365 Support for more information about adding the Commissary Feature to your Restaurant365 instance.   Commissary Customer Portal Setup In order to enable the use of the Commissary Customer Portal, Customer Records must … Continued

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Commissary Fulfillment Transaction

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When an order is fulfilled, meaning the commissary has shipped the product and marked the order as fulfilled in the system, a Commissary Fulfillment transaction gets created automatically.  This transaction records the inventory and financial effect of the order.  The fulfillment shows the quantity of each item that went from the commissary to the location which records sales to the commissary and cost to the location.  If the commissary is owned by a different legal entity than the location (most common) then intercompany due to/from entries will also be recorded on this transaction so you will know how much is … Continued

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Commissary Items

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Commissary Item Setup Only Purchased Items marked as Commissary Items will be available in the Commissary Module.  Click here for information on how to create Purchased Items.  For more information on the Commissary Feature, please refer to the Commissary Overview.  To mark an item as a Commissary Item perform the following: 1. Open the Purchased Item Record (Operations – Inventory – Items in left hand navigation) and click the Commissary Item check box on the General tab.  Doing so will set the Sales tab to visible where additional information will be required 2. In addition to the required fields on the … Continued

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Commissary Mass Fulfillment

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The commissary can manage all orders at the same time from the mass fulfillment screen.  This is the main window used by the commissary.  Here they can view a list of orders based on filters they set such as a specific date range, for specific locations, and for specific status’ such as Open, Submitted, etc.  From here they can print reports such as a consolidated production list and packing slips, and can also move orders along the workflow status’ from Submitted – Shipped – Fulfilled, and can update quantity fulfilled on the items they weren’t able to ship in full. … Continued

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Commissary Orders

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Each location has a commissary order form where the possible items are listed so they can populate what quantity of each item they’d like.  The order gives quantity advice to help the manager choose how much to order. Creating Orders An order form gets created automatically for each location for each day that they have a commissary delivery.  This is driven by the Delivery Days tab of the Commissary Template form where you can specify which locations receive delivery on specific days.  For example if you set location 1 to receive commissary delivery on Tuesday and Friday, then they’ll have … Continued

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Commissary Overview & Security

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  Overview The Commissary Feature in Restaurant365 makes it easy for Restaurant Locations to create and submit Commissary Orders to a designated Commissary, and for that Commissary Location to review and fulfill those Commissary Orders.  Additionally, there are three Commissary-specific reports found in My Reports, under the Commissary section. In order to utilize the Commissary Feature it must be activated, if you are interested in activating Commissary please email support@restaurant365.net and someone will follow up with you. Commissary Overview Video Click here to open the  Commissary Order Flow An Accounting User assigns (or creates a new Location Record for the Commissary, then assigns) a … Continued

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Commissary Template

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The commissary template is setup by the commissary manager or an accounting manager and is the template used to create commissary orders.   This is also where the commissary can specify which locations get deliveries on which days and can also mark whether to alert restaurant managers if their order is not submitted and the cutoff time is approaching.  Currently, there is only 1 template for commissary orders for your organization. The commissary template is located under Operations – Commissary – Commissary Template in the left hand navigation.  Selecting this will show the template in the center part of the … Continued

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Comparable Stores

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A grouping some restaurant companies use to analyze similar stores often vs a prior year is accomplished in the system with the Comparable (Comp) Stores feature.  This allows a company to state which dates each location should be included in the comp store group for reporting.  There are many reports that can be filtered to run only for comp stores or non-comp stores. Setup When a restaurant first opens many restaurant companies don’t want to include it in some reports because of its lack of historical sales and the variability of sales in the first few months so its considered non-comparable.  Often … Continued

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Completing and Updating Budgets

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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 has been successfully created, Users can begin the process of filling in the Budget / updating the Budget.  Entering / Updating values in to Budgets can be accomplished using the following methods: Manual Update Export / Excel Update Manual Update Single Location Budget Budgets that include only a single Location can be updated on the main Budget screen by single-clicking in to the desired … Continued

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Contact Support

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If you are having a problem with the application, please contact support. There are 2 ways to contact Restaurant365 support: Send an email to support@restaurant365.net Start a ticket through the Restaurant365 Support Portal   The Restaurant365 Support Portal can be found on this page: http://help.restaurant365.net/support/login   The Support Portal login is different than your Restaurant365 login. If you would like to create an account in the support portal, follow these steps: Log in to your email address that you want to use as your username in the R365 Support Portal (this is the email that will be used for the correspondence between … Continued

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Create a Stock Count Template

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Stock Count Templates exist in Restaurant365 to create Stock Counts when Inventory is counted.  Stock Count Templates can be found in the Inventory section of the Operations Module of Restaurant365, as well as on the Restaurant365 Mobile App This article will cover the following: Reviewing the list of existing Templates Creating a new Stock Count Template Adding Storage Locations Adding Items Changing the sort order   Overview Stock Count Templates are saved templates containing specific Inventory Items, sorted by a User defined ‘Storage Location’.  Storage Locations represent physical locations at the Restaurant Location.  Stock Counts are created from a specific Stock … Continued

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Creating a Check Signature

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How to Properly Create a Check Signature in Restaurant365 Resaurant365 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. Use the following steps to create a signature correctly to be used in Restaurant365. How to Print Check with Signature and Other Settings: Please refer to the Check Signatures article for additional information on how to use ‘Print Check with Signature’ Please refer to the Bank Account Record for more information on … Continued

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Creating a Memorized Journal Entry

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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 monthly payroll expense you might want to use a memorized Journal Entry. Step 1 – Create a Journal Entry or use an existing entry. In this example we have created Rent Journal Entry. Then Memorize the entry by going to Action>Memorize.This will open the Memorize window with the fields described below: Memorized Template Name – type the name you want for the template … Continued

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Creating a New Budget

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This article will describe the steps necessary to create a new Budget using the Advanced Budgeting feature in Restaurant365.  Click here for more information on Budgeting Creating a New Budget To begin the process of creating a new Budget, hover over the Account menu and selected ‘Budget’ Upon selecting Budget, a new tab will open where the Budget Parameters will be set prior to creating the Budget   Budget Parameters Budgets can be created and saved with the following parameters: Current and future years Single Location or multiple Locations By Period or Week Using the Fiscal or Operational Calendar Budgets … Continued

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Creating/Modifying Ad Hoc Reports

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Ad Hoc reports allow users to slice and analyze data and can also be added to dashboards.  An Ad Hoc report can be a chart, table, or pivot table.  Restaurant365 comes with a number of pre-defined Ad Hoc reports.  With the proper security level, users can also create their own.  Ad Hoc reports become available when you purchase the Business Analytics module. Available Data Reports in this module must be based on pre-defined sets of data called Domains that come with the system.  The following is the list of available domains: Daily Sales Summary Franchisee Sales Labor Details Sales Details Sales … Continued

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Creating/Modifying Dashboards

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A dashboard is a read-only view of Ad Hoc reports where users can see multiple charts and tables on one page.  Anything added to a dashboard is called a Dashlet.  Restaurant365 comes with a number of dashboards. With the proper security level, users can create their own and the Restaurant365 dashboard list will be replaced with their own custom dashboard list. Accessing Dashboards To access dashboards, select Accounting (or Operations) – Reports – Dashboard in the left hand navigation.  The user’s default dashboard will load if one has been set for this user. To create a new dashboard, with no dashboard selected in … Continued

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Customer Record

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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, Customer Additional Info, Customer related Open Transactions, Customer related All Transactions, Customer related Contacts, and Customer Locations are available to users.  Additionally, for those using the Franchising Module, Franchisee Additional Info will also be made available on Customers identified as Franchisee Location Customers. To add a new Customer, hover over the Customer tab in the top ribbon, and click New Customer.  This will open up a new tab with … Continued

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Daily COGS Activity

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Shows a running total of purchases by category for each day of the period.  It also compares the actual spend by category to the budgeted amount for each category for the period.

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Daily Sales Summary for the Restaurant Manager

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  In this training, the steps to review the Daily Sales Summary (DSS) will be covered: 1. Close out POS System 2. Upload Daily POS Data to Restaurant365 & Open Daily Sales Summary 3. Open the Daily Sales Summary and Review ‘Totals’ tab 4. Enter Deposits 5. Enter Exceptions (if any) 6. Enter House Account info (if any) 7. Enter Paidouts (if any) 8. Review Labor   Step 1: Close Out POS System Finish the closing steps in your POS system (if applicable) Step 2: Upload Daily POS Data to Restaurant365 Daily Sales Summary data can be uploaded to Restaurant365 in one … Continued

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Dashboard and Ad Hoc Reporting Overview

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Summary Restaurant365 comes with a powerful ad hoc report viewer that allows users to slice and dice data.  These ad hoc reports and charts can also be shown in dashboards so users can make decisions that increase productivity and reduce costs.  Security roles determine who can see and modify these elements.  Ad hoc reports and dashboards are accessed in the left hand navigation under Operations – Reports – Ad Hoc Reports or Dashboard respectively and users with access to the accounting module can also see them under Accounting – Reports. Reporting Elements Defined Below is a description of the different elements of the … Continued

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Day Parts

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Day Parts, or Dayparting, is the practice of breaking up an Operations Day in to segments that can then be individually reported on.  Restaurant365 gives users the ability to create up to six Day Parts with their corresponding Names and Start / End Times.  Day Parts are created and managed on the Location Record.   Various Operational Reports allow users to run the Reports by Day Part.  Additionally, on the Daily Sales Summary (DSS), the Comment tab will contain Comment Sections for each respective Day Part of the Location, as shown below:     The final location where Day Parts are … Continued

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Deleting A Budget

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To Delete a Budget, navigate to the ‘Budgets’ list view in the General Ledger section of the Accounting Module. Upon clicking and loading the list, the view will populate with the full listing of all existing Budgets. Select the Budget you wish to delete, then click on Edit Selected in the Top Ribbon and then select Delete. You will see a new Pop-up Box with the message ‘Are you sure you wish to delete?’. Upon clicking ‘Yes’, the budget will be deleted permanently.

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Documents to Process Overview

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  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 … Continued

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Documents to Process: Processing Uploaded Files

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Processing 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 view.  This list comprises all available Documents to Process that have been imported in to Restaurant365.  Currently, Documents to Process includes the options to process both AP Invoices and AP Credit Memos.  In place of the regular process of creating new transactions for each of the supported record types, the User would follow the steps described below: Step 1 – Navigate to the Documents to Process list view: Accounting Module -> Accounts Payable -> … Continued

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Documents to Process: Supported File Types

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Documents to Process allows Restaurant365 Users to import various files for immediate processing, or processing at a later time. Acceptable file types include the following:   Document Files PDF File (.pdf) – Scanned Documents saved as PDFs / Original PDF Invoices Word File (.docx) – Scanned Images saved inside a .docx / Original Word Files (Note: .doc / Word ’97 files are not supported) Image Files JPG Image (.jpeg / .jpg) – Image files PNG Image (.png) – Image files CSV Files Supported Vendor Integrated .csv files will be imported directly to the All Transactions list, bypassing Documents to Process.  Please refer … Continued

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Documents to Process: Upload Methods

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Documentst 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 Documents to Process is PDF.  Various Vendors will provide Invoices electronically (in PDF form) while other Vendors will only provide physical copies of Invoices.  When physical invoices are received, a User can utilize any scanning technology to produce a PDF scan of the physical invoice (Scanner used in conjunction with a Computer, … Continued

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Documents to Process: Manual Upload

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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 Documents to Process is PDF.  Various Vendors will provide Invoices electronically (in PDF form) while other Vendors will only provide physical copies of Invoices.  When physical invoices are received, a User can utilize any scanning technology to produce a PDF scan of the physical invoice (Scanner used in conjunction with a Computer, Scanner/Copier, or various mobile … Continued

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Documents to Process: Uploading Files via AP Automation

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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 Documents to Process is PDF.  Various Vendors will provide Invoices electronically (in PDF form) while other Vendors will only provide physical copies of Invoices.  When physical invoices are received, a User can utilize any scanning technology to produce a PDF scan of the physical invoice (Scanner used in conjunction with a Computer, Scanner/Copier, or various mobile … Continued

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Documents to Process: Uploading Files via FTP

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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 Documents to Process is PDF.  Various Vendors will provide Invoices electronically (in PDF form) while other Vendors will only provide physical copies of Invoices.  When physical invoices are received, a User can utilize any scanning technology to produce a PDF scan of the physical invoice (Scanner used in conjunction with a Computer, Scanner/Copier, or various mobile … Continued

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DSS Journal Entries

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For POS Integrated Locations, a Daily Sales Summary (DSS) file will be imported each day for the prior day’s Sales and Labor.  Click here for more information on the Daily Sales Summary.  In addition to the DSS file being imported each day, two DSS Journal Entries are created from the data on the DSS. DSS Journal Entry Walkthrough To demonstrate where DSS Journal Entries are located, how you can view them, and how you can update and approve them, please read the following walkthrough:   Record Locations: Daily Sales Summary Before any DSS Journal Entries will appear, the DSS must be imported.  This is … Continued

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DSS Re-Import

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Re-importing Daily Sales Summary (DSS) Files Restaurant365 customers that are using a non-Cloud-based POS system have the ability to manually re-import Daily Sales Summary (DSS) files. Note: the following Cloud-based POS Systems are exceptions and require assistance from the Restaurant365 POS Integration Team to re-import DSS files: Brink Revel Square Clover Toast Breadcrumb For DSS re-import assistance with a Cloud-based POS please contact Restaurant365 Support and include the following details: Restaurant365 URL: https://groupname.restaurant365.net Location Name / Number: Date(s) of missing DSS(s):   Troubleshooting Before Re-import Before attempting to re-import manually, and before contacting Restaurant365 Support, please review the article Troubleshooting tips for missing DSSs … Continued

Posted in Tips and Tricks, POS Integration, FAQ, Implementation, Restaurant Operations, Restaurant Accounting | Comments Off on DSS Re-Import

EDI Vendor Integration: Overview

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Electronic Data Interchange allows Vendors to push transaction details directly in to Restaurant365.  The two supported transaction types that can be uploaded and imported in to Restaurant365 are AP Invoice and AP Credit Memo.  The upload process can be accomplished in one of three ways:   1) FTP Upload 2) AP Automation (email import) 3) Manual Upload   Supported File Formats The majority of Vendor-Specific EDI Integration files are .csv (comma separated values), with the lone exception being US Foods .inv file format.   Note: attempting to import any .csv file will not guarantee a successful import.  Invoice files must adhere to pre-built integration … Continued

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EDI Vendor Integration: US Foods

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Overview US Foods invoices are delivered via FTP to a dedicated US Foods FTP site hosted by Restaurant365.  From this site, the invoices are routed to the destination FTP site (specific to the customer) and ultimately imported in to Restaurant365.  As US Foods has a dedicated FTP Site, Customer-Specific FTP credentials do not need to be provided to US Foods.  This article will outline the required steps to initiate EDI between US Foods and Restaurant365 Vendor Website https://www.usfoods.com/ Sample Invoice File Click here to download a Sample US Foods Invoice EDI Process Step 1 – Contact US Foods Sales Representative … Continued

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Editing a Budget

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This tutorial will walk you through the steps to ‘Edit a Budget’. To begin, click on the word ‘Budgets’ in the ‘Accounting’ section of the Ribbon on the Left. You will see a listing of all the existing budgets. Select and double click on the budget you wish to edit. A new window will open for the Budget you selected. There are two options to Edit the Budget.Option 1 – If you are only editing a few of the amounts then you can edit directly in the Budget Screen. Simply find the amount for the account and period you wish … Continued

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Email Settings Overview

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Overview Various functions within Restaurant365 allow the User to Email different records, or transaction links.  In order to utilize the Email functionality, the ‘Email Settings’ on the User Record must be completed. The Email Settings tab contains the Outgoing Mail settings for the User’s email address (located on the General Tab). Security Each individual user within Restaurant365 can access and make updates to their Email Settings on their User Record.  Users with the Security Role ‘User Setup’ can access and manage other User’s Email Settings as well. Navigation To open your own person User record, hover over your User name … Continued

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Email Settings: Common Webmail Provider SMTP Settings

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Various functions within Restaurant365 allow the User to Email different records, or transaction links.  In order to utilize the Email functionality, the Email Settings on the User Record must be completed.  The following is a list of Common Webmail Provider SMTP Settings.  Click here for more information on Email Settings in Restaurant365   

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Employee Access to Scheduling

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Restaurant employees can access their own schedule and make requests such as time off and shift trades through the mobile app or a web browser as described below:   How to Setup Employees to Access Scheduling Features Employees are setup to access both the mobile app and web application with these same steps: Open the Employee Record and complete all of the required fields, including the ‘Preferred Contact Method’ Click the ‘App Access’ check box and save the Employee Record Press the ‘Send Temporary Password’ button to send an email or text to the Employee with a temporary password and … Continued

Posted in Scheduling, Security & Access, Employee | Comments Off on Employee Access to Scheduling

Employee App Access

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    Granting Employees access to the R365 Mobile App and limited-use portals of R365 is a simple process.  Once the Employee record has been imported from the POS via the POS Integration (or manually created), the record can be granted ‘App Access’ by clicking the ‘App Access’ checkbox on the General tab of the record.   Granting App Access Checking this box and saving the record makes several things happen throughout R365.  We will demonstrate each in sequence:   1) Temporary Password Upon reloading the page, the ‘Send Temporary Password’ button appears next to the ‘App Access’ checkbox. This … Continued

Posted in System Access, Scheduling, Manager Log, Security & Access, Employee, Location | Comments Off on Employee App Access

Employee Record Updates and Merge via Import Tool

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The majority of records that reside in Restaurant365 can be updated via the Restaurant365 Import Tool. When performing bulk updates, the Import Tool typically references a record based of the ‘Name’ value on the record. When making updates to Employee Records, the ‘EmployeeId’ value is the key mapping value, as opposed to the ‘Name’ value. It is common for employees to work at multiple Locations, and therefor have multiple/duplicate Employee Records imported from multiple POS systems.  These records must be merged in to a single master record for correct employee identification throughout Restaurant365. Employee Merge and Employee Updates are two … Continued

Posted in Scheduling, Restaurant Operations | Comments Off on Employee Record Updates and Merge via Import Tool

Employee Setup

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  The Employee record allows you to manage Employee details such as Employee Name, Contact Information, Employee Photo, and Scheduling Availability.  This record is created automatically after the POS Integration has been completed.  Each Employee record represents an Employee that has been entered in to your POS Systems.  As Employees may work at several of your Locations, there is a possibility that some of the Employee records are duplicate entries.  These records will need to be merged in order to properly use the Scheduling and Manager Log modules.  Click here for more information on Merging Employee Records.  Please refer to the Employee App Access article for more information … Continued

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Entering A Waste Log

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Waste Log Feature – Allows you to account for Inventory Item Waste. This is very similar to the Item Transfer transaction and is used in conjunction with the Item Costing module. As a first step you need to ensure that you have a ‘Waste Account’ assigned to the items you will be recording waste for. Once you have the waste account assigned to your items you will be able to create a waste log. To begin, Click on ‘Item Actions’ and then select ‘New Waste Log’ A new Window will open. Update the header information. The ‘Number’ is auto generated … Continued

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Entering An Item Transfer

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The Item Transfer function allows you to record item transfers between restaurants. This will ensure your item inventory levels are adjusted as you transfer items. Note: In order to use this feature you must have ‘Item Costing’ Setup. Click on this link to learn more about ‘Item Costing’ To begin select ‘Item’ in the top ribbon, then select ‘Item Transfer’’ A new window will open. Update the Header fields. Then enter the item, quantity and a detail comment (comment is optional) of each item being transferred and select add to add each line item. Number: The transaction Number is auto-generated … Continued

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Entering Beginning Balance Transactions

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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 implementation process.  However, after go-live you may identify some discrepancies that may require you to add some additional beginning balance transactions. To add a new beginning balance transaction for GL Balances, Open AP, Open AR, or Unreconciled Bank Items, follow the steps below.   Select ‘Administration’ in the top ribbon and then select ‘New Beginning Balance’.  This will open a list of available beginning balance options. Available Beginning Balance Transaction Options AP … Continued

Posted in Journal Entries, Accounts Payable, AP Transactions, Training, Banking, Bank Transactions, Accounts Receivable, AR Transactions, Setup, General Ledger, Implementation, Restaurant Accountant Training, Restaurant Accounting | Comments Off on Entering Beginning Balance Transactions

Entering Invoices at Corporate

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Purpose: To create new invoices in the system at the corporate location. Create a new AP Invoice by clicking on the ‘Vendor Actions’ Tab in the top Ribbon, then select Invoice in the drop down. A new window will open with the name “Unsaved AP Invoice”.   A new window will open with the name “AP Invoice”. The cursor begins in the Number field. This is the vendor’s invoice number. Enter the number provided by the vendor and ‘Tab’ into the next field called “Company (Vendor).” Note: If you are entering a large invoice, like a food invoice from your … Continued

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Entering Invoices at the Restaurant Location

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Welcome to the ‘AP Invoice for Managers’ video tutorial for entering invoices at the restaurant location. The AP Invoice is part of Purchasing within the Operations module of Restaurant365. During this training we will cover the following features and topics: Launching a new AP Invoice Recording Invoice Adjustments Entering Line Items By the way, sometimes you will see the term Accounts Payable abbreviated or referred to as “AP” in the system and on reports. One of the most important things profitable restaurants do is closely track their food & beverage costs on a weekly basis. Doing so can lower a … Continued

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Fiscal Period/Year Setup

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Overview Fiscal periods must be setup for each year by creating a Fiscal Year for each legal entity.  Different legal entities can run on different fiscal years.  Within each legal entity you can have a Financial Year different from your Operational Year if you want to run operations reports using different setup than you might report to the bank or investors.  This is common for companies that run financials on a calendar year but want to do operational analysis on weeks and across equal periods.  To accomplish this, setup your fiscal year as Calendar and operational year as 13-4 week … Continued

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Flash Report

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  The Flash Report gives users a consolidated report that provides several key metrics for each of their Locations, including Sales, Labor Costs, Discounts and Comps.  The Flash Report is located in the ‘Operational Analysis’ section of ‘My Reports’, and is titled ‘Flash Report’.  Similarly to all reports located in ‘My Reports’, the ‘Flash Report’ can be ran manually.     Additionally, Flash Reports can be delivered automatically, in a daily email.  To set up Daily Flash Report emails, please contact Restaurant365 Support and provide the following information: Restaurant365 URL (https://groupname.restaurant365.net) All recipient email addresses   Flash Report Detail Explanation   The Flash … Continued

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Forecasting

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Forecasting is the window in the system where you can set a sales forecast by location by period and can enter daily values.  This forecast can be referenced in the Business Analytics module in the Daily Sales Summary data set to compare to actual values (steps to create this view are listed later in the training).  Since forecasting is commonly looked at weekly, this window is designed to work for companies that have their Operational Year setup as 13-4 week periods or 4/4/5 periods so that it can be based on weeks.  Calendar periods don’t work well in this screen … Continued

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Franchisee Billing Process

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Franchisee Billing is the process you can run to auto-create AR Invoices to bill each of your franchisees for fees incurred in a specific date range.  If the franchisee is setup for ACH payment then this process also creates an ACH payment applied to the invoice and an ACH export file that can be uploaded to the bank to transfer the money from their account to yours. To start the process click Franchising – Franchisee Billing in the top ribbon.  The fields on this form are as follows: Invoice Date – date to be set as the date of the AR … Continued

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Franchisee Daily Sales

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Franchisee Daily Sales are individual records for each franchisee location each day with the sum total of sales for the day at each location.  These records can be imported or hand entered and are used in the automated franchisee billing process as well as available in reports. To view existing records go to Franchising – Franchisee Daily Sales in left hand navigation.  Records can be opened from this view by clicking on the desired row and then edited or deleted from the form that opens. To create new records go to Franchising – Daily Sales Entry in top ribbon. In … Continued

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Franchisee Locations (Stores)

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Franchisee Locations (also referred to as stores) are records for each restaurant store that your franchisees own.  They are stored as a special type of Customer in the system since you may want to send invoices to these stores.  On the Franchisee Location (store) record you store the following details: Franchisee Location (store) contact information (Name and Address etc.) Upload and attach contracts and other pertinent documents for the location Store ACH payment information Create/view the different fees charged to the store Record any reviews you’ve conducted of this franchisee To view existing franchisee locations go to Franchising – Franchisee Locations in left … Continued

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Franchisee Setup

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Franchisees are the top level group in the franchising module that may own 1 or more franchise location stores.  On this record you store details about this franchisee, how you will bill them, view their list of stores, and create and view people who are your contacts at this franchisee. To view existing franchisees go to Franchising – Franchisees in left hand navigation and click on the one you want to open To create a new Franchisee go to Franchising – New Franchisee (in ribbon) and populate the fields as described below: Populate the Name (required) and then populate other fields as … Continued

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Franchising Module Overview

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The franchising module assists restaurant groups in tracking franchisees, each franchisee location, contracts, franchisee daily sales, and automates franchisee billing/ACH payment collection.  To access this module, select it from the drop down at the top of the left hand navigation pane.  Below is a brief description of the different elements of this module: Franchisee – this is the top level franchisee that may own 1 or more franchise location stores.  On this record you store details about this franchisee, how you will bill them, view their list of stores, and create and view people who are your contacts at this franchisee. … Continued

Posted in Accounts Receivable, AR Transactions, Franchising, Restaurant Accountant Training, Restaurant Accounting | Comments Off on Franchising Module Overview

FTP Folder Setup

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Restaurant365 can setup an FTP site for your company to drop files in that will be imported by the system automatically. These transactions will be imported as unapproved so that they can be reviewed before approval. There are 3 steps to using this feature: To request that an FTP site be created for your instance, please contact Restaurant365 Support and provide your Restaurant365 URL. Once the site is setup, follow the instructions below to connect your computer to the FTP site Provide the FTP site credentials to your Food & Beverage Vendors that have dedicated invoice integrations with Restaurant365 All files … Continued

Posted in Accounts Payable, Setup, Getting Started, Restaurant Accounting | Comments Off on FTP Folder Setup

FTP Site Overview

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Overview Restaurant365 provides a hosted FTP site for each Customer Database.  FTP stands for File Transfer Protocol and allows Vendors, as well as Restaurant365 Users to Upload acceptable files in to their Customer Instance of Restaurant365.  The FTP Site serves two purposes for Customers: Vendor Automatic Imports via EDI Documents to Process Uploads Each Customer Instance will have a unique FTP Site with unique FTP Credentials.  These credentials would have been provided to the project lead during the setup/implementation of Restaurant365.  Note: Please contact Restaurant365 Support for any inquiries regarding FTP Site Credentials   Security Any individual that has been provided the … Continued

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Gift Cards and Certificates

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Gift Card Sales Gift card sales are imported from the POS each night on their respective sales tickets. This is imported as a sales item on that ticket with the corresponding category you’ve assigned in the POS. On the DSS journal entry this will credit the GL Account you’ve specified in the R365 Sales Account mapping. This is usually Gift Card Liability and as shown in the screenshot below of your sales accounts where the category is related to gift cards, that is the case. Gift Card Payments When a customer pays with a gift card this also comes over … Continued

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GL Account – Available To Managers

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If non-Accounting users (Users with the security role of Restaurant Manager) need access to a GL Account, that Account must be flagged as Available to Managers.  As non-Accounting users do not have access to the Accounting Module, they will never see the General Ledger in its entirety, nor will they have the access to open a GL Account Record to view GL Transactions.  However, it will be necessary for Restaurant Managers to have limited access to some GL Accounts for Invoicing, and DSS Review For Accounts that have Available to Managers enabled, the Account Name / Number will be made available in … Continued

Posted in GL Accounts, Reports, Financial Reports, Operational Reports, General Ledger, Getting Started, Implementation, Bank Accounts, Restaurant Accounting | Comments Off on GL Account – Available To Managers

GL Account – Disable Entry

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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 will only be a sum of the Child Accounts that are associated with the Parent (disabled) Account. For accounts that have Disable Entry enabled, the Account Name / Number will no longer show up in any Account Selector dropdowns in the system.  The Account will be disabled for direct entry for all transactions (this includes importing Journal Entries that post directly to this Account). This is accomplished on the GL Account Record via a Check/Unchecked setting on … Continued

Posted in GL Accounts, Reports, Financial Reports, Operational Reports, General Ledger, Bank Accounts, Restaurant Accounting | Comments Off on GL Account – Disable Entry

GL Account Detail Report

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This report shows each transaction that has hit an account (or multiple accounts) within a selected date range.  This report can be run from My Reports and is also the report that the P&L, Trial Balance, and Balance Sheet drill down to when you click on an amount on those reports to see more details.  Clicking on the blue link in the Ref. Number column of this report will open that transaction. Once the report is opened there are some parameters at the top the user can set that will change how the data is displayed: Account – select which … Continued

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GL Account Record

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The GL Account Record is where the Account specific information for each of the GL Accounts resides in the system.  Once you have opened a GL Account Record, the General Tab of the record will be displayed.  In addition to the information found on the General tab, the Transactions, and Report Settings tabs are available to users.  To create a new GL Account, please see the Add a New GL Account training. Click the button below to download an example General Ledger populated with recommended Account Names, Account Numbers, Cash Flow Categories, Operational Reports Categories, and Parent Account from the National Restaurant Association … Continued

Posted in GL Accounts, Setup, Reports, Financial Reports, Operational Reports, Getting Started, Implementation, Restaurant Accounting | Comments Off on GL Account Record

GL Types

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GL Types, or rather General Ledger Types, are predefined groups for GL Account Records.  GL Types are used for the sorting, grouping and subtotal of GL Accounts on Financial Reports (Balance Sheet and P&L).  GL Type is a required field on the GL Account Record. GL Type Presets GL Types are customizable to meet the reporting needs of your organization.  Restaurant365 has the following GL Type presets: Create GL Type To create a GL Type, a User with the Accounting Manager Security Role can hover over the Account options on the top ribbon and select ‘New GL Type’. This will open up a … Continued

Posted in GL Accounts, Setup, Reports, Financial Reports, Operational Reports, General Ledger, Getting Started, Restaurant Accounting | Comments Off on GL Types

Gross Sales vs Net Sales

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Restaurant365′s chart of accounts comes with pre-defined ‘GL Types’ specific to the restaurant industry. They are: It is required that each of your GL Accounts be assigned to one of these GL Types.Restaurant365′s out-of-the-box financial reports group your accounts by GL Type first, then by Parent Account, then by Account Number (or Account Name if Account Number does not exist). Restaurant365′s non-Profit & Loss reports (such as the Flash Report, Sales v. Labor Report) also leverage the GL Account attribute of GL Type when determining the value to display. On all the non-Profit & Loss reports, Restaurant365 labels the summation … Continued

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Historical Sales

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Historical Sales (sales data that occurred prior to cut-over) can be imported in a simplified manner in to Restaurant365.  Historical Sales are created using the R365 Historical Sales import template.  Historical Sale exist in Restaurant365 for the sole purpose of providing a prior year (PY) comparison for current sales on the Flash Report.  Click here for more information on the Flash Report. The Historical Sales import template consists of the following four columns:     Click here to download the R365 Historical Sales Import Template

Posted in Operational Reports, Implementation | Comments Off on Historical Sales

House Accounts

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  1.) Overview of the Accounting for House Accounts Here is a recap of the accounting (debits and credits) in the House Account Invoicing Process. House Accounts hit GL accounts based on the following: A customer orders in POS and pays with House Account. That House Account imports to R365 as a payment type and debits whichever GL Account you setup on the payment type (usually called House Account Receivable or Uninvoiced House Account or something similar) When you run the House Account invoicing, it finds all house account payments that came over from POS within the date range they … Continued

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How do I print checks?

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These are the options for printing a check: 1. Pay Bill: Enter Invoice and click Pay Bill at top of screen and then click Create Checks on screen that opens up – If you want to enter and invoice and pay it at the same time. 2.Check Run screen: Enter invoices separately and then do New Check Run when you’re ready to pay them all (most commonly used for weekly check runs). 3. Manual Payment: If you want to cut a check for a vendor but don’t have the invoice yet, you can do a manual payment. and click Print … Continued

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Import Tool

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Restaurant365 comes with an import tool which allows end users to import many types of records such as Vendors, GL Accounts, Items, Beginning Balances, Recipes, Item Locations, Vendor Items, etc.  These imports can create new records or update existing records To access the import tool navigate to the Administration menu in the top ribbon and select ‘Import’ Upload File step This step is where you choose what record you’ll be importing, whether it will create or update those records, and then select your file to import.  The fields are described below:   Options – in this list box you select … Continued

Posted in Tips and Tricks, Training, Importing, Restaurant Operations, Restaurant Accounting | Comments Off on Import Tool

Importing AP Transactions: Overview

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AP Transactions can be imported from CSV files in to 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 upon being imported.   Transaction Detail Options AP Transactions can be imported as complete Transactions, or as AP Invoice Details in to an existing AP Invoice Multi-Transaction – Import multiple AP Invoices and/or AP Credit Memos from a single file AP Invoice Details – Import transaction details in to one AP Invoice from a single file   Import Methods Multi-Transaction files can be … Continued

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Importing Journal Entries

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Journal Entries can be entered in to Restaurant365 various ways.  This article will discuss how Journal Entries can be imported through the use of .CSV templates.  Journal Entry templates can be imported using either of the following methods: Import and create one or more new Journal Entries Import Journal Entry Details in to a single existing Journal Entry The importing process for each method will be outlined below:   Method 1 – Creating New Journal Entries via Import Step 1: Obtain R365 JE Import Template To begin creating Journal Entries via Import, first obtain the R365 JE Import Template and Documentation files.  Click here for a … Continued

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Intercompany Transactions

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The automated intercompany process in the system will automatically create Due To and Due From entries on the distribution of intercompany transactions.  A transaction is deemed intercompany if the location in the header belongs to a different legal entity than a location in the detail rows belongs to.  The intercompany entries are added to the distribution after hitting Save or Approve. The Legal Entity form has fields for “Due From Account” and “Due To Account” and these are the accounts that will be used in intercompany distributions.  The process below describes an example of how this would work. Assume we … Continued

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Inventory Cost Method – FIFO at Current Cost

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For inventory cost method, the system utilizes FIFO (First In, First Out) at Current Cost.  To more fully understand the FIFO at Current Cost process please read through the following use case: Case: A customer is using Restaurant365 for Inventory tracking.  The customer purchases a new Purchased Item and does not have an existing balance of inventory on hand.  Additionally the customer has not yet performed a Stock Count that included the new Purchased Item. Event 1 – Purchase inventory and record AP Invoice (8/25)   Cost Tracking FIFO Result – The system assumes that the $80 worth of inventory (10 … Continued

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Inventory Master Template

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Overview The R365 Inventory Master Template is a five part template that allows Users to create the following: Purchased Items (Inventory) Vendor Items U of Ms Stock Count Templates Item Locations Click here to view a tutorial on how to use the   Template Versions

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Item – Adding a New Purchased (Inventory) Item

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Items are part of the Inventory section of the Operations module of Restaurant365. To begin the process of adding a new inventory item to Restaurant365, click on ‘Item’ in the top ribbon. Then select ‘New Purchased Item’.The ‘New Purchased Item’ window appears. You will want to enter an item for everything that is counted as part of a physical stock count. This may include ingredients, spices, supplies, paper, packaging and so forth. Enter the Name, Number, and Description for each item.In the ‘General Tab’ enter the ‘Name’ of the item, ‘Type’ should remain as ‘Purchased’.  You can enter an Item ‘Number’ … Continued

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Item Categories

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Up to three separate item categories can be assigned to an item and are used in various reports to create subtotals or filters. View/Edit Item Categories You can open an existing item category in 2 ways: Operations – Inventory – Item Categories in the left hand navigation, and then click on the one you want to open Or, on an item form on the Item Categories tab, click the blue title next to the item category you want to open (as pictured below)   Create New Categories Item categories can be created in 2 ways: On an existing item category form, … Continued

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Item Cost % Breakout

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Calculates the % of the total COGS for each item and recommends items to be flagged as Key Items.  Can be filtered by location, item category, and date range. *** Use this report to determine the Key Items.  For Key Items, you will want to make sure you are counting regularly, they are included on all recipes, waste logs are kept for them, transfers are recorded, and invoices include item level invoicing.

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Item Cost Analysis – Location Side by Side

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COGS totals and average by COGS type, then GL Account, then Item and % of net sales for each with Locations side by side.  You can drill down to any item to see the item price graph chart and purchase history. Typically used by companies who are not tracking recipes in the system.

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Item Costing

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Overview: The system is equipped with multiple fields to help track item cost based on purchases and stock counts. This feature requires additional setup and maintenance elements. Setup There are  five different records in Restaurant365 that will drive item costing functionality: Vendors Units of Measure Purchased Items Item Location (Optional) Vendor Items (Optional) Vendors   On the vendor record the dropdown field named Entry can be set to ‘by Account’ or ‘by Item.’ If ‘by Item’ is selected then when invoices are entered for this vendor the item detail grid will display, if ‘by Account’ then the account grid will … Continued

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Item Locations

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  Restaurant365 has the ability to store Item Location records which have some of the same fields as the item records but can be further defined for specific locations. When costing information is being loaded for a Location-specific transaction (AP Invoice, Stock Count etc.) Restaurant365 will first search to see if the Purchased Item has an ‘Item Location’ for the specified Location.  If no Item Location Record exists for a specific Purchased Item, the information from the Item record will be used.

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Item Price Change Analysis

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Displays all items where a vendor price has fluctuated during the period chosen.  It is used to pin-point which items are experiencing price changes and to what extent those fluctuations are having on the business based on how much those items are used.  Can be run for one or many locations. Note: Report will display items based on the ‘Percent Difference’ filter.  To display all items, including items with no price change, select ‘0’ in the Percent Difference Filter.

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Item Price Verification

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Displays the average price paid for key items over a period of time and compares those to the contracted price and also the high and low for the time period.  Use this report to ensure that the price paid for items is the same across all your stores

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Item Theoretical Cost Analysis

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COGS totals for any span of periods, then broken down by locations.  The report utilizes purchases, stock counts, and budgets based on the cost of menu items sold (Pmix) to come up with a difference between actual and expected.  It then breaks down how much of the difference is attributable to item price increases/decreases, waste & spoilage, and all other reasons.  From this report the user can easily see where to focus time and energy tightening the control of food costs.

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Item Theoretical Quantity Analysis

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Items used totals for any span of periods, then broken down by locations.  The report utilizes purchases, stock counts, and budgets based on the quantity of menu items sold (Pmix) to come up with a difference between actual and expected.  It then breaks down how much of the difference is attributable to item quantity increases/decreases, waste & spoilage, and all other reasons.  From this report the user can easily see where to focus time and energy tightening the control of food costs.

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Job Titles

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This article is part of the Scheduling Module training.  Click here for more information on the Scheduling Module   Purpose & Overview Jobs are used in various ways by the system.  They are assigned to employees and used by the scheduling module.  They are also used in conjunction with the POS integration to track employee punches which make up the labor accrual journal entry.  The job form will be described directly below followed by sections describing the job’s effect on the POS integration and labor accruals.   Creating/Viewing/Editing Jobs Jobs can be created in 2 ways.  They are most often created by … Continued

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Journal Entries Overview

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Overview Journal Entries can be manually entered, system generated, or imported in to Restaurant365. Security Users with the ‘Accounting Manager’ or ‘Accounting Clerk’ Security Roles will be able to create and save Journal Entries within Restaurant365.  Only Accounting Managers will be able to Approve Journal Entries.  Click here for information on assigning Security Roles   Journal Entry Articles:   Manually Enter a Journal Entry Journal Entries can be created from the ‘Account’ menu in the top ribbon.  Click here for more information on how to Manually Enter a Journal Entry Memorize a Journal Entry Click here for more information on how … Continued

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Journal Entry Import Templates

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Overview 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 imported using the same template, the ‘R365 JE Import Template.csv’, provided in Table 1 below.  Journal Entries and Payroll Journal Entries can be imported by hovering over the ‘Account’ menu in the top ribbon and selecting ‘Import Journal Entry’.  Click here for more information on Importing Journal Entries   Journal Entry / Payroll Journal Entry Template   Payroll Provider Import … Continued

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KB: How do I import Excel CSV with Leading Zeros?

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Importing Excel CSV files with Leading Zeros When importing, or exporting files to and from Restaurant365 the required excel file format is CSV (Comma Delimited). In this file type, Excel will automatically delete leading zeros (a string of numbers that starts with at least one zero, i.e., 00123) causing inconsistency between R365 and the data in Excel. For example the following Vendor Item Number contains leading zeros: CSV files opened in Excel, will have any leading zeros automatically removed, as shown below:   If this file is imported as a New AP invoice transaction, the Vendor Item number will not be … Continued

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KB: What Items Are Being Counted on My Stock Counts?

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Knowledge Base: What Items Are Being Counted on My Stock Counts?   Here are the steps to determine if your Items are appearing on your Stock Count Templates (or rather how to determine if you are counting all of your inventory)   Step 1: Export your Items list   This can be accomplished by navigating to your Items list in the Inventory Section of the Operations module     Once the list is loaded click the export button in the top right corner of the window to export the full list of items:       This will produce a .csv … Continued

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Labor on Flash Report vs P&L

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Depending on how the POS integration is setup, labor on the flash report may not equal labor on the P&L report.  Here are some tips to understand possible reasons they differ: Possible Reason #1 (and most likely reason): Actual payroll differs from daily POS imported labor accruals The Flash Report is based on daily imported data from the POS.  It doesn’t include other adjusting journal entries made directly to GL accounts.  One journal entry most companies enter that hits payroll accounts is the actual payroll journal entry.  Most companies import labor daily from the POS which creates a daily labor accrual entry … Continued

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Legal Entity Setup

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Legal Entities are companies that own locations.  Each location must belong to a legal entity.  Many reports can be run by legal entity which will show results for all locations that belong to that entity.  A legal entity usually has a corporate tax id.  Legal entities aren’t selected on transactions because the location is selected and whichever legal entity that location belongs to is associated with that transaction automatically. To edit an existing legal entity, go to the Legal Entities list (Accounting – Administration – Legal Entities in the left hand navigation), click a the row of the legal entity … Continued

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Location Groups

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Location Groups allow you to create different sets of locations and then you can filter reports by those location groups instead of having to select locations one at a time on each report. To create a new group follow these steps Open the Location Group window under Administration – Location Groups in the top ribbon Type the group name in the box above the Location Group Name grid and click ‘Add’.  This will add the new location group to the list. Click the name in the list to show which locations are assigned to this group in the grid on the … Continued

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Location Reporting Categories

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Reporting Categories provide you 10 user defined categories you can assign to locations to group them on reports.  For example, if your company is separated into regions, then you can name 1 of the 10 categories as Region and then setup your regions in the system and assign them to locations.  Then when running reports you’ll have the option to filter by region and can select which regions you want to see on the report.  You can use all 10 of the categories or none of them, however you choose to set it up. To Setup Categories Open Preferences and go … Continued

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Location Setup and Overview

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Locations, like Legal Entities, are critical to both Accounting and Operations in Restaurant365.  In this training we will review the Location record in detail.  Click here for more information on how to Create a New Location Jump to Section: Location List View Location Record: Overview Location Record: General Location Record: Default Accounts Location Record: Labor Estimates Location Record: POS Integration Settings Location Record: Goals Location Record: Day Parts Location Record: Breaks & Split Location List View Each Location in Restaurant365 will exist as a Location record, found in the ‘Locations’ list view, under the ‘Administration’ section in the Accounting Module.   Upon selecting the ‘Locations’ list view, you will … Continued

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Manager Daily Comment

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Restaurant Managers have access to the Manager menu on the top ribbon in Restaurant365.  Currently there are two options on the Manager menu: 1) Daily Comment and 2) Employee Review Note.  As this menu is specific to Operations Managers, and not Accounting Users, only users with the Security Role of Restaurant Manager will see this menu in the top ribbon. Note: for the features in the Manager menu to function properly, Restaurant Managers must have a Default Location assigned on their User record.  If no Default Location is assigned, no comment boxes will appear on the Daily Comment screen.   Daily Comment … Continued

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Manager Log Overview

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Overview The Manager Log Module in Restaurant365 is a fully integrated Log application.  It provides a one stop screen for your Restaurant Managers.  Within the Manager Log, DSS data can be viewed and updated at a glance, Logs can be created and recorded with ease, recurring Task Lists can be utilized and tracked, and Document Libraries can sort and store Restaurant Operations documents.  To activate the Manager Log Module, please contact your Sales Representative, or Restaurant365 support (support@restaurant365.net). To get started using Manager Log, follow these setup steps: Verify that Manager Log is active.  Inspect the module selector for ‘Manager Log’, … Continued

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Manager Log: Calendar View

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  This article is part of the Manager Log Module training.  Click here for more information on the Manager Log Module   Calendar View The Calendar View is the default view in Manager Log.  On this screen, a User can see summary data for one Location, or several Locations.  Click on the Location selector to view more than your default Location   Calendar Days The Calendar View displays the following data for each date in the selected date range: SLS – Sales for selected Locations PY – Prior Year Sales with a percentage change calculation SPLH – Sales per labor hour Weather … Continued

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Manager Log: Creating Log Entries

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  This article is part of the Manager Log Module training.  Click here for more information on the Manager Log Module   Intro This article will explain how to Create a Log Entry.  Logs can be entered on both the Browser and R365 Mobile App versions.  In this article we will demonstrate both, starting with Browser.  Scroll down for the Mobile App Instructions Click here to for a similar article on Using Task Lists   Browser Instructions Step 1: Login to R365 Log in to R365 and navigate to the ‘Manager Log’ module by selecting ‘Manager Log’ in the module selector   Step 2: Select … Continued

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Manager Log: Daily Overview

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  This article is part of the Manager Log Module training.  Click here for more information on the Manager Log Module   Opening the Daily Overview The Daily Overview screen provides all the detail that cannot be displayed on the Calendar View.  A User can load the Daily Overview for any selected day, by clicking on the day in the Calendar View.  Alternatively, the Daily Overview for the Current day can be opened by clicking ‘Daily Overview’ in the left nav   Daily Overview Screen   There are five sections within the Daily Overview.  They are as follows: Sales & Labor Summary Tasks … Continued

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Manager Log: Document Library

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  This article is part of the Manager Log Module training.  Click here for more information on the Manager Log Module   Adding Documents to the Document Library Hover over the ‘Mgr Log’ menu and select ‘Add to Document Library’.  Select and upload the Document in the ‘Upload Document’ prompt.   File Types The recommended file type for uploads is .PDF, however the following file types are acceptable: .PDF .DOCX .XSLX .PNG .BMP .JPG If you attempt to upload a file type that is not one of the accepted file types listed above, you will receive the following warning:     Document Details A … Continued

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Manager Log: Flagged Entries View

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  This article is part of the Manager Log Module training.  Click here for more information on the Manager Log Module   Flagged Entries View Flagged Entries are Tasks and Log Entries that require additional followup.  The Flagged Entries View provides an instant consolidated view of all Flagged Entries throughout Manager Log.  Click through any entry to open the full entry and provide any additional update or follow-up entries or tasks.   Flag / Unflag an Entry for Review To flag an entry or task, a User simply has to click the flag icon on the entry or task.  This will immediately move the entry … Continued

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Manager Log: Link To Types

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This article is part of the Manager Log Module training.  Click here for more information on the Manager Log Module   Link To Types allow Manager Log entries to be directly linked to another record through R365.  For example, a ‘Note’ with the Log Category of ‘Employee’ would have the ‘Employee’ link to type.  Therefore, the ‘Note’ would appear on the Employee Record, as well as all places where the note is visible/accessible. This table contains all of the current Link To types:

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Manager Log: Log Categories

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This article is part of the Manager Log Module training.  Click here for more information on the Manager Log Module   Log Categories allow Users to separate Log entries in to specific categories for easy sorting and follow up.  Log Categories are also selectable from the ‘Mgr Log’ menu in the top ribbon, allowing you to customize the options in the ‘Task’ and ‘Note’ sub-menus. To create and manage Log Categories, a User must have the ‘Accounting Manager’ or ‘Manager Log Creator’ security roles.  Click here for more information on Assigning Security Roles   Log Categories List Expand the ‘Administration’ subsection in … Continued

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Manager Log: Logs View

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  This article is part of the Manager Log Module training.  Click here for more information on the Manager Log Module   Creating Log Entries This article will describe the fields on the ‘Logs View’.  Click here for instructions on Creating Log Entries   Logs View The Logs View allows you to view and filter all Log Entries by Location and Log Category.  On this screen, a User can set the following:   which Locations to display Start Date End Date   Next a Log Category can be selected to display only Log Entries that have been assigned to that Log Category   Category View Once … Continued

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Manager Log: Task List Setup

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This article is part of the Manager Log Module training.  Click here for more information on the Manager Log Module   Task Lists are User created lists that can be put to use manually, or scheduled for regular reoccurring use.  Task Lists can be assigned to a Location or set of Locations.  Uncompleted tasks can be auto-closed as ‘incomplete’.  Tasks cannot be deleted from a Location once they have been assigned to that location for that day. To create and manage Task Lists, a User must have the ‘Accounting Manager’ or ‘Manager Log Creator’ security roles.  Click here for more information on Assigning Security … Continued

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Manager Log: Task Lists View

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  This article is part of the Manager Log Module training.  Click here for more information on the Manager Log Module   Using Task Lists This article will describe the fields on the ‘Task List View’.  Click here for instructions on Using Task Lists   Task List View The Task List View allows you to view and filter all Tasks and Task Lists.  On this screen, a User can set the following: which Locations to display which Task Lists to include ‘Open’ or ‘Completed’ tasks Start Date End Date   Depending on the Date range selected, the ‘Before Today‘ section and Tasks will … Continued

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Manager Log: Using Task Lists

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  This article is part of the Manager Log Module training.  Click here for more information on the Manager Log Module   Intro This article will explain how to use a Task List.  As task lists can be used on both the Browser and R365 Mobile App versions, we will demonstrate both, starting with Browser.  Scroll down for the Mobile App Instructions Click here to for a similar article on how to Create Log Entries   Browser Instructions Step 1: Login to R365 Log in to R365 and navigate to the ‘Manager Log’ module by selecting ‘Manager Log’ in the module selector … Continued

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Managing Menu Items

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Menu Item Analysis Menu Item Analysis has the following benefits: Visually review the performance of each menu item with ease Analyze menu items with greater efficiency Easily see where you are doing well and where you can improve Setup Menu Items The Menu Item Analysis has two main components that need to be setup – Menu Items and Menu Item Links Menu Items Allows the user to set the details for each Menu Item including: Estimated Cost, Price, Target Margin, etc. Menu Item Links Allows the user to link together more than one item. This is especially helpful when the … Continued

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Manual Payment

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A Manual Payment is used for creating a single Ap Payment for a single Vendor.  Manual Payments can be created before the corresponding AP Invoice has been entered in to Restaurant365. To create a Manual Payment, hover over the Vendor menu in the top ribbon and select ‘Manual Payment’.  A blank AP Payment form will open in a new tab   Manual Payment Enter a Manual Payment Select the Checking Account that will provide the funds for the AP Payment.  The Number field will populate with the next check number for the selected Account.  The Location will populate based on the … Continued

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Manually Delete DSS

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To manually delete a DSS file, a User must have the primary security role of ‘Accounting Manager’ or the secondary security role of ‘Master Record Delete’.  Click here for more information on Security Roles A User with the requisite security would navigate to the Daily Sales Summary list view in the Operations Module, select the DSSs that will be deleted, and click the ‘Delete Selected’ button in the filter ribbon Important Notes / Warnings:  The Deletion process can take several minutes.  Once clicking ‘Delete Selected’, do not refresh the page or hit the refresh arrows on the table.  Many records … Continued

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Mass DSS Review

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The Mass DSS Review makes it easy to review and approve the Daily Sales Summaries. Go to ‘Account’ in the Top Ribbon and then select ‘Mass DSS’ In the Mass DSS Review screen, you can select the location, Start Date, and End Date. Set a specific timeframe and click on the Get DSS button to get the respective records. There is also a check box to only show the Unapproved Transactions. It will then show 3 tabs DSS, House Accounts, and Missing DSS. DSS Tab – Review each row for the correct Net Sales and Deposit information. To see more information … Continued

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Mass Invoice Entry

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Purpose:  The Mass Invoice Entry screen is designed to make manual entry of Vendor Invoices as quick as possible   Step 1: Open the Mass Invoice Entry screen Vendor -> Mass Invoice Entry Step 2: Set the Location The User’s default Location will be set by default.  If necessary, change the Location that the Invoices will be entered for Step 3: Enter Invoices Enter the Header and Footer information Enter the Detail information Click ‘Next Invoice’ to add all the entered information to the Invoices Grid.  Do not click ‘Next Invoice’ until ready for the next Invoice   Header Information: 1) Vendor … Continued

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Memorized AP Transactions

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AP Transactions can be memorized as transaction templates to be used again in the future.  In addition to creating a transaction template, Memorized Transactions can be scheduled and automatically created. Memorize an AP Transaction To begin, create an AP Transaction that will be memorized and saved as a template. Enter all the details in to the AP Transaction.  Certain values, such as the Invoice Number, will vary with each use.  When a Memorized Transaction template is used, it will be created with a status of Unapproved.  The necessary updates can be made before the transaction is Approved. As a best practice, … Continued

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Move Account List From Quickbooks to Restaurant365

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If you use Quickbooks and are now setting up Restaurant365, moving your account list over is easy.  Just follow the steps below: In Quickbooks go to Reports – List and run the Account Listing report On this report click Excel at the top of the window and choose Create New Worksheet On the window that pops up select “Create a comma separated values (.csv) file” and then click Export In the window that pops up give the file a name and note where you are saving the file Account Numbers are required in Restaurant365 so if you weren’t using account numbers in … Continued

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Move Customer List From Quickbooks to Restaurant365

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If you use Quickbooks and are now setting up Restaurant365, moving your customer list over is easy.  Just follow the steps below: In Quickbooks go to Reports – List and run the Customer Contact List report On this report click the “Customize Report” button in the upper left corner In the window that pops up, in the Columns box, select the following columns (and uncheck any others that might be selected).  Be sure to choose this exact list of columns, then click OK Active Status, Customer, Phone, Fax, Contact, Bill From 1, Bill From Street 1, Bill From Street 2, Bill From City, … Continued

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Move Vendor List From Quickbooks to Restaurant365

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If you use Quickbooks and are now setting up Restaurant365, moving your vendor list over is easy.  Just follow the steps below: In Quickbooks go to Reports – List and run the Vendor Contact List report On this report click the “Customize Report” button in the upper left corner In the window that pops up, in the Columns box, select the following columns (and uncheck any others that might be selected).  Be sure to choose this exact list of columns, then click OK Active Status, Vendor, Phone, Fax, Contact, Bill From 1, Bill From Street 1, Bill From Street 2, Bill From … Continued

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My POS auto-import didn’t run last night

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My POS auto-import didn’t run last night The most common reason your auto-import of your Point-of-Sale (POS) data into Restaurant365 didn’t run when scheduled, is the password has been changed or reset on the user account for the machine. The user account is used in the Schedule Task to run the auto-import with Restaurant365.To update the password in the Scheduled Task, follow these steps: 1. Open the Scheduled Task 2. Enter the New Password 3. Test by Running the Scheduled Task 1. Open the Scheduled Task. On the machine that runs the integration, go to Programs>> Accessories>> System Tools>> then … Continued

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My Reports Overview

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  Overview My Reports is the home to all reports in Restaurant365.  Reports are sorted and displayed on tabs that group the reports together, including User defined ‘Favorites’.  In order to view or access any report, a User must first be assigned to a Report Role that contains the specific Report.  Users will not be able to view, or run, any Reports that are not part of that Users’ Report Role.  Report Roles can be created and managed by an administrator and can be assigned to as many or few Users as needed. Security Users with the security role of … Continued

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My Reports: Assigning Report Roles

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Report Roles grant access to specific Reports found in ‘My Reports’.  Click here for more information on My Reports   Assign Report Roles Report Roles can be be assigned using two different methods: Manually on the User Record Using ‘Mass Role Update’   Assign on User Record User Records are located in the ‘Users’ list in the ‘Administration’ subsection of the Accounting Module.  Open the User Record of the User that will have the Report Role assigned and navigate to the ‘User Roles’ tab. User Report Roles are located in the section located to the right of the tab.   … Continued

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My Reports: Report Roles Setup

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Report Roles must be created in order to access the Reports located in ‘My Reports’.  Click here for more information about My Reports Alternatively, if all users will need access to ‘All Reports’, this can be set on the User Record.  Click here for more information on granting access to ‘All Reports’   Setup Report Roles Navigate to the Report Roles Setup screen to Create and View Report Roles Hover over the ‘Administration’ menu in the Top Ribbon, then hover over the ‘Users & Security’ sub-menu and select ‘Report Roles Setup’.  The Report Roles Setup page will load in a new … Continued

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My Reports: Using ‘My Reports’

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In order to view and run Reports found in My Reports, a User must first have a Report Role assigned to their User Record.  Click here for more information on My Reports   Using My Reports Navigate to ‘My Reports’ by clicking on ‘My Reports’ in the left nav area of any Restaurant365 Module.   Report Category Tabs Each Report is grouped in to a Category tab within My Reports.  Click on the tab to navigate to the category and see and run reports within that group.  Additionally, a User can search the entire Reports list (regardless of which Report … Continued

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New Journal Entry

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This tutorial will walk you through the necessary steps for creating a New Journal Entry. Note: If you are entering a large journal entry, like a Payroll Journal Entry from your payroll provider, you may want to use the ‘Journal Entry Import Function’. This functionality will you allow to import a pre-defined template specific to your providers journal entry details. Click on this link to access the Importing Journal Entries tutorial. You can also use the ‘Memorized Transaction’ function, that allows the user to create a Journal Entry Template that can be used over and over again. Click on this … Continued

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P&L Comparison Screen

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  Overview The P&L Comparison Screen is a report found in the ‘Reports’ subsection of the ‘Operations’ module.  Only Users that have been assigned the ‘P&L Comparison Screen’ security role will see and be able to run this report.  What makes this report unique, is the ability for your Restaurant Managers to see and compare the P&L numbers to all other Locations in your Restaurant group.  This is accomplished without granting those Users access to the other Locations and Data.  The data that is returned is anonymized by replacing the Location Name / Number with a generic ‘Location #’ value.  This … Continued

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Parent Accounts & Child Accounts

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GL Accounts can have a specified Parent Account (effectively making them a Child Account).  Parent Accounts allow users to group Sub-Accounts under one main Summary Account for subtotal and visual grouping on Financial Reports.  To assign a Parent Account to a GL Account, select the Account Name of the desired Parent Account on the GL Account Record A Parent Account can have as many Child Accounts as desired. Restaurant365 will support up to four levels of Parent/Child Accounts. For example: 1) Labor 2) –> Hourly Labor 3) –> –> BOH 4) –> –> –> Kitchen Child Accounts will be indented … Continued

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Paycom & R365 Payroll Integration Instructions

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   &       R365 and Paycom have teamed up to create a seamless payroll integration that will automate the following processes: R365 will electronically deliver Employee Punch Data, which has imported from your POS systems, to Paycom with a single click When payroll processing is complete, Paycom will automatically export the Payroll Journal Entry based on a schedule set within Paycom. All exported files will be automatically imported in to R365 R365 will provide an option to automatically overwrite R365 Employee records with Paycom Employee setup data, allowing you to centrally manage all of your employee data in Paycom … Continued

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Paying Your Credit Card Bill

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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 options in Restaurant365 to accomplish this. Option 1 – Credit Card paid with Auto Pay. If your Credit Card bill is paid with Auto Pay you will need to record a ‘Bank Transfer’ (Banking>>Transfer).   A new Window will open titled ‘Bank Transfer’. The ‘Number’ field will be auto populated, ‘Transfer From’ is the Bank Account used to pay … Continued

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Payment Terms

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Payment Terms are used throughout Restaurant365 to specify the Terms in which a payment should be received.  There are five Payment Term Pre-sets that exist when the system is created.  Apart from those five payment terms, users will need to create and manage the Payment Terms necessary for their organization. Create Payment Terms To Create a new Payment Term, hover over Administration on the top ribbon, and click New Payment Term.  Additionally you can type in the name of a Payment Term in any Payment Terms selector boxes (on Customer, AP/AR Invoices etc.) and if the record does not exist, … Continued

Posted in Accounts Payable, AP Transactions, Vendors, Accounts Receivable, Customers, AR Transactions | Comments Off on Payment Terms

Payment Type Accounts Overview

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Purpose & Overview:  Payment Type Accounts are required for all POS integrations to Restaurant365 in the same way Sales Accounts are. A Payment Type Account’s purpose is to tell Restaurant365 what GL Account to debit when accounting for individual sales tickets imported from the POS. It is a ‘mapping’ of tenders, discounts, and other offsets/reductions to the sale of goods in the POS system, to a Restaurant365 GL Account. Here is a diagram & example: The Restaurant365 POS integration automatically creates unique Payment Type Account records (in R365) for every payment & discount from sales tickets imported from the POS … Continued

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Payroll Journal Entry Overview

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Payroll Journal Entry Overview 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. Labor accrual entries are made from two sources: hourly wages through the POS integration by way of Job Titles and salaried wages through set daily accruals amounts on the Location setup.There are two unique fields on the Payroll Journal Entry transaction that set it apart from the normal Journal Entry transaction. There is a place to … Continued

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PDF Report/Check Now Prompting You to Save

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Each time you create a PDF in the system such as running a report or printing a check, that PDF is saved by default in your downloads folder. For example if you print a check, it saves in the downloads folder as Check. If you print another check it saves as Check (1), the next time as Check (2), then Check (3) etc. The limit to these files being downloaded is 101. Consequently, when you reach Check (100), a new dialog box will appear prompting you to save the file instead of downloading it as it did before. The same … Continued

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Performing a Stock Count via Browser

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Stock Counts (Inventory Counts) are essential in the Restaurant365 Operations Module.  Through the use of Stock Counts, Users can obtain an accurate snapshot of the inventory in their restaurants.  A completed Stock Count becomes the Inventory Journal Entry in the Accounting Module with the distribution being calculated automatically and recorded on the Stock Count.  Additionally, the quantities entered on Stock Counts are utilized in several reports in Restaurant365.  Click here for more information on Stock Counts in Restaurant365 The process of Creating and Entering in a Stock Count via Browser is outlined below:   Navigate to Stock Count Template List The … Continued

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Performing a Stock Count via Mobile App

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           Stock counts can be performed on a mobile device using the Restaurant365 Mobile App available for iOS and Andriod devices. Click here for more information on Stock Counts in Restaurant365 Click here for more information on how to download and use the R365 Mobile App Users will be able to perform inventory counts using Stock Count Templates that have been previously created inside the full version (web) of Restaurant365     Navigate to Stock Count List Once logged in, click the button in the top left corner and select Stock Counts.  This will take you to … Continued

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Period Purchases Analysis by Vendor

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Displays total purchases by Vendor and then by GL Account for any given period for any combination of locations.  Breaks out the purchases by week during the period and has totals for each week, each vendor, and the period.  Drill down  into any source transaction.

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POS Integration Overview

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Restaurant365 integrates with many POS systems. Here is an overview what the integrations create in Restaurant365 each time it is run:   System Requirements – The machine housing the integration must have at least .net 4.0 and Internet Explorer 9. Frequency – The integration can be configured to run automatically each night. It can also be run on-demand at the end of the day by one of the store managers. Data Flow – The integration is a one-way integration from the POS system to Restaurant365. Restaurant365 does not pass any information back to the POS system. Data – The integration … Continued

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POS Integration Settings – Location Record

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The POS Integration is governed by a number of Settings in Restaurant365.  These settings reside on various screens and can be accessed and updated by a User with the ‘Accounting Manager’ security role.  Click here for more information about POS Integration Settings Several elements of the POS Integration Settings are managed on the various tabs of the Location Record.  This article discusses settings relevant to POS Integration Settings.  The majority of the content here comes from the Location Setup and Overview article General On the General tab of the Location Record, the POS Import Type is established.  Upon making a selection, … Continued

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POS Integration Settings – Overview

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The POS Integration is governed by several settings in Restaurant365.  These settings reside on various screens and can be accessed and updated by a User with the ‘Accounting Manager’ Primary Security Role and ‘User Setup’ Secondary Security Role.  The following articles detail the screens where POS Integration Settings can be accessed and updated as needed Preferences Screen Location Record POS Groups     *Click here for more information on all settings located in System Preference

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POS Integration Settings – POS Groups

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  Overview POS Groups are groupings of Concepts or POS Systems.  POS Groups are exclusively used as a form of POS System Payment Type Separation and POS System Sales Account Separation.  Separating Payment Types / Sales Accounts by POS Group is particularly useful for large organizations with multiple concepts.  In place of managing several hundred Payment Types or Sales Accounts from across the entire organization, now Payment Types and Sales Accounts can be managed by Concept through POS Groups.  Click here for more information on POS Integration Settings   Steps to Create and Assign POS Groups Step 1 – Select ‘POS Group’ in … Continued

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POS Integration Settings – Preferences Screen

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The POS Integration is governed by a number of Settings in Restaurant365.  These settings reside on various screens and can be accessed and updated by a User with the ‘Accounting Manager’ security role.  Click here for more information about POS Integration Settings Several elements of the POS Integration Settings are managed on the ‘Miscellaneous’ tab of the ‘Preferences’ screen. To open the ‘Preferences’ screen, hover over the ‘Administration’ menu in the top ribbon and select ‘Preferences’   Doing so will open the ‘Preferences’ screen in a new tab.  Upon loading, navigate to the ‘Miscellaneous’ tab to make any desired adjustments. Legend: … Continued

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Positive Pay

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Positive Pay Overview 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 service offered by many banks to ensure that only approved checks can be cashed. Setup: The positive pay export format is set on the Bank record. Access the bank record by opening the bank account that will use positive pay (left hand side navigation pane: Accounting – … Continued

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Positive Pay Reports

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Positive Pay Exports can be produced on the Check Run.  In order to produce the Positive Pay Export file, the Positive Pay Report must first be assigned on the Bank Record.  Click here for information on ACH Reports Type in the name of the Positive Pay Report in to the Positive Pay Report field   In the following table are the current Positive Pay Report names, along with a sample export file for each Report.  Each of these output files were produced on 10/14/16 using the following sample data: Vendor Name: Generic Vendor Payment Date: 10/14/16 Checking Account: 1015 – Checking 1 Location: Generic … Continued

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Print 1096 Tax Forms

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Per the IRS tax code, certain vendors must be classified as 1099 Vendors. Having 1099 Vendors requires those purchasing from them to submit a 1099 tax form. A 1096 tax form acts as an additional informative document for the IRS. Form 1096 primarily contains information relating to the Legal Entity that has made payments to 1099 vendors.  If a 1096 form is required in addition to 1099 tax forms, these can be prepared and printed in Restaurant365. Click here for more information on Printing Form 1099   Form 1096 1) Filer’s Name – Name and address of the Legal Entity 2) … Continued

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Print 1099 Forms

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Restaurant365 can create and generate 1099 forms for your 1099 Vendors (Vendors you pay in excess of $600 in a calendar year). 1099 Vendor Setup To use the 1099 Form feature, the Vendor must first be established as a 1099 Vendor.  To do so, open the Vendor Record, and navigate to the Vendor Additional Info tab.  Select the correct 1099 box in the dropdown, and enter the Tax ID information for the Vendor. Click here for more information about Taxpayer Identification Numbers (TIN) from IRS.gov. Blank 1099 Stock 1099 Forms are available from the IRS free of charge (4 to … Continued

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Printing Checks

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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 checks also offer additional convenience, allowing you to print multiple checks to multiple Vendors in a single check run.  The blank check stock can be used for multiple checkbooks and multiple Check Runs all without the need to change the check stock in the printer. Before you can print checks using Restaurant365, Bank Accounts must be setup correctly, and the required check stock, … Continued

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Profit & Loss – Actual Plus Forecast

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Displays each month of the year with actual values for past months and budget values for future months.  Totals these two together to show what the company is ‘on-track’ to do for the year verses the original budget.  Displays variance and % columns. May be filtered by location(s) or legal entity.

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Profit & Loss – Custom Date Range

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Profit & Loss report for any date range specified by the user.  Can run the report for any combination of locations, legal entities, or concepts.

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Profit & Loss – Location Side by Side

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Shows week, period, or YTD totals for any combination of locations side by side with a total column.  Can drill down into any transaction to view source transactions.

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Profit & Loss – Operations Statement

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Shows weekly profit and loss for any combination of locations for one period with comparison to period budget (with variances) and comparison to period prior year (with variance.)

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Profit & Loss – Period & YTD v Budget

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Displays each of the periods in the year selected with a YTD total, YTD budget total, and a variance column.  The budget can be selected and the report can be filtered for any location(s) or legal entity(s).

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Profit & Loss – Period & YTD v Budget & Prior Year

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Displays the period v budget and prior year with variances and the YTD as of the period selected with YTD budget and YTD prior year with variances.  Can filter by any combination of locations or legal entities.

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Profit & Loss – Period v Budget v Prior

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Displays period, budget, and prior year totals with variance %’s for each.  Can be run for any combination of locations, legal entities, or concepts.  Can be run in detail or summary and has drill down into any source transaction.

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Profit & Loss Formatting

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There are two aspects to Profit & Loss report formatting: Column layout Row format  Which column layout you use is selected from the dropdown when you run the report.  Column layouts are not customizable and examples are a column that shows period totals, another might show YTD, another might show locations side by side, etc.   The row format is customizable by your organization and this article will describe the customizable options and the steps to customize it. Elements of Row Format on P&L GL Account – Accounts make up the majority of rows on the P&L.  They will be indented different … Continued

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Purchase Analysis by Vendor

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Purchasing transaction totals by vendor and then individual transactions with columns for COGS Type side by side.  Columns are clickable to see GL Accounts within those types side by side.  Drill down to any individual transaction from the report.

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Purchased Item Record

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Updated Article coming soon.  Click here to see existing training on this topic

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Recently Modified Articles

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Recently Published Articles

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Recipe Cost Breakout Report

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Shows Cost breakdown of each menu item by COGS categories. This report is very helpful with the set-up of Recipes. It will identify any recipe that was set-up incorrectly.

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Recipe Costing

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Recipe Recipes are item records where Type = Recipe To view recipes, go to Operations – Inventory – Recipes in the left hand ribbon and open the desired record. To create a new recipe go to ‘Item’ in the top ribbon, then select ‘New Recipe’ and a new ‘Recipe’ window will open. Fill in the following fields for each new recipe: Fill out required fields: General Tab Name (required) Available In Inventory One key field is the Available In Inventory check box on the General tab.  If checked this allows you to have this recipe on Stock Counts, Item Transfers, and Waste Log … Continued

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Reconciling Credit Cards

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In order to reconcile a credit card, the credit card must be set up like a bank account so that you can create reconciliations for that account. For more information on setting up accounts click here. After you have set up the credit card as a bank account and have began to accrue activity, you will start a bank reconciliation for that account. For more information on bank reconciliations click here. The main thing to remember when starting a bank reconciliation for a credit card account, is that the credit card is a liability. Consequently, you will need to change the beginning and … Continued

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Recording American Express AMEX Charges

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Step 1: Record your AMEX Charges Option 1: To record an individual invoice received for a specific vendor that you put on your AMEX card Create an AP Invoice for the vendor for the amount of the invoice. Next, Use the ‘Pay Bill’ Function to create an AP Payment. Click on ‘Pay Bill’ in the top Ribbon. A new window will open. Select the appropriate ‘Payment Date’ and click on ‘OK’ A new window will open. Select your AMEX account as the ‘Bank Account’ and click on ‘OK’ A new window will open. Since we we are not actually going … Continued

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Reports – Bad Request Message

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Receiving a Bad Request message like the one pictured below when running reports means your computer has too many cookies stored and they need to be cleared. In order to free up cookie space you should clear your browser cookies.  You can do that in Chrome by hitting Ctrl+Shift+Delete then in the popup window (screenshot below) select the first dropdown box as “Beginning of Time” and then check the box below that for “Cookies and other site and plugin data” and then click the “Clear Browsing Data” button.

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Restaurant Accountant Training Outline

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Navigation and Reports Working with Lists Accounting Reports Setting Up “My Reports” Formatting Reports General Ledger Adding a GL Account New Journal Entry Payroll Journal Entry Overview Importing Journal Entries Budgets Budgeting Overview Adding A New Budget Editing A Budget Deleting A Budget Accounts Payable Adding A New Vendor Entering AP Invoices Mass Invoice Entry Importing AP Transactions Creating A Memorized AP Transaction Entering An AP Credit Memo Manual Payment (Pay One Vendor) Check Run View Credits Button On The Check Run Check Run Field Descriptions Printing MICR Checks Company Address On Check Check Signature Printing ACH Payment Set-up Banking … Continued

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Restaurant Financial Reports

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Click on the links to view the Restaurant Financial Reports: Balance Sheet Balance Sheet – Side by Side Bank Reconciliation Report Cash Flow Statement Check Register Report GL Account Detail Report Profit & Loss – Trailing 12 Month Report Profit & Loss – Actual Plus Forecast Profit & Loss – Custom Date Range Profit & Loss – Location Side by Side Profit & Loss – Operations Statement Profit & Loss – Period & YTD v Budget Profit & Loss – Period & YTD v Budget & Prior Year Profit & Loss – Period v Budget v Prior Year Trial Balance

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Restaurant Manager Key Reports

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Key Reports For Restaurant Managers Sales Reports Labor Reports Inventory Reports Location Reports        

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Restaurant Manager Training Outline

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Here are the key videos and articles for Restaurant Manager Training Navigation Working with Lists Restaurant Operational Reports Sales Daily Sales Summary – Manager Purchases Entering Invoices At The Restaurant Location Manager Mass Invoice Entry Importing AP Invoices Inventory Stock Count Overview Stock Count Templates Performing A Stock Count via Browser Performing A Stock Count via Mobile App Entering An Item Transfer New Waste Log Entry  

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Restaurant Operational Reports

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Restaurant Operations reports are divided into seven different categories: 1. Inventory 2. Sales 3. Labor 4. Vendor 5. Customer 6. Human Resources 7. Location Inventory Reports:       Item Cost % Breakout Item Cost Analysis – Location Side by Side Item Theoretical Quantity Analysis Item Theoretical Cost Analysis Item Price Verification Item Price Change Analysis Stock Usage Period Purchase Analysis by Vendor Daily COGS Activity Purchase Analysis by Location Purchase Analysis by Vendor Stock Count Quantities Recipe Cost Breakout Report Sales Reports: Average Gross Sales & Ticket Count Report Average Sales by Hour Menu Price Analysis Menu Item Analysis Labor Reports: Sales … Continued

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Restaurant365 Display Settings

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When the browser window is too constrained to properly display all of the menu options in Restaurant365 ribbon, the ribbon will collapse in to a selectable menu to conserve screen space. This is by design and is a result of Restaurant365’s responsive design.  To display the top ribbon in its entirety, one of three things must occur: 1) The browser window must be resized 2) The visible area zoom in the browser must be altered 3) The resolution settings on the end user’s computer monitor must be adjusted The recommended resolution settings for the use of Restaurant365 are to use a minimum of … Continued

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Restaurant365 Mobile App

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Various functions can be performed via a mobile device and the Restaurant365 mobile App available for iOS and Andriod devices   Downloading the App Restaurant365 User can get this App from the Google Play store for Andriod and from the App Store for iOS by searching for ‘Restaurant365’ App Store:       Google Play Store:       Logging In Upon downloading and opening the App the User will be presented with a login screen where they can enter the same username and password used to access the full version of Restaurant365.  The R365 URL field will populate with the R365 customer … Continued

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Restaurant365 Recommended Computer Specs

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By design, Restaurant365 is accessible from any internet connected device via a web browser.  Restaurant365 was written to perform optimally in the Google Chrome web browser, and it is recommended that all users access Restaurant365 from the Google Chrome browser.  Click here to learn more about Google Chrome   WINDOWS APPLE Operating System Windows 7 Home Premium, Professional, or Ultimate Windows 8 or 8.1 Windows 10 Home or Pro Macintosh OS 10.9.5 or higher Processor Type MINIMUM Core i3 Processor RECOMMENDED Core i5 or i7 Processor MINIMUM Core i3 Processor RECOMMENDED Core i5 or i7 Processor Memory MINIMUM 4 GB RAM … Continued

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Sales Accounts Overview

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Purpose and Overview: Sales Accounts are required for all POS integrations to Restaurant365 in the same way that Payment Type Accounts are. A Sales Account’s purpose is to tell Restaurant365 what GL Account to credit when accounting for individual sales tickets imported from the POS. It is a ‘mapping’ of POS Sales Categories and POS Service Types to a Restaurant365 General Leger Account. Here is a diagram & example: The Restaurant365 POS integration automatically creates unique Sales Account records (in R365) for every combination of Sales Category and Service Type from sales tickets imported from the POS to R365. Each … Continued

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Schedule Calendar

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The schedule screen is a calendar with weekly or daily views of the schedule.  From this screen you can manage employee shifts in a simple drag and drop form.  To access this form go to Scheduling – Schedule in the left hand navigation pane and the schedule calendar will be shown in the center portion of the screen.  The elements of this window are described below. Header Fields There are a few fields and buttons at the top of the screen that allow you to select which schedule you want to view and how you want to view it.  At … Continued

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Scheduling Overview & Security

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  Overview The Scheduling module is a full scheduling software to manage Employee schedules.  There are two separate functions within the Scheduling module in Restaurant365: Manager functions: Restaurant Managers can create the schedule, send out text/email alerts to Employees for Scheduled Shifts, alert Employees of Open Shifts, manage Employee info (including uploading pictures and availability), sending out Announcements to Employees, and review the ‘Schedule vs Actual’ reports. Employee functions: restaurant Employees will most commonly access the Scheduling module through the R365 Mobile app.  Employees will also have access to a limited-use ‘Employee Portal’ that is accessed using a web browser.  Employees can check their … Continued

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Scheduling: Announcements

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This article is part of the Scheduling Module training.  Click here for more information on the Scheduling Module   A manager can make announcements for employees at their location.  They can also decide to send the announcement out and which employees it should be sent to, and it will be sent using each employee’s preferred contact method (text or email or both). To create a new announcement go to Scheduling – New Announcement in the top ribbon.  An image of the announcement form is shown at the bottom of this post.  The fields of the announcement form are explained below Announcement … Continued

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Scheduling: Calendar View

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  The Schedule screen in the Scheduling Module is a Calendar with Weekly or Daily views of the Schedule.  From this screen Employee Shifts can be managed in a simple drag and drop form.  To access this form navigate to the Scheduling Module, then select ‘Schedule’ in the left hand navigation pane.  The Schedule Calendar will be shown in the center portion of the screen.  The elements of this window are described below. Header Fields There are several selectors and buttons located in the Header that allow the User to select which Schedule to view and how the Schedule will be … Continued

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Scheduling: Job Responsibilities

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This article is part of the Scheduling Module training.  Click here for more information on the Scheduling Module   Job Responsibilities allow you to put more detailed qualifications on a job and specify which employees have those qualifications.  Then when assigning shifts you can tell which responsibilities/qualifications are required and limit which employees are eligible for that shift.  These can be used in a number different ways including to record certifications and skills for specific employees that pertain to specific jobs. For example if you have a job called Cook but schedule where one shift is working the grill and another … Continued

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Scheduling: Local Events

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This article is part of the Scheduling Module training.  Click here for more information on the Scheduling Module   Local Events allow you to enter events happening in the area (local sporting event, conference, etc) that might effect the restaurant and these will show on the scheduling screen to help when scheduling. To create a new event you can either hand enter or import the list. To enter events go to Scheduling – New Event in the top ribbon. To import events go to Scheduling – Import in the top ribbon and then select Event in the Options dropdown.  Click here … Continued

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Scheduling: Mobile Features for Managers

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This article is part of the Scheduling Module training.  Click here for more information on the Scheduling Module   Managers can do many of the scheduling functions from within the mobile app.  Download the iOS or Android app from your app store to install on your mobile device.  Login to the app for managers uses the same user login and password they use to login to through a web browser.  Click the menu button (orange arrow below) to show all the options available to the manager in the app.   Scheduled Now This is a quick view of who is … Continued

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Scheduling: Requests

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This article is part of the Scheduling Module training.  Click here for more information on the Scheduling Module   In the scheduling module employees and managers can communicate about requests for shift trades, drops, time off, and claiming an unassigned shift.  This can be done both in the mobile app and from the web browser.  Each function will be described below and differences between mobile and web will be pointed out. Request alerts are sent view email or text or both, depending on the Preferred Contact Method field on the employee record.  For manager alerts, the employee who receives those is the person … Continued

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Scheduling: Scheduled Now View

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This article is part of the Scheduling Module training.  Click here for more information on the Scheduling Module   The Scheduled Now view is designed to give a quick list of which employees are scheduled to be working right now.  You can also change the date and time to see which employees will be working at other times as well.  For a more detailed view of the schedule, go to the Schedule form instead which will show the full schedule. This is accessed by going to Scheduling – Scheduled Now in the left hand navigation pane and the view will be … Continued

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Scheduling: Shifts

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This article is part of the Scheduling Module training.  Click here for more information on the Scheduling Module   Shifts are the detailed employee assignments on the schedule.  The shift form is generally opened as a popup window on the schedule screen, but can also be opened from other places in the application as described below. Creating a Shift New shifts can be created in 2 ways from the schedule screen and 1 other spot in the system: Double click any blank cell on the schedule or right click a blank cell and select Add (circled in orange in image below) … Continued

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Searching Transactions For Specific Amount, Date, Location, Etc

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The easiest way to find transaction details when you know 1 or more criteria such as the amount, date, location, GL account, etc is using the Transaction Details list.  Searching by amount is most common so our example below will search for transaction details with the debit amount of $190.52.  Scrolling through this list you will see many columns with information about those transactions such as which bank reconciliation or deposit they’re on or if they’ve been matched to a bank activity record. Go to Transaction Details list under Accounting – Home – Transaction Details in the left hand navigation pane Scroll … Continued

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Security Role Descriptions

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Security Roles in Restaurant365 determine the access a User has in Restaurant365.  Security Roles are broken down by two types: Primary and Secondary.  Each User must have a Primary Role to be able to log in to the system.  Additional Secondary Roles can then be applied as needed to grant the User additional system access (additional modules, screens, features, menus etc.).  For steps on how to assign Security Roles to Users, please refer to the User Setup, Security, and Location Access training. Primary Roles Accounting Manager – Access to almost all functions in the system.  It includes access associated with … Continued

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Sell Only Items (Merchandise) sold through the POS with Recipe Costing

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For Sell Only items, items used exclusively/made available for AR Invoices, some added steps need to be taken to be able to sell those items through the POS and capture the costs using Inventory Counts and Recipe Costing. Preparing the Items First the Sell Only Item needs to be converted to a Purchased Item.  For Sell Only Items that have already been created in Restaurant365, this is a process that requires assistance from the Restaurant365 Support team.  If the items have not yet been created or imported in to Restaurant365, then in place of creating Sell Only Items, Purchased Items can … Continued

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Server Sales Analysis Report

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The Server Sales Analysis Report will provide key metrics for your servers.  The report can be filtered by Location, Date Range, Service Type, Day Part, and Server. Legend Server – Name of the Server Sales – Net Sales for the server. Green/Yellow/Red Dots – Will show Green if Server Avg Check is greater than or equal to the Total Avg Check, Yellow Dot will show if the Server Avg Check is less than the Total Avg check and above 67% of the Total Avg Check, Red will show if the Server Avg Check is 66% or less than the Total Avg … Continued

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Setting Up ‘My Reports’

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This training will walk you through the necessary steps for setting up the ’My Reports‘ page. The ’My Reports’ page provides a more customized report list for each user. Now, accounting administrators can create a favorite reports list that will include reports that are most often used by their company. The ‘My Reports’ view benefits include: Providing a shorter list of the reports users use the most frequently Location managers can now see reports that were before included on accounting only reports All newly published reports will be available in the ’My Reports’ page STEP 1: In any module (except Franchising), … Continued

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Setup: Organization – Welcome

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Welcome to the Restaurant365 Setup Assistant!  To start using Restaurant365, you will need to review and complete the required Steps of each Section in the Setup Assistant. To get started let’s review the navigation in our Setup Assistant window.   1) Header: The Header appears at the top of the Setup Assistant window. In the middle of the Header is the Setup Assistant title bar.   To the far right is the Close button (X).  You will only be able to close the Setup Assistant once all required Steps have been completed.   You will be able to return to … Continued

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Sites

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Sites are addresses of other locations that aren’t your restaurant locations.  Examples of sites might be other places you do events such as banquet halls, hotels, arenas and other areas you may schedule employees to work for offsite events/Catering Events.  Sites are used in the Scheduling Module and in the Catering Module. Scheduling To create a new site, go to Scheduling – New Site in the top ribbon. To access the list of existing sites, go to Scheduling – Sites in the left hand navigation.  You can open existing Site records by double clicking on the desired record.  This will open … Continued

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Split U of M

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Split U of Ms exist on the Vendor Item Record for the purpose of EDI integrations.  In the event of Split Cases on non-EDI Vendors, the correct U of M could be manually selected on the AP Invoice screen. When a Vendor Invoice is imported via EDI and the Vendor file has a Split Indicator, the EDI process can read and detect that the line item is a ‘Split’ case.  This capability exists for the following Vendors: Sysco US Food Service R365 Multi-Invoice Fintech (coming soon) The Vendor will prepare the invoice file with the split indicators in place.  To … Continued

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Stock Count Overview

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Overview Stock Counts (Inventory Counts) are essential in the Restaurant365 Operations Module.  Through the use of Stock Counts, Users can obtain an accurate snapshot of the inventory in their restaurants.  A completed Stock Count becomes the Inventory Journal Entry in the Accounting Module with the distribution being calculated automatically and recorded on the Stock Count.  Additionally, the quantities entered on Stock Counts are utilized in several reports in Restaurant365. To begin performing Stock Counts in Restaurant365 complete the following prerequisites: Create Inventory: Inventory exists in Restaurant365 as Purchased Items, and Recipes. Inventory can be Created in Restaurant365 or Created in Excel … Continued

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Stock Count Quantities Report

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Upon completing a Stock Count, the User has the option of running a ‘Stock Count Quantities Report’ from the ‘Action’ menu on the Stock Count   Selecting the ‘Print Stock Count Qty’ option in the ‘Action’ menu will open the report in a new tab.  The report will resemble the following sample report with a ‘Total by Inventory Account’ (GL Account) section, and Subtotals by Storage Location:     Click here for more information on Stock Counts in Restaurant365  

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Stock Count Record

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  The Stock Count Record is where Stock Counts reside in Restaurant365.  Stock Counts are created from Stock Count Templates, either via your Browser, or via the Restaurant365 Mobile App.  This article will describe all of the fields that are located on the Stock Count Record.  For more information on Stock Counts, refer to the Stock Count Overview   Stock Count Record /  Quick Details Tab The header information on a Stock Count is present at the top of the record no matter what tab is being viewed.  The Quick Details tab contains the screen in which Users will record … Continued

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Stock Count Templates

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Stock Counts with Multiple Count U of Ms

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Items Available for Inventory (Purchased Items and Recipes) have the option of utilizing multiple Count U of Ms for the purpose of Stock Counts.  For example, the Purchased Item ‘Romaine Hearts’ could be counted three different ways: ‘Case – 12/3 CT’, ‘Bag – 3 CT’ and ‘Bag (Chopped) – 2 LB’.  These Units of Measure are set on the ‘Inventory Cost’ tab of the Purchased Item Record, and when assigned, will appear as additional ‘Qty’ boxes on Stock Counts.  In order to utilize Multiple Count U of Ms, follow the steps outlined below.  Click here for more information on Stock Counts … Continued

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Stock Usage Report

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Upon completing a Stock Count, the User can run the Stock Usage report via My Reports to see metrics on Inventory Usage, Purchases, Sales and Inventory Turns.  To run the report, navigate to ‘My Reports’ and select the ‘Stock Usage’ report and click ‘Run’: Sample Report:   Click here for more information on Stock Counts in Restaurant365

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System Preferences Overview

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Overview System Preferences can only be accessed by Users with the User Setup Security Role.  On the System Preference screen, various System-wide Account, Location, Email Automation, POS Integration, and Reporting settings can be adjusted.  Changes made on the Preferences screen are put in to effect immediately upon saving Security To access the System Preference screen, a User must have the Secondary Security Role of ‘User Setup’.  This is a role that is typically reserved for one or two individuals in the organization to manage all User access to Restaurant365.  The User that would have ‘User Setup’ is typically a User with … Continued

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System Preferences: Accounts

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The ‘Accounts’ tab resides on the System Preferences screen.  Click here for more information on System Preferences.  On the Accounts tab, System-wide Account settings are set.  The values provided in these settings will be used as the Default Accounts throughout the System.   Legend: 1) Accounts Payable – set the Default Accounts Payable GL Account for all AP Transactions 2) Accounts Receivable – set the Default Accounts Recievable GL Account for all AR Transactions 3) Credit Expected – set the Credit Expected GL Account used on the ‘Vendor Credit Expected’ field on an AP Invoice transaction 4) Retained Earnings – set the Retained Earnings … Continued

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System Preferences: AP Automation

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The ‘AP Automation’ tab resides on the System Preferences screen.  Click here for more information on System Preferences. On the AP Automation tab, a specified Email address can be provided that will be monitored by Restaurant365 via POP3.  When emails with attachments are sent to the monitored Email address, Restaurant365 will recognize the attachment(s) and determine what actions can be taken.  Attachments that cannot be automatically imported as AP Transactions (EDI) will be routed to the Documents to Process list.  Note: Please refer to the AP Automation Overview as you prepare to utilize this useful feature in Restaurant365 Legend: 1) Email … Continued

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System Preferences: Location Additional Info

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  The ‘Location Additional Info’ tab resides on the System Preferences screen.  Click here for more information on System Preferences. Additional identifiers for a Location can be created on this tab of Preferences.  These identifiers will then be available on the ‘Additional Info’ tab of the Location Record as open text fields, as shown below:   System Preferences: Location Record:

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System Preferences: Location Reporting Categories

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Overview The ‘Location Reporting Categories’ tab resides on the System Preferences screen.  Click here for more information on System Preferences.  On the Location Reporting Categories tab, Users can create and define Location Reporting Categories that will then be set on the Location Record.  Location Reporting Categories will appear on the Location Record in the order in which they are entered on the Location Reporting Categories tab.  Up to 10 different Location Reporting Categories are available for Users to utilize   Create Location Reporting Categories Enter and save desired values as Location Reporting Categories on the Location Reporting Categories tab of the … Continued

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System Preferences: Miscellaneous

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Overview The ‘Miscellaneous’ tab resides on the System Preferences screen and contains various system settings that effect how data is displayed, created, and updated throughout Restaurant365.  Click here for more information on System Preferences. 1) Sales Tax Rate – Set the default Sales Tax Rate for AR Transactions.  Sales Tax Rates for each Location can be set on the Location Record 2) PL Report Percent Of – Sets the default ‘Percent of’ option on all GL Accounts that have GL Types on the Profit and Loss statement.  Click here for more information on Report Settings.  System Default is ‘Net Sales’.  Options include: … Continued

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To Do Lists

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The To Do Checklist is found in the left hand navigation under Accounting – Report – To Do Checklist.  This list displays various tabs with items that the system has flagged as requiring setup or attention.  If nothing is requiring attention on a specific tab, that tab won’t be displayed.  The To Do List has the following tabs: Record Setup – this tab shows a row for each record in the system missing required fields.  For example if a GL Account was missing GL Type then there would be a row for that account and the row would have a comment … Continued

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Trailing 12 Month Report

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Displays the previous 12 months profit and loss in columns as of the date chosen to run the report.  May filter by location(s), legal entity(s), or concept(s).  Can expand the columns to show % of net sales for each month

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Transaction Spreading

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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 transaction must first be created in Restaurant365.  This training article will provide a comprehensive overview of Transaction Spreading Security Requirements for Transaction Spreading To perform Transaction Spreading in Restaurant365, a user must have the security role of Accounting Manager.  This security will grant the user access to Approve Transactions and perform Transaction Spreading.  Additionally, a User with the security role of Accounting Clerk could Spread previously Approved transactions, or update and … Continued

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Trial Balance

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As of any date get balance of all accounts and drill down on any balance into the detailed transactions from which you can drill down into any transaction.

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Troubleshooting Imports

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The following errors may occur when importing data in to Restaurant365.  Click here for an Overview of EDI Vendor Integrations. Review error types for troubleshooting tips and steps to error resolution   Revision Date: 3/9/2017   Closed Period Cause: Journal Entries cannot be imported in to a Closed Period.  If the date of the Journal Entry falls in a Closed Period for the Legal Entity (by way of the Location), the system will not allow the Journal Entry to be posted in the Closed Period.  Click here for more information on Closed Periods Resolution: If the date on the Journal Entry falls in a period … Continued

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Troubleshooting Missing Daily Sales Summary

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Missing Daily Sales Summary In the event that the Daily Sales Summary (DSS) does not automatically import, following the close of the preceding daily sales, try the following steps before contacting Restaurant365 Support:   1) Ensure that the Back Office Computer is running 2) Ensure that the Back Office Computer has an active internet connection   If the computer was off, or the internet was down, the auto-import tool cannot run.  Continue to the options listed below   Options: Manually import the Daily Sales Summary via the Restaurant365 Auto-Import Tool Note: This option is only available on Non Cloud-based POS … Continued

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Unapprove Button Disappeared

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The unapprove option is available on approved transactions to users that have the Unapprove Security Role. For more information on security roles click here. If your user has the Unapprove user role and you are viewing an approved transaction, but do not see the Unapprove button, then that means that the transaction is in a closed period. For more information on closed periods click here. If you would like to unapprove the transaction then you would need to reopen the period in order to be able to unapprove and make changes to it. To reopen the period you would follow the … Continued

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Unassigned Vendor – Accounts Payable

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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: 1. A difference exists between the AP Beginning Balance (the opening balance for the Accounts Payable GL Account) and the sum of all imported Open AP Invoices Beginning Balance transactions (AP Invoice – Beginning Balance transactions that were imported at cut-over).  In addition to appearing on the AP Aging report, the ‘System Setup’ tab will be present in the ‘To Do Checklist’ notifying the User that the AP Beginning Balance … Continued

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Unit of Measure

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Unit of Measure – Base Types Units of Measure are used throughout Restaurant365 for Inventory, Purchased/Vendor Items, Recipe Costing, Commissary Items, and Catering Item tracking.  Units of Measure (U of M) are completely customizable and you can have as many, or as few as you need.  There are three Base U of M that all other U of Ms must be equated to either directly, or indirectly through other U of Ms.  These three Base Units of Measure are: Volume Base for this type = OZ-fl Examples: OZ-fl, Cup, Gallon, Quart Weight Base for this type = OZ-wt Examples: OZ-wt, LB, KG, … Continued

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Unit of Measure Equivalence

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In Restaurant365 there are three base types of Units of Measure (U of M): Weight (Ounces) Volume (Fluid Ounces) Each For each Purchased Item in the system, you will need to identify two units of measure: Purchased (Default Purchase U of M) Inventoried (Inventory U of M) Click here to learn more about Units of Measure, and Item Setup If the Purchased U of M and Inventoried U of M disagree in their base type (Weight, Volume or Each), then an equivalence must be built so that Restaurant365 can properly identify item costs for recipes, stock counts, etc.   Determine if U of M Equivalence … Continued

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Upload File

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Records throughout Restaurant365 have a button near the bottom of each page labeled ‘Upload File’.  This allows the user to upload an attachment to that particular record. Uploading attachments to records can be very useful for audit purposes, and is especially useful for AP Invoices.  A user can attach a PDF version of an invoice to the actual accounting record of the AP Invoice.   Uploading a file To upload a file to a record in Restaurant365, click the ‘Upload File’ button on the record you wish to attach a file to.  This will open a file selector prompt, where upon selecting … Continued

Posted in Tips and Tricks, Journal Entries, GL Accounts, Accounts Payable, AP Transactions, Vendors, Accounts Receivable, Customers, AR Transactions, Sales Items, General Ledger, Restaurant Operations | Comments Off on Upload File

User Record

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  The User Record is where all User specific information for each User resides in the system.  Once you have opened a User Record, the General Tab of the record will be displayed.  In addition to the information found on the ‘General’ tab, the ‘User Roles’ (security roles), ‘Locations’ and ‘Email Settings’ tabs are available to users.  Click here for more information on User Setup and Security. Note: Only Users with the Security Role of User Setup will have the ability to manage other User Records.  Individual Users will be able to perform limited updates on their personal User account.  User Role and Location access … Continued

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User Setup, Security, and Location Access

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Setting up users and managing security is found in a few windows under the Administration section.  Only users assigned the R365 User Setup role will be able to see these items.  In order to receive this role contact support@restaurant365.net.  Listed below are the different elements: Create New User  Select Administration – New User (in top ribbon) to open user form Fill in the form with user full name, user login you want them to use, password (they can change this once logged in), default location, and the user’s email If this user will send email out of Restaurant365, fill in … Continued

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Using Excel to enter Stock Count Quantities

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Another option to enter stock count quantities into the system after inventory has been counted is by exporting the count sheet from the system to Excel, and then re-importing that file with the newly entered quantities. To do this, the user opens the desired stock count form and first mouses over the “Action” button and selects “Export Count Sheet”. This will export the information from the stock count into an excel file. The user can then enter the correct quantities into the Excel file in column “F” titled “Qty”. When finished entering the quantities, be sure to save as .csv format. Then … Continued

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Using Restaurant365 in other Languages

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Restaurant365 is currently only available in English.  To use Restaurant365 in another language, users have the option of using Google Chrome to translate English to their preferred language. You have two language settings you can alter using Google Chrome:  Your Browser Language, and the Display Language on the pages you view: Google Chrome Browser Language To change your Google Chrome Display Language please follow the steps outlined below, or follow the steps found on the Google Support – Change Chrome Language page. Open Chrome on your computer. In the top right corner, click the Menu icon . Click Settings > … Continued

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Using the Bank Activity Screen

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Overview The purpose of the Bank Activity screen to make it simple to match your bank statement to transactions already in the system electronically.  It also allows easy creation of new deposits and withdrawals based on data from your bank that isn’t in the system yet.  Using the Bank Activity feature will make your reconciling a bank statement much quicker. Once your bank accounts are setup (click here to learn more about setting up bank accounts), then the bank activity process consists of 3 steps: Download activity from your bank Upload the file in the bank activity form (this will … Continued

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Vendor Contract Price Verification

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Sometimes a vendor may invoice for 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 system will automatically validate it when invoices are entered and invoices with violations will also be highlighted during a check run. Setup Vendor contract prices are set on Vendor Item records and can be done individually or mass imported. Individual Vendor Item update Go to the Vendor Item list (Operations – Inventory – Vendor … Continued

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Vendor Item Record

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Vendor Item Vendor Items can be setup to set a few fields for an item for a specific vendor. These records aren’t required and if no item vendor record exists then the values on the item are used instead. In order to import an invoice from a vendor then Vendor Item records are required and if missing then a record will be created during import and the user can finish setting up the record after the import completes. Vendor Item fields are: Item: Lookup of item record Vendor: Lookup of vendor record Vendor Item Number: Text field of the number … Continued

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Vendor Merge

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Sometimes duplicate vendors get created with the same or similar names with slightly different spellings that you may want to remove the duplicates.  Once transactions have been created on each they can’t be deleted, but they can be merged together very easily.  Here are the steps: Open the duplicate vendor you want to remove Click the Merge option under the Save menu in the top left ribbon on that vendor 3. This will open the Merge window where you can select the vendor you want to merge this into 4.  Click Merge button The result is the duplicate vendor you … Continued

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Vendor Record

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The Vendor Record is where the Vendor specific information for each Vendor resides in the system.  Once you have opened a Vendor Record, the General Tab of the record will be displayed.  In addition to the information found on the General tab, Vendor Additional Info, Vendor related Open Transactions, Vendor related All Transactions, Vendor related Contacts, and Vendor Locations are available to users.  To add a new Vendor, hover over the Vendor tab in the top ribbon, and click New Vendor.  This will open up a new tab with the General tab selected   General The General tab is where the Vendor Name, Number and Contact Information … Continued

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Voiding a Transaction

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Definition: Voiding a transaction 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 transaction but leaves the transaction in the system for future reference. Typically, voiding is used when you want to ‘Delete’ a transaction on a different day than when it was originally created. This can happen when financials or aging reports have been shared with outside parties and subsequent changes need to be made to your records without changing the data as it was sent out. … Continued

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What Do I Do If My POS Numbers Don’t Match Restaurant365?

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Restaurant365 provides a very powerful and reliable integration with your POS system. In the rare event that your POS sales numbers don’t match the DSS record in Restaurant365, here are the steps you should take: Check to make sure the POS was closed out and completed before the Restaurant365 integration ran. If not, re-run the the integration for that day using the Import Tool. Check to see if any changes have been made to your POS. If there have been, please make us aware of these changes. Review your Restaurant 365 Sales Accounts, Payment Type Accounts and Job Titles to … Continued

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Where can I see my Bank Account Balance?

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You can see your bank account balances in a few different places in Restaurant365. 1. GL Account Detail Report 2. Check Register Report 3. On Bank Transaction screens 1. In ‘My Reports’, under Financials, there is a GL Account Detail report. Here you can see deatils and the balance as of the date the report is run for. 2. In ‘My Reports’, under Banking, there is a Checkbook Register report. Here you can see the recent detail and current balance.Then run the Check Register Report 3. When you open an new bank transaction (Withdrawal, Transfer, Deposit), the current balance is shown … Continued

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Why Is This Showing up on My Aging Report?

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Here are a few common reasons of why something might be showing up on your AP or AR Aging report when you don’t expect to see it there: 1. Check the Apply tab to make sure that transaction(s) are fully applied to it and that the amount remaining (circled in yellow below) is 0. 2. It is a negative invoice or credit memo.  A negative invoice is a credit memo and needs to be entered that way, and a negative credit memo is an invoice. If these have been entered as negatives in the past, then they can be removed by … Continued

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Working with Lists

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  Column Sort, Order, Size Click column header to sort, click again to sort descending, click 3rd time to turn off sort on that column While 1 column is sorted, if they click another column header it will sort by that column as a secondary sort (can sort by as many columns as desired) To quickly clear all sorts on a list click Clear Sort button above grid Resize columns by clicking the edge of that column’s header Move columns around to reorder by clicking the column header and dragging to another position To show/hide columns in the view, click … Continued

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