Unassigned Vendor – Accounts Payable

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 Read more

DSS Journal Entries

For POS Integrated Locations, a Daily Sales Summary (DSS) file will be imported each day for the prior day’s Sales and Labor.  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 Read more

Print 1099 Forms

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 Read more

GL Account – Available To Managers

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 Read more

GL Account – Disable Entry

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 Read more

GL Account Record

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 Read more

GL Types

GL Types, or rather General Ledger Types, are predefined groups for GL Account Records.  GL Types are used for the sorting, grouping and 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 Read more

Parent Accounts & Child Accounts

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 Read more

Location Setup and Overview

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 Read more

Bank Balance vs GL Account Balance

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 Read more