Accounts Payable | Restaurant365 Customer Center

Paying Your Credit Card Bill

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

Manual Payment

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

Positive Pay Reports

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

Voiding a Transaction

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

Payment Terms

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

Check Run – Perform a Check Run

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

Check Signatures

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

Split U of M

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

Entering Invoices at the Restaurant Location

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

Beginning Balance Difference – Unassigned Vendor or Customer

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