Accounts Payable | Restaurant365 Customer Center

Recording American Express AMEX Charges

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

Check Run – Payment Date

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

Documents to Process: Manual Upload

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

AP Automation: Gmail Settings

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

Mass Invoice Entry

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

Entering Beginning Balance Transactions

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

Documents to Process: Processing Uploaded Files

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

AP Automation Overview

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

Importing AP Transactions: Overview

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

Documents to Process Overview

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