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 apps that allow the User to scan documents and immediately convert the images to PDF). The PDF that is produced can then be uploaded to the system
Click here for more information on Documents to Process: Upload Methods
Uploading Files via FTP
Step 1 – Access FTP Site
FTP Sites are created for each Customer Instance in Restaurant365. Follow the steps outlines in the FTP Site Overview to gain access to your unique FTP Site
Step 2 – Add Files via FTP
Depending on the FTP Client that you are using to access the FTP Site, you may or may not have ‘drag and drop’ functionality. As the majority of User will be accessing the FTP Site via Windows Explorer, the instructions for adding files via Windows Explorer will be detailed below. For all other FTP Clients, review the application documentation for the process of adding files to the FTP Site once you have logged in to the FTP Site.
A – Open the root directory of the FTP Site
Using Windows Explorer, open the root directory of the FTP Site. This is the lowest level in the directory of the FTP Site and is the location where all files will be placed (copy and pasted, or drag and dropped) in to the FTP Site
B – Copy/Paste or Drag/Drop desired files in to FTP root directory
Copy and Paste (or depending on the FTP Client, Drag and Drop) desired files in to the root directory. Logic has been built in to the FTP Site to recognize Supported File Types and route them to their respective destination folder. The following animated GIF displayed the drag and drop method, along with the FTP Site refresh. Additionally, the GIF shows the User navigating to the ‘Processed’ folder within the ‘Invoices’ sub-directory. Note: files placed in the root directory will be routed in to the ‘Invoices’ folder. To place files in specific Location folders, open the ‘APAutomation’ folder and copy/paste or drag/drop the desired files in to the specific Location folder
C – Files will be imported in to Restaurant365 automatically
The FTP Site monitors for changes frequently and will process/import any new files upon discovery. Using Windows Explorer, a User can immediately update the view by clicking the ‘refresh’ arrow in the top of path bar (shown in the above GIF). Using the directory structure listed below, a User can navigate to the respective ‘Processed’ folder to verify that the file has been process properly. Note: if a file type other than those listed on Supported File Types is uploaded, the file will not process and will be routed to the ‘ErrorLog’ folder.
Once all files have been automatically removed from the root directory (processed), the files will be available in Documents to Process in Restaurant365 upon hitting the refresh button in the top right corner of the Documents to Process window
Note: If a CSV file, in an approved EDI format, was uploaded, the result of the import will be the respective AP Transaction records in the All Transactions or AP Transactions list views in the Restaurant365 Accounting Module.