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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 restaurant’s cost of goods sold percentage between 2 and 4 percent of sales. In order to see these kind of results, food & beverage purchases must be entered on the day they are delivered and inventory needs to be counted at least weekly. This training is for store managers or kitchen managers who have a responsibility for purchasing product at the store level.

To begin, click on the ‘Vendor’ button in the top ribbon, then select ‘Invoice’.

A new window will open. with the name “AP Invoice”. This is called the ‘Transaction Name’. The cursor begins in the ‘Number (Inv #) field. This is the vendor’s invoice number. Enter the number provided by the vendor and tab into the next field called ‘Company (Vendor)’.

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Once you have selected a vendor, the system does a quick check to see if your company has previously entered an invoice with that number for that vendor. If you have, it will give you a warning message and highlight the Number field in red. This control prevents vendors from sending us duplicate copies of invoices in hopes we might not catch it and pay them twice for the same invoice!

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Next, enter the date, hit the ‘Tab’ key on your keyboard and the cursor moves you to the ‘Comment’ field. This is an optional field. If you are following along, let’s go ahead and add a short comment. After adding a comment, hit the ‘Tab’ key and next up is the ‘Amount’ field. Enter the total original amount of the invoice before any discounts or adjustments. As we tab through the next few fields we have the option to change the Payment Terms and the Due Date. If the vendor record is setup correctly, these values will already be populated. The Location default in from your user settings. You typically would not change these settings.
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Next, the cursor puts us in the ‘Credit Expected’ field. If there is an adjustment of any kind to the original invoice amount, enter the adjustment amount here. For example, a vendor shorted the goods delivered or the product failed to meet your standards. If you add an amount in the ‘Credit Expected’ field, a second field ‘Credit Comment’ will appear. Add a comment as to the reason for the adjustment here.Make note of the fact that the ‘Unassigned Amount’ (or the amount you will be breaking out to cost categories below) has now been reduced by this credit amount. We obviously don’t want the amount of the goods we didn’t receive to be included in the COGS number in the Prime Cost Report. So be sure not to include any of the adjustment amount in the ‘Details’ section below.APInvoice4After entering the credit comment (if applicable), the cursor moves to ‘Details’ grid below. This is where we will enter the line items of our invoice. There are two options to enter the invoice details, depending on the Vendor.Option 1 – If the vendor you have selected was set up for ‘Entry by Account’ you will not enter specific inventory items but rather cost categories of the goods or services you are purchasing (for example: dairy, poultry, dry goods and so forth). Begin by typing in the name of the cost category you wish to assign first. The system will search for all categories that include the letters you typed in. Once you see the category you are looking for, click it and move to the next field. Enter the amount for this category and then put in a brief line item comment. The comment is optional. Next, insert the row into the grid by clicking ‘Add’.APInvoice5Notice that the amount remaining to be assigned is automatically placed in the top row ready to be allocated to a different cost category. Repeat the steps we just went through until the invoice amount (less adjustments) is fully assigned. You will know if you have done it correctly if the red ‘Unassigned Amount’ field disappears.

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Now that our transaction is balanced and all the required fields are filled in, let’s select the Save & New button to enter another invoice or Save & Close to exit the screen.

As a helpful hint, ask your vendors to summarize their invoices at the bottom by category. They are often very willing to do this and it will speed up data entry for you.

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Option 2 – If the vendor you have selected was set up for ‘Entry by Item’ you will enter specific inventory items for the goods or services you are purchasing (for example: Milk, Shredded Chicken, Tomato Sauce, and so forth). Begin by typing in the name of the item you wish to assign first. The system will search for all items that include the letters you typed in. Once you see the item you are looking for, click it and move to the next field. You will see that the Vendor Item Number, U of M, Each Amount, and Account have been pre-populated based on the set-up information for this item. Enter the ‘Quantity’ for this Item. You will notice that once you entered the quantity the Total was automatically updated (Quantity x Each Amount). Next, insert the row into the grid by clicking ‘Add’. Repeat the steps we just went through until the invoice amount (less adjustments) is fully assigned. You will know if you have done it correctly if the red ‘Unassigned Amount’ field disappears.

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Now that our transaction is balanced and all the required fields are filled in, let’s select the Save & New button to enter another invoice or Save & Close to exit the screen.

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As a helpful hint, input items in the same order as on the invoice so you don’t miss any items.

That covers the Basics of Entering Invoices at the Restaurant Location.

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