Restaurant365 can setup an FTP site for your company to drop files in that will be imported by the system automatically. These transactions will be imported as unapproved so that they can be reviewed before approval. There are 3 steps to using this feature:
- To request that an FTP site be created for your instance, please contact Restaurant365 Support and provide your Restaurant365 URL.
- Once the site is setup, follow the instructions below to connect your computer to the FTP site
- Provide the FTP site credentials to your Food & Beverage Vendors that have dedicated invoice integrations with Restaurant365
- All files that are placed in the folder (from you or your vendors) will be automatically imported in to Restaurant365
Step 1: Setup the Site
Since the site is hosted on Restaurant365 servers, you must contact support to have them set one up for you.
Step 2: Connect Your Computer to the Site
Steps for Windows 7/10 PC
- Open a Windows Explorer folder, right click This PC in the left hand pane, and click Add Network Location
2. In the window that pops up click Next and then click “Choose a custom network location”
3. Type ftp://connect.restaurant365.net and click Next
4. Uncheck the box for “Log on anonymously” and type in your ftp user name provided by Restaurant365 when they setup your FTP site and then click Next
5. Type the name R365 FTP to help you recognize this folder in the future and then click Next and Finish and it will create the new FTP folder in your windows explorer window
Steps for Mac
Mac doesn’t have a similar built in FTP client like Windows does, so you’ll need to download a 3rd party FTP tool from the App store.
- Under Apple – System Preferences – Network – Advanced – Proxies Tab, uncheck the option for: Use Passive FTP Mode (PASV) and then click OK
- Next, download your preferred FTP client from the App store such as cyberduck (you could go to this link https://cyberduck.io and click to download from the app store from there)
- Once in your preferred FTP client for Mac, enter the following info (cyberduck shown below for reference):
- FTP address of ftp://connect.restaurant365.net
- Enter the R365 FTP username and password provided by Restaurant365 when they setup your FTP site
- The last step is to change the Connect Mode to ‘Active (PORT)’. In cyberduck this is accomplished by selecting ‘More Options’ and making the selection to ‘Active (PORT)’
Step 3: Add Files
Now when you have files to import, browse to the FTP folder just like any other folder you would browse to on your PC or Mac. For example, on a PC open Windows Explorer folder (as if you were going to My Documents) and you’ll see the new folder you created named R365 FTP in the left hand navigation section. Be sure not to add/delete any folders as each one is required for the process.
For copies of invoices such as a PDF file that you want added to the system for someone to later hand enter the invoice and attach this document, put these in APAutomation – Invoice folder (red highlight below)
For AP Invoice files to be imported such as csv formats that will create an invoice when imported, put these in the APImports – R365 folder (green highlight below)
After a file is transferred to the FTP, it will process either into the processed folder (meaning that it processed correctly into the system) or into the ErrorLog folder. See below for additional information about the ErrorLog folder. Files remain in these folders for 30 days, after which they are removed from the FTP folder.
Step 4: Errors
Once you have placed the invoices in the APImports folder for processing They will import automatically. The processing time varies, but will usually be completed within thirty seconds.
If the import is successful you will see the invoice appear in the AP Transaction List View. If you do not see an invoice in the list view you will need to check the error log. To access the error log, click on the APImports folder.
You will now see the R365 folder, clik on that folder.
You will now see the Error Log and Processed folders. The processed folder will show all files that have been processed. The Error Log will show errors from any import.
A typical error log would look like this. This error indicates that the Location Name or Number was missing or did not match the Location Name or Number in Restaurant365.