Accounts Payable | Restaurant365 Customer Center

Check Run Overview

Overview 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. In order to fully utilize the Check Run screen, Vendors must be properly set up (including all fields on both the ‘General’ and ‘Vendor Additional Info’ tabs), Bank Account balances and next check numbers need to be updated, and AP Invoices, AP Credit Memos and any Payment Terms Discounts must be entered and Approved. To create a Check Run, perform the following … Continued

1099 Reports and Forms

1099 Overview 1099 amounts can be tracked in Restaurant365, so that at year end the user can run a report to review those amounts for each vendor, make updates and then print the actual 1099 forms out of R365 (must purchase blank 1099 forms prior to printing). Details The vendor record has a 1099 Box field and invoices also have 1099 Box and 1099 Amount fields. The 1099 report is generated not from the 1099 Box on the vendor but the 1099 Box on each invoice. The report is calculated by summing the 1099 Amount on each invoice that was … Continued

AP Imports: Manual Importing

AP Transactions can be manually imported in to Restaurant365. Manually importing AP Transactions requires the use of specific import templates. Transactions can be imported by Item, or by Account. Click here for information on EDI Vendor Integrations, and Restaurant365 AP Import Templates Step 1: Hover over ‘Vendor’ menu and select ‘Import AP Transaction’ Step 2: Import The Import Form will load where you can click ‘Select File’ to open a file explorer and select the completed Template / transaction file. Click ‘Open’ to import the file. If the import was successful, the number of records created will be displayed. These … Continued

Documents to Process: Uploading Files via FTP

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 Credit Memo

AP Credit Memos can be entered in Restaurant365 to record any credits that are due. Credit Memos can then be applied to Open AP Invoices. To record an AP Credit Memo, hover over the ‘Vendor’ menu in the top ribbon and select ‘ Credit Memo’. The AP Credit Memo form will open in a new tab: 1) Number – Enter the Credit Memo number. If no CM Number is available, create one 2) Vendor – Select the Vendor 3) Date – Enter the CM Date 4) Comment – Add an optional CM Comment 5) Amount – Enter the CM Total Amount 6) Location – Select … Continued

Upload File

Records throughout Restaurant365 have a button near the bottom of each page labeled ‘Upload File’. This allows the user to upload an attachment to that particular record. Uploading attachments to records can be very useful for audit purposes, and is especially useful for AP Invoices. A user can attach a PDF version of an invoice to the actual accounting record of the AP Invoice. Uploading a file To upload a file to a record in Restaurant365, click the ‘Upload File’ button on the record you wish to attach a file to. This will open a file selector prompt, where upon selecting … Continued

Check Run – Discounts from Early Payment

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 Discounts can be taken as a result of a Discount from Early Payment via Payment Terms. When an AP Invoice has been Approved and is awaiting payment in the Check Run, if the Payment Date falls within the range of the Discount Period, per the Payment Term Record, a Discount will be available … Continued

Documents to Process: Uploading Files via AP Automation

Memorized AP Transactions

AP Transactions can be memorized as transaction templates to be used again in the future. In addition to creating a transaction template, Memorized Transactions can be scheduled and automatically created. Memorize an AP Transaction To begin, create an AP Transaction that will be memorized and saved as a template. Enter all the details in to the AP Transaction. Certain values, such as the Invoice Number, will vary with each use. When a Memorized Transaction template is used, it will be created with a status of Unapproved. The necessary updates can be made before the transaction is Approved. Note: Once a Transaction has … Continued

How do I print checks?

These are the options for printing a check: 1. Pay Bill: Enter Invoice and click Pay Bill at top of screen and then click Create Checks on screen that opens up – If you want to enter and invoice and pay it at the same time. 2.Check Run screen: Enter invoices separately and then do New Check Run when you’re ready to pay them all (most commonly used for weekly check runs). 3. Manual Payment: If you want to cut a check for a vendor but don’t have the invoice yet, you can do a manual payment. and click Print … Continued