Accounts Payable | Restaurant365 Customer Center

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

Check Run – Creating Payments

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 Create Checks Upon selecting all Invoices that will be paid, the User clicks on ‘Create Checks’ to open the Payments Created prompt. Within the prompt various actions are available depending on the Invoices that were selected to be paid. Certain prerequisites are required in order to produce all of the … Continued

FTP Site Overview

Overview Restaurant365 provides a hosted FTP site for each Customer Database. FTP stands for File Transfer Protocol and allows Vendors, as well as Restaurant365 Users to Upload acceptable files in to their Customer Instance of Restaurant365. The FTP Site serves two purposes for Customers: Vendor Automatic Imports via EDI Documents to Process Uploads Each Customer Instance will have a unique FTP Site with unique FTP Credentials. These credentials would have been provided to the project lead during the setup/implementation of Restaurant365. Note: Please contact Restaurant365 Support for any inquiries regarding FTP Site Credentials Security Any individual that has been provided the … Continued

Check Run – Applying Credits

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 AP Credit Memos that have been entered and Approved in Restaurant365, will be available for application on the Check Run Screen. Available Credit Memos will be indicated with a ‘C’ in the ‘C/D’ column to the right in the Invoices grid To apply an available AP Credit Memo, perform the following: Click … Continued

Vendor Record

The Vendor Record is where the Vendor specific information for each Vendor resides in the system. Once you have opened a Vendor Record, the General Tab of the record will be displayed. In addition to the information found on the General tab, Vendor Additional Info, Vendor related Open Transactions, Vendor related All Transactions, Vendor related Contacts, and Vendor Locations are available to users. To add a new Vendor, hover over the Vendor tab in the top ribbon, and click New Vendor. This will open up a new tab with the General tab selected General The General tab is where the Vendor Name, Number and Contact Information … Continued

ACH Reports

Note: Although most Banks allow for ACH upload, please double-check to ensure your account type within your Bank allows for ACH uploading. Restaurant365 recommends sending your Bank Representative a sample of the following available ACH Report Types. The ‘ACH Export Default 1’ report is the National standard used by most Banks. ACH Exports can be produced on the Check Run. Click here for more information on how to Set-up ACH Payment Settings on the Vendor Record. In order to produce the ACH Export file, the ACH Report must first be assigned on the Bank Record. Click here for … Continued

System Preferences: AP Automation

The ‘AP Automation’ tab resides on the System Preferences screen. Click here for more information on System Preferences. On the AP Automation tab, a specified Email address can be provided that will be monitored by Restaurant365 via POP3. When emails with attachments are sent to the monitored Email address, Restaurant365 will recognize the attachment(s) and determine what actions can be taken. Attachments that cannot be automatically imported as AP Transactions (EDI) will be routed to the Documents to Process list. Note: Please refer to the AP Automation Overview as you prepare to utilize this useful feature in Restaurant365 Legend: 1) Email … Continued

Paying Your Credit Card Bill

If you have a Credit Card Bank GL Account setup to pay expenses you will need to record the payments to the appropriate accounts within Restaurant365 to allow for ease of matching during your ‘Bank Activity/Bank Reconciliation’ process. There are two options in Restaurant365 to accomplish this. Option 1 – Credit Card paid with Auto Pay. If your Credit Card bill is paid with Auto Pay you will need to record a ‘Bank Transfer’ (Banking>>Transfer). A new Window will open titled ‘Bank Transfer’. The ‘Number’ field will be auto populated, ‘Transfer From’ is the Bank Account used to pay … Continued

Manual Payment

A Manual Payment is used for creating a single Ap Payment for a single Vendor. Manual Payments can be created before the corresponding AP Invoice has been entered in to Restaurant365. To create a Manual Payment, hover over the Vendor menu in the top ribbon and select ‘Manual Payment’. A blank AP Payment form will open in a new tab Manual Payment Enter a Manual Payment Select the Checking Account that will provide the funds for the AP Payment. The Number field will populate with the next check number for the selected Account. The Location will populate based on the … Continued