Accounts Payable | Restaurant365 Customer Center

AP Automation Overview

Overview AP Automation is a feature within Restaurant365 that allows an Organization to setup a specified Email address on the System Preference screen. Restaurant365 will monitor this Email address via POP3. Organization team members and Vendors can then send emails to that address with PDF invoices attached and those PDFs will be imported into the Documents to Process list. Each separate Attachment will be imported as a separate Document to Process. Additionally, supported CSV file formats will import automatically and create AP Transactions via EDI Security Users with the Secondary Security Role of ‘User Setup’ have access to ‘System Preferences’. … Continued

Importing AP Transactions: Overview

AP Transactions can be imported from CSV files in to Restaurant365. Unlike Documents to Process, which requires a User to process the data at a later time, Imported AP Transactions contain all of the transaction details and are ready for review and approval upon being imported. Transaction Detail Options AP Transactions can be imported as complete Transactions, or as AP Invoice Details in to an existing AP Invoice Multi-Transaction – Import multiple AP Invoices and/or AP Credit Memos from a single file AP Invoice Details – Import transaction details in to one AP Invoice from a single file Import Methods Multi-Transaction files can be … Continued

Documents to Process Overview

Overview 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. This is different from the EDI process where invoice details can be imported from a CSV file. Documents to Process exists for the instances when an importable CSV format of an Invoice does not exist, and transaction details must be entered by a User in to the system Benefits of the Documents to Process feature: Multiple AP / CM Transaction files can be … Continued

AP Import Templates

Overview AP Transactions can be imported in to Restaurant365 using CSV templates. Numerous Vendors are integrated with Restaurant365 and each provides a unique file format that can be imported. Click here to see a list of Integrated Vendors Restaurant365 provides a Generic template that any customer, or non-integrated Vendor, can use to perform AP Imports. Templates can be imported automatically via FTP, or AP Automation or they can be imported manually via the Vendor menu. AP Transactions can be imported by Item, or by Account. Templates [table id=15 /]

AP Automation: Common Webmail Provider POP Settings

Restaurant365 can monitor a specified Email address via POP3. Click here for more information on AP Automation [table id=12 automatic_url_conversion=true automatic_url_conversion_new_window=true /]

Entering Invoices at Corporate

Purpose: To create new invoices in the system at the corporate location. Create a new AP Invoice by clicking on the ‘Vendor Actions’ Tab in the top Ribbon, then select Invoice in the drop down. A new window will open with the name “Unsaved AP Invoice”. A new window will open with the name “AP Invoice”. The cursor begins in the Number field. This is the vendor’s invoice number. Enter the number provided by the vendor and ‘Tab’ into the next field called “Company (Vendor).” Note: If you are entering a large invoice, like a food invoice from your … Continued

FTP Folder Setup

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 … Continued

AP Imports: Missing Items

Missing Items are automatically created in Restaurant365 when an AP Transaction is imported and includes a Vendor Item Number that does not exist. Click here for more information on Importing AP Transactions. The following are scenarios in which a Missing Item would be created: Customer purchases new product not previously purchased Vendor Discontinues product and replaces product with similar product / different brand Vendor Changes Item Number of product Customer purchases different case pack of product with different Item Number For issues #1 and #2, a new Purchased Item will need to be created All four issues will require … Continued

Documents to Process: Upload Methods

Documentst to Process Upload Methods 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, … Continued

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