Restaurant Accounting | 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

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

Editing a Budget

This tutorial will walk you through the steps to ‘Edit a Budget’. To begin, click on the word ‘Budgets’ in the ‘Accounting’ section of the Ribbon on the Left. You will see a listing of all the existing budgets. Select and double click on the budget you wish to edit. A new window will open for the Budget you selected. There are two options to Edit the Budget.Option 1 – If you are only editing a few of the amounts then you can edit directly in the Budget Screen. Simply find the amount for the account and period you wish … Continued

Voiding a Transaction

Definition: Voiding a transaction creates a second transaction in the system that has the exact opposite effect as the original transaction and is automatically applied to the original transaction – thus nullifying completely the original transaction but leaves the transaction in the system for future reference. Typically, voiding is used when you want to ‘Delete’ a transaction on a different day than when it was originally created. This can happen when financials or aging reports have been shared with outside parties and subsequent changes need to be made to your records without changing the data as it was sent out. … Continued

Add a New Sales Item

To begin the process of adding a New Sales Item to Restaurant365, hover over Item in the top ribbon and click New Sales Item. The ‘New Item’ window appears with the Item Type set to ‘Sell Only’ A sales item is something you are going to sell to a customer but are not going to enter in your point of sale system. It may be something such as consulting services or rental of party equipment. It is an item that you will add to an invoice and send to your customers for payment with terms. As an example, I’ll … Continued

Vendor Merge

Sometimes duplicate vendors get created with the same or similar names with slightly different spellings that you may want to remove the duplicates. Once transactions have been created on each they can’t be deleted, but they can be merged together very easily. Here are the steps: Open the duplicate vendor you want to remove Click the Merge option under the Save menu in the top left ribbon on that vendor 3. This will open the Merge window where you can select the vendor you want to merge this into 4. Click Merge button The result is the duplicate vendor you … Continued

Check Run – Payment Date

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 The Payment Date field found on the Check Run screen dictates what date will appear on any AP Payments that are created on the Check Run. By default, the Payment Date will be set as the current date, however it can be adjusted as needed Payment Date field – Adjusting the Payment Date … Continued

Check Printing Setup (USA)

Restaurant365 allows users to print their own checks without relying upon pre-printed check stock. This gives users greater flexibility and added security as they will not have to keep pre-printed check stock on premises, or under lock and key. Blank checks also offer additional convenience, allowing you to print multiple checks out of multiple checkbooks in a single check run, with no need to go into the printer and change the checks between changing the checkbook in the system. Click here for training on how to Print Checks Check Printing Requirements: To be able to print checks in Restaurant365, you need … Continued

Attachment Viewer

The Attachment Viewer is a feature in Restaurant365 where a User can elect to open an additional sidebar to view any attachments that have been uploaded to an AP Transaction within Restaurant365. The Attachment Viewer is also utilized when Processing Documents to Process. The two distinctions between viewing attachments with the Attachment Viewer and processing Documents to Process are as follows: The Attachment Viewer is opened by default when Processing Documents to Process, while must be opened manually on other AP Transactions A check box is present on each attachment page when Processing Documents to Process. Additionally an ‘All’ checkbox in present … 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