Restaurant365 comes with an import tool which allows end users to import many types of records such as Vendors, GL Accounts, Items, Beginning Balances, Recipes, Item Locations, Vendor Items, etc.  These imports can create new records or update existing records.

To access the import tool go to Administration – Import in the top ribbon.

Upload File step

This step is where you choose what record you’ll be importing, whether it will create or update those records, and then select your file to import.  The fields are described below:

• Options – in this list box you select the record type to import (Vendor, Purchased Item, etc)
• Type – in this list box you select Create New or Update Existing which is whether the import will create new records or update existing records in the system
• Download Template button – this will download the Restaurant365 recommended template for the record and type you selected.  It downloads a csv file that can be opened and edited in Excel.  You can also make your own template in Excel using an exported list (for updates) that you obtain from a list view in the system.  It is recommended that when creating new records (and you do not have a template) to click this button to obtain a template with the correct column headers included (this button is not active until you’ve selected Option and Type).
• Upload File button – this opens the Select File window where you can browse on your machine and select the file you wish to import (this isn’t active until you’ve selected Option and Type).
  • Note: The file uploaded must be a csv file.  If you create your template in Excel, be sure to choose Save As and select csv when saving
• Next button – once your file is uploaded, click Next to move to the next step

Map Fields step

This step is where you map the fields in your import file to the fields in the system.  Any fields in your file with the exact same name as the system name will map automatically.  The fields are described below:

• Search – if there are many fields to map then you can search for a specific field instead of scrolling through the list.  In this search box just type the first few letters of the field you’re looking for and the list of fields will be filtered to only the fields that match what you type
• Save Mapping button – if you have an import you commonly do, you can save the mapping once and then select it on future imports so you don’t have to re-map each time.  Pressing this button will open a window where you can specify a name for this mapping and the press Save
• Choose Saved Mapping – this list box allows you to select from a saved mapping you’ve made in the past.  Selecting this will try to map your fields for this import based on the saved mapping template you previously created
• The fields in the list below the header will vary based on which record type you are importing.  The screenshot above shows the mapping fields for Vendor so you’ll notice vendor specific fields such as Name, Check Name, Number, Phone, etc.  The fields with a red star next to them are required fields and you cannot import without mapping these fields.  The values on the left are the fields according to the system and the values on the right are where you map your columns in your import file.  The dropdown list will have a dash (-) which means not mapped (like Primary Contact in the screenshot above) and you can click the dropdown and select the column in your file that should import to that field in the system.  You do not have to map all fields, so any non-required fields you can just leave a dash (-) if you don’t want to import that field.
• Next button – Once all your desired fields are mapped (required fields at a minimum) press Next to move to the next step

Import step

In this step the user presses the Import button and receives an alert depending on the outcome of the import:

Success

if successful, a message will popup to alert the user that ‘File Imported Successfully’, along with hyperlinks to the files they just imported / updated.  To review the information imported, click the blue hyperlink text to open the created records in new tabs

Partial Success (some lines imported, others failed)

If some of the lines imported, but not all, a popup will alert the user that ‘File Imported with *Import Type* Corrections Needed’.  Once again the user can click through hyperlinks to the successfully imported line items.  An additional notice appears above the successfully imported items stating the number of corrections needed along with a hyperlink to download a CSV file with the corrections noted.  The user can click on this link to download the CSV file, open it in Excel and make any necessary corrections, saving it as a CSV file, then starting the Import process again using the corrected file

Failed

If the import failed completely, the popup will alert the user that ‘No Records Imported’ and will provide a corrections list.  If no corrections list is provided, this likely means there was an error with the file / file type, or an error with the mapping.  As with the correction list above, the user can click on the link to download the CSV file, open it in Excel and make any necessary corrections, saving it as a CSV file, then starting the Import process again using the corrected file

Correction File

The correction list file (which is the file you uploaded with ‘_correction’ added to the end of the name) is the same file you uploaded, but now contains a new column on the far right titled ‘Problem’.  The values in this column describe the corresponding lines error.  Notice in the example below the Default Expense Account named ‘Test Account’ didn’t exist in our GL (or there was a spelling error) so the Problem value is ‘Missing:Account’.

The Import tool will provide many different errors/problems depending on the issues with your import file.  Many of them will be due to the spelling, spacing or punctuation in the names you identify in your import template.

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:

1. Open the duplicate vendor you want to remove
2. 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 opened will have all transactions and records associated with that vendor now pointed to the new vendor, the duplicate vendor will then be deleted, and the new vendor record will be opened on the screen.

The automated intercompany process in the system will automatically create Due To and Due From entries on the distribution of intercompany transactions.  A transaction is deemed intercompany if the location in the header belongs to a different legal entity than a location in the detail rows belongs to.  The intercompany entries are added to the distribution after hitting Save or Approve.

The Legal Entity form has fields for “Due From Account” and “Due To Account” and these are the accounts that will be used in intercompany distributions.  The process below describes an example of how this would work.

Assume we have 2 locations and each is owned by a different legal entity (LocA owned by LE1 and LocB owned by LE2).  Let’s assume a vendor delivers $60 of goods to LocA and $40 of goods to LocB but then sends 1 consolidated invoice for $100.  If the invoice is entered at LocA then that means LocB should owe LocA for their $40 portion of the expense.  On the invoice, LocA will be the location in the header and then there would be 2 details rows, 1 for LocA for $60 and 1 for LocB for $40.  The distribution without intercompany would be as shown below.

Total debits and credits must balance for each legal entity so the example above is out of balance.  Total debit for LE1 = 60 and total credit = 100, while total debit for LE2 = 40 and total credit = 0.  LE2 needs a $40 credit and LE1 needs a $40 debit to balance out.  That’s where the Due To and Due From entries come in.  Automated intercompany rows will be created to balance out the entry and show that LE2 owes LE1 $40 as shown below.

Now debits and credits match for each legal entity and the transaction is in balance.  The Due To and Due From accounts were pulled from each respective legal entity.

Setting Up Due To/From Accounts

There are 2 methods to choose from when setting up Due To/From accounts on a legal entity.  Method 2 is more popular.

1. Use separate due to and due from accounts for each legal entity.  This means in our example on LE1 we’d put an account named “Due From LE1” in the Due From Account field and “Due To LE1” in the Due To Account field.
   • Pros: This method provides the most detail because each legal entity will have their own due from and due to accounts so they will show up separately on a balance sheet
   • Cons: Requires setting up more accounts in your GL, makes reports like the balance sheet longer because they must show each account, and the biggest con is that as the Due From and Due To account balances grow over time, at some point you should do an adjusting journal entry to cancel them out against each other.  For example if Due To LE1 grows to a balance of $10,000 then that shows as an asset on LE1 balance sheet which looks good, but the if if it also has a liability of Due From LE1 = $9,000 then the net difference is actually just an asset of $1,000 instead because the rest cancel each other out.  Periodically you’ll want to do an adjustment to clear those amounts so they don’t grow over time to millions
2. (preferred Method) – Use the same account in both due to and due from account fields per each legal entity.  This means in our example on LE1 we’d put one account named “Due To/From LE1” in both fields.
   • Pros: This makes managing the balances simpler because since you use the same account for due to and due from, as they get debited and credited it cancels itself out without the user needing to do manual adjustments to the balance as described in the cons of method 1 above.  This also creates 1/2 the amount of intercompany accounts which is easier setup and makes reports shorter
   • Cons: A little less visibility to see due to and due from balances separated out explicitly

This feature is designed to make it easy to upload a PDF or image of AP invoices (and credit memos) to the system and then enter the details of the transaction at a later time.  This is different from importing the invoice details from Excel or csv because these are invoices where you don’t have an importable electronic format but instead have a physical copy of an invoice or a PDF and someone will enter the invoice details in the system.

A few benefits of using this feature:

• Copies of many documents can be uploaded to the system (even in the same PDF file) and then entered later at a convenient time
• Vendors can send copies of invoices directly to an email address or FTP folder location and they’ll show up to be processed in the system without someone on your side needing to upload the image
• Copies of invoices are easily stored electronically and can be uploaded at the restaurant and immediately viewed and referenced by corporate

Upload Options

The best format to have an invoice in is PDF.  Some vendors send invoices electronically so you may already receive an email from a vendor with a PDF copy of the invoice.  Others send physical copies of invoices.  When physical invoices are received, there are many mobile apps that allow you to take an image with your phone and it will scan it into a PDF immediately.  That PDF can then be uploaded to the system.

There are 3 ways to upload copies of invoices for this process:

1. Email – you can setup any email address you like and designate it as the email where people can send invoices. You can then send emails to that address with PDF invoices attached and those PDFs will be pulled into the system.  You can also instruct vendors to send invoices directly to that address and that cuts out the need for a person in the middle to receive the invoice and forward it on.  Steps on setting up this email in the system are further down in this training.
2. FTP – Restaurant365 can setup an FTP folder for your company which is a folder you can drop copies of invoices into and the system will automatically check that location and pull them into the system multiple times a day.  If you don’t have a Restaurant365 FTP folder setup and would like one, please contact support.  Once they alert you that your FTP site is setup, click here for FTP connection steps
3. Manual Upload – PDFs and images of documents can also be quickly uploaded from within the system.  Simply go to Vendor – Upload File in the top ribbon and then click the Upload File button to browse out to the file on your computer that you want to upload.

After Uploading

When documents are uploaded they show up in the Documents to Process list.  This is the list of copies of AP invoices (or credit memos) that the user will use to enter details about that invoice in the system and the invoice copy will automatically be attached to the new invoice.  The following steps describe how to work with this list:

1. Go to Accounting – Accounts Payable – Documents to Process (or Operations – Purchases – Documents to Process)
2. This will show in the center of the screen a thumbnail image of each document that’s been uploaded and not yet entered as an invoice
3. Click the Inv button (or CM button if its a credit memo) just above the image of the invoice you are ready to enter (outlined in orange box in image below)
4. This will open the regular AP Invoice form on the left and will have the copy of the copy of the invoice showing in the right hand side of the screen (image shown below these steps)
5. Enter the details of the invoice in the invoice form and use the buttons in the right hand pane to navigate through the document you uploaded.  The buttons are described below:
   • Next Page and Previous Page – these will take you through the pages of the uploaded document (highlighted in orange in image below)
   • Zoom in and out – these will zoom in or out on the document (highlighted in yellow in image below)
   • Rotate – this will rotate the image clockwise by 90 degrees each time clicked (highlighted in blue in image below)
   • Select All checkbox – this will select all pages of the document to be attached to this invoice in the system (red arrow in image below)
   • Select Current Page checkbox – this will select the current page of the document to be attached to this invoice in the system (blue arrow in image below)
   • Swap View – this will swap the screen layout so instead of the document on the right side of the screen it will be on the bottom of the screen.  This allows for wider viewing of the document since it can take up the whole screen horizontally instead of vertically (orange arrow in image below)
   • View Resize – this can be dragged in or out to make the document take up more or less of the screen (green arrow in image below)
6. Choose which pages of the document to attach to this invoice.  By default the All checkbox is selected which means all pages will be attached to this invoice, but if you only want specific pages attached, you can uncheck the All button and then check the Select Current Page checkbox on each page that you want included
7. Save & Close or Approve & Close the invoice and this document is completed
   • Note: Some documents may contain more than 1 invoice.  If the All checkbox is selected then the system assumes this document is for 1 invoice and once the invoice is entered thent he document will be removed from the Documents to Process list automatically.  If not all pages are included then the system assumes the document contains multiple invoices and it will remain on the Documents to Process list so the user can go back to that list and click the Inv button again and enter another invoice with this document.  In this case, once the user feels the document is completely entered, they can click the trash can button above that document from the Documents to Process list (green highlight in image of step 3 above) and it will be removed from the list of unprocessed documents.

Setting Up Email For Invoice Uploading

Setting up the email address that you will use to upload documents is done in the following steps:

1. Setup an email address (if you don’t already have one) where invoices will be emailed.  This email should only be used for this one purpose because the system will monitor this email address and upload any attachment sent to this address as an invoice copy that needs to be processed.   Some examples are invoices@YourRestaurantHere.com or YourRestaurantInvoices@gmail.com or whichever email service you prefer to use.
2. Go to Administration – Preferences in the top ribbon and then click on the AP Automation tab of the Preferences form that opens
3. Fill in the fields of this form with your email credentials
   • The sample image below is for a Gmail address.  If your organization uses Gmail, POP forwarding must be enabled for AP Automation to function.  To enable POP forwarding, please refer to this Gmail help page: https://support.google.com/mail/answer/13273?rd=1 
4. Save the preferences form and from now on that address will be monitored and every attachment sent to that address will be uploaded to the system and added to the Documents to Process list

If you use Quickbooks and are now setting up Restaurant365, moving your vendor list over is easy.  Just follow the steps below:

1. In Quickbooks go to Reports – List and run the Vendor Contact List report
2. On this report click the “Customize Report” button in the upper left corner
3. In the window that pops up, in the Columns box, select the following columns (and uncheck any others that might be selected).  Be sure to choose this exact list of columns, then click OK
   • Active Status, Vendor, Phone, Fax, Contact, Bill From 1, Bill From Street 1, Bill From Street 2, Bill From City, Bill From State, Bill From Zip, Print on Check as, Email, Account No., Terms, Tax ID, Eligible for 1099
4. Now on the report click Excel at the top of the window and choose Create New Worksheet
5. On the window that pops up select “Create a comma separated values (.csv) file” and then click Export
6. In the window that pops up give the file a name and note where you are saving the file
7. Now in Restaurant365 you need to be in the Setup Assistant in section Vendors at step Vendor List
8. Click Import and browse to the file you exported in step 4 and this will import your vendor list from Quickbooks

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 the file to upload, Restaurant365 will display a success notification that the ‘File Uploaded’

Upon successful uploading of the file, the file name will be displayed immediately below the ‘Upload File’ button on the record, as shown above.

Delete an uploaded file from a record

To remove an uploaded file, click the ‘X’ icon immediately to the right of the file name.  This will open a prompt to confirm the deletion of the uploaded file

If the user clicks the ‘Yes’ button, the file will be deleted, and a success notification will be displayed.  Notice also that the file no longer appears under the ‘Upload File’ button

Restaurant365 customers that are using a non-Cloud-based POS system have the ability to manually re-import a Daily Sales Summary (DSS) file.

The following Cloud-based POS Systems are exceptions and require assistance from R365 support (support@restaurant365.net) to re-import DSS files:

• Brink
• Revel
• Square
• Clover
• Toast
• Breadcrumb

For all other POS systems, a user can perform the manual re-import by accessing the R365 Import tool installed on their location computer during the POS Integration.  To do so, a user double clicks on the R365 Import icon:

Upon which a prompt will open where a start date, and end date can be entered to specify the range of days needed for re-import.  After entering the date range, enter your user name and password (the same as when logging on to Restaurant365). Then click Import.

Depending upon your connection speed and how many transactions occurred at your Location for this date range, it may take between 1 to 5 minutes. You will see a progress bar appear while the upload is taking place. The import tool will close itself automatically when the import is complete. Upon completion of the import, you should be able to see the newly re-imported DSS files in the Operations Module of Restaurant365.

In Resaurant365, unique identifiers are important for numerous reasons.  To allow for the easy creation of unique records, many transactions have an Autonumbering feature that is managed under the Administration section of the Accounting Module.  When selected, the Autonumbering Next XX # (1) will be displayed next to the Prefix (if any) (2) as shown below.  To save any adjustments to the next number, or prefix, be sure to click the Submit button to the right of each Autonumbering line item.

The User Record is where all User specific information for each User resides in the system.  Once you have opened a User Record, the General Tab of the record will be displayed.  In addition to the information found on the General tab, User Roles (security roles), and Locations tabs are available to users.  To steps on how to create a new User, please see the User Setup and Security training.

Note: Only Users with the Security Role of User Setup will have the ability to save changes made on User Records.  If you need changes made to your User Record, and do not have the Security Role of User Setup, please contact the Accounting Team within your Organization asking for User Setup requests.

General

The General tab is where the User Name and User Login are entered, and where other User settings can be managed.

Legend:

1) Full Name – Enter the Full Name of the User

2) User Login – Enter the Login ID for the User.  Note: this value is case-sensitive

3) Login Password – Enter the Login Password for the User.  Note: this value is case-sensitive.  Password Requirements: 1 Capital letter, 1 Special character, 7 Characters minimum

4) User Email – Enter the User Email Address.  This is used for Password reset purposes, as well as other email functions throughout the system

5) Default Location – Select the Default Location for the User.  This is the Location that the User works at most regularly.  This value will also set the Default Location for Manager Daily Comment as well as other Manager functions throughout the system

6) Inactive checkbox – In the event that a team member leaves your organization after that user has recorded activity in Restaurant365, you will not be able to Delete the User.  You can flag the User as Inactive by checking this checkbox and the User will no longer be able to log in to the system.  In addition to marking a User as inactive, it is advisable to change that user’s password to restrict access upon termination

7) Mobile Phone – Enter the Mobile Phone number of the User

8 – 11) Email Credentials – For Users that will be emailing AR Invoices, the User Email Credentials need to be established on the User Record.  Enter in the Email Credentials for the User in these fields

User Roles

The User Roles tab is where Security Roles for the User can be added or removed.  To add a Security Role to the User, begin typing the name of the Security Role, or click the dropdown and select the Security Role from the list of existing Security Roles.  For a full listing of Security Roles see the User Setup and Security training.

Locations

The Locations tab is where User Location access is managed.  Locations can be added or removed by typing the name of the Location, or by clicking the dropdown and selecting the Location from the list of existing Locations.

Restaurant365 is currently only available in English.  To use Restaurant365 in another language, users have the option of using Google Chrome to translate English to their preferred language.

You have two language settings you can alter using Google Chrome:  Your Browser Language, and the Display Language on the pages you view:

Google Chrome Browser Language

To change your Google Chrome Display Language please follow the steps outlined below, or follow the steps found on the Google Support – Change Chrome Language page.

• Open Chrome on your computer.
• In the top right corner, click the Menu icon
• .
• Click Settings > Show advanced settings.
•  
• In the “Languages” section, click Language and input settings
• .
• Select the language you’d like to use from the list. If the language isn’t listed, first add it as one of your preferred webpage languages by clicking Add.
• This will open a Language Selector prompt.  Find your desired language and click ‘OK’
• On the right panel, click Display Google Chrome in this language.
• Fully close and reopen the browser to apply the changes.

Website Display Language

Google Chrome will attempt to translate any pages that have a default language that does not match your Internet Provider Region Settings.

As a user, you have the option to manually tell Google Chrome to translate a page to a desired language.  If you are in the United States and your Google Chrome browser has English as the default language, right click anywhere on the page and select ‘Translate to English’.  If you are outside of the United States and have a language other than English, Google Chrome should prompt to translate the page for you (as shown above).

The site will begin to translate at this point, finally displaying a message the the site has been translated.  To adjust the display language, click on Options

After clicking on Options, you can select your desired language, and if you want Google Chrome to always translate this page, check the ‘Always Translate’ box before clicking Done.

Now this page will always translate to the selected language.  To make any changes to the translate settings, click the on the Google Translate icon in the navigation bar to open the Translate Options again.

Language Tags: Spanish, Español, French, Français

The Flash Report gives users a consolidated report that provides several key metrics for each of their Locations, including Sales, Labor Costs, Discounts and Comps.  The Flash Report is located in the ‘Operational Analysis’ section of ‘My Reports’, and is titled ‘Flash Report’.  Similarly to all reports located in ‘My Reports’, the ‘Flash Report’ can be ran manually.

Additionally, Flash Reports can be delivered automatically, in a daily email.  To set up Daily Flash Report emails, please contact Restaurant365 Support and provide the following information:

• Restaurant365 URL (https://groupname.restaurant365.net)
• All recipient email addresses

Flash Report Detail Explanation

The Flash Report has four different sections: Day, Exceptions/Paid Out Details for the Day, Week End, and Period.  Identical columns are present in the three main sections, while Paid Outs and flagged Exception Types appear in a list in the Exceptions/Paid Out Details section.  Data in the different sections will reflect the respective section type (Day = Daily data, Week End = Aggregated Weekly data, Period = Aggregated Period data)

Day, Week End, and Period

Legend:

1) Location: This is the Location name in Restaurant365

2) Sales: The sales for the Location

3) Same Day Last Yr: Sales for the same calendar day, from the prior year.  Click here for more information on Historical Sales

4) Dollar Change: The dollar difference between ‘Sales’ and ‘Same Day Last Yr’

5) Percent Change: The percent change between ‘Sales’ and ‘Same Day Last Yr’

6) Labor Goal: 

7) Labor %: Total labor costs (Labor Regular + Labor Other) as a percent of Sales

8) Labor Regular: Total cost for regular labor recorded through the POS system

9) Regular Hrs: Regular labor hours recorded through the POS system

10) Labor OT: Total cost for OT labor recorded through the POS system

11) OT Hrs: OT labor hours recorded through the POS system

12) Labor Other: Daily Manager Salary Estimate (this value can be manually adjusted on the Location Record)

13) Deposit: The deposit amount from the DSS

14) Over/Short: The over/short amount from the DSS

15) Paid-ins: Total dollar amount of Paid Ins recorded on the POS system

16) Paid-outs: Total dollar amount of Paid Outs recorded on the POS system

17) House Accts: Total dollar amount of House Account Transactions recorded in the POS system

18) Credit Cards: Total dollar amount of Credit Card sales recorded in the POS system

19) Coupons: Total dollar amount of Coupons recorded in the POS system

20) Comps: Total dollar amount of Comps recorded in the POS system

21) Discounts: Total dollar amount of Discounts recorded in the POS system

22) GCards Redeemed: Total dollar amount of Gift Cards Redeemed recorded in the POS system

23) Voids: Total dollar amount of Voids recorded in the POS system

24) # of Voids: Quantity of Voids recorded in the POS System

Exceptions/Paid Out Details for the Day

Legend:

1) Location: This is the Location name in Restaurant365

2) Type: The Type for the line item in the Exceptions/Paid Out list.  This will be ‘Exception’, or ‘Paid out’

3) Ticket #: If the Type = Exception, the respective Ticket # will be displayed here

4) Amount: The dollar of the Paid Out or Exception

5) Comment: The comment entered in to the POS for the Paid Out (description), or the default Exception Comment from the Payment Type

6) Server: The name of the Employee / Server that was associated with the Exception Sales Ticket (if relationship exists in the POS)

7) For Employee: Employee name that recorded the Exception Payment Type

By design, Restaurant365 is accessible from any internet connected device via a web browser.  Restaurant365 was written to perform optimally in the Google Chrome web browser, and it is recommended that all users access Restaurant365 from the Google Chrome browser.  Click here to learn more about Google Chrome

Various functions can be performed via a mobile device and the Restaurant365 mobile App available for iOS and Andriod devices

Downloading the App

Restaurant365 User can get this App from the Google Play store for Andriod and from the App Store for iOS by searching for ‘Restaurant365’

App Store:

Google Play Store:

Logging In

Upon downloading and opening the App the User will be presented with a login screen where they can enter the same username and password used to access the full version of Restaurant365.  The R365 URL field will populate with the R365 customer URL linked to the User’s username (https://sample.restaurant365.net = ‘sample’).  Note: If the User has accounts in multiple instances of Restaurant365, each instance URL will be listed in a drop-down selector allowing the User to select the desired R365 instance.  Click here for an animated GIF example of R365 Mobile Login

Logging Out

To log out of the R365 Mobile App, the User navigates to the bottom of the Options screen, and clicks the ‘Logout’ button.  The App will prompt the User to determine if the User wants to log out.  A response in the affirmative will result in the logout sequence.  Click here for an animated GIF example of R365 Mobile Logout 

The To Do Checklist is found in the left hand navigation under Accounting – Report – To Do Checklist.  This list displays various tabs with items that the system has flagged as requiring setup or attention.  If nothing is requiring attention on a specific tab, that tab won’t be displayed.  The To Do List has the following tabs:

• Record Setup – this tab shows a row for each record in the system missing required fields.  For example if a GL Account was missing GL Type then there would be a row for that account and the row would have a comment stating the account is missing GL Type.  Double click the row to open it and add the GL Type.  When the list is refreshed that row will be removed
• System Setup – this displays if any legal entity in the system has a discrepancy in beginning balances such as the open AP transactions entered at go live don’t equal the AP gl account beginning balance.  AR balance is another example of a discrepancy that might show in this tab.
• Sales Accounts – this displays Sales Account records imported from the POS that need GL acounts assigned
• Payment Type Accounts – this displays Payment Type Account records imported from the POS that need GL accounts assigned
• Job Titles – this displays Job Titles imported from the POS that need GL accounts assigned

Additional instructions for using the window for Payment Type Accounts, Sales Accounts, and Job Titles is listed below.

Payment Type Accounts

To assign a GL Account to an item, check the box next to the item name and then select ‘Update’

A new Pop-up will appear. For Payment Types – Select the GL Account and Payment Group.  If you want the item to be an exception on the DSS, check the ‘This is an Exception Type’ check box. You may also have the payment type cosolidated on the Flash Report, check the ‘Consolidate on Flash’ check box. Select save to save the update.  Repeat these steps for each payment Type that needs to be assigned.

Sales Accounts

For Sales Accounts – Assign the GL Account and Sales Account Type

Job Titles

For Job Titles – Assign the GL Account

The easiest way to find transaction details when you know 1 or more criteria such as the amount, date, location, GL account, etc is using the Transaction Details list.  Searching by amount is most common so our example below will search for transaction details with the debit amount of $190.52.  Scrolling through this list you will see many columns with information about those transactions such as which bank reconciliation or deposit they’re on or if they’ve been matched to a bank activity record.

1. Go to Transaction Details list under Accounting – Home – Transaction Details in the left hand navigation pane
2. Scroll to the column you wish to search by and in the search box just below the column header type the criteria you’re looking for
   
3. If you’d like to include other search criteria such as date, location, GL account, etc then type that in the corresponding search boxes of the additional columns
   • To search for a date range instead of just 1 date, click the arrow at the top right corner of Date header, hover over Filter dropdown, and then select “Is after or equal to” and put the start date in 1st box and “Is before or equal to” and end date in 2nd box and click Filter
4. Once you’ve entered all your search criteria, press the Go button on the right of ribbon above the column headings 
5. This will return a list of the transaction details matching your search criteria and then to open the transaction double click the row
   • The list can also be exported to Excel by clicking the Excel Export button in the upper right side of page
6. If the search doesn’t produce the desired results, sometimes its best to simplify the search to less criteria such as only searching by amount and then press Go again.

The automated intercompany process in the system will automatically create Due To and Due From entries on the distribution of intercompany transactions.  A transaction is deemed intercompany if the location in the header belongs to a different legal entity than a location in the detail rows belongs to.  The intercompany entries are added to the distribution after hitting Save or Approve.

The Legal Entity form has fields for “Due From Account” and “Due To Account” and these are the accounts that will be used in intercompany distributions.  The process below describes an example of how this would work.

Assume we have 2 locations and each is owned by a different legal entity (LocA owned by LE1 and LocB owned by LE2).  Let’s assume a vendor delivers $60 of goods to LocA and $40 of goods to LocB but then sends 1 consolidated invoice for $100.  If the invoice is entered at LocA then that means LocB should owe LocA for their $40 portion of the expense.  On the invoice, LocA will be the location in the header and then there would be 2 details rows, 1 for LocA for $60 and 1 for LocB for $40.  The distribution without intercompany would be as shown below.

Total debits and credits must balance for each legal entity so the example above is out of balance.  Total debit for LE1 = 60 and total credit = 100, while total debit for LE2 = 40 and total credit = 0.  LE2 needs a $40 credit and LE1 needs a $40 debit to balance out.  That’s where the Due To and Due From entries come in.  Automated intercompany rows will be created to balance out the entry and show that LE2 owes LE1 $40 as shown below.

Now debits and credits match for each legal entity and the transaction is in balance.  The Due To and Due From accounts were pulled from each respective legal entity.

Setting Up Due To/From Accounts

There are 2 methods to choose from when setting up Due To/From accounts on a legal entity.  Method 2 is more popular.

1. Use separate due to and due from accounts for each legal entity.  This means in our example on LE1 we’d put an account named “Due From LE1” in the Due From Account field and “Due To LE1” in the Due To Account field.
   • Pros: This method provides the most detail because each legal entity will have their own due from and due to accounts so they will show up separately on a balance sheet
   • Cons: Requires setting up more accounts in your GL, makes reports like the balance sheet longer because they must show each account, and the biggest con is that as the Due From and Due To account balances grow over time, at some point you should do an adjusting journal entry to cancel them out against each other.  For example if Due To LE1 grows to a balance of $10,000 then that shows as an asset on LE1 balance sheet which looks good, but the if if it also has a liability of Due From LE1 = $9,000 then the net difference is actually just an asset of $1,000 instead because the rest cancel each other out.  Periodically you’ll want to do an adjustment to clear those amounts so they don’t grow over time to millions
2. (preferred Method) – Use the same account in both due to and due from account fields per each legal entity.  This means in our example on LE1 we’d put one account named “Due To/From LE1” in both fields.
   • Pros: This makes managing the balances simpler because since you use the same account for due to and due from, as they get debited and credited it cancels itself out without the user needing to do manual adjustments to the balance as described in the cons of method 1 above.  This also creates 1/2 the amount of intercompany accounts which is easier setup and makes reports shorter
   • Cons: A little less visibility to see due to and due from balances separated out explicitly

If you use Quickbooks and are now setting up Restaurant365, moving your vendor list over is easy.  Just follow the steps below:

1. In Quickbooks go to Reports – List and run the Vendor Contact List report
2. On this report click the “Customize Report” button in the upper left corner
3. In the window that pops up, in the Columns box, select the following columns (and uncheck any others that might be selected).  Be sure to choose this exact list of columns, then click OK
   • Active Status, Vendor, Phone, Fax, Contact, Bill From 1, Bill From Street 1, Bill From Street 2, Bill From City, Bill From State, Bill From Zip, Print on Check as, Email, Account No., Terms, Tax ID, Eligible for 1099
4. Now on the report click Excel at the top of the window and choose Create New Worksheet
5. On the window that pops up select “Create a comma separated values (.csv) file” and then click Export
6. In the window that pops up give the file a name and note where you are saving the file
7. Now in Restaurant365 you need to be in the Setup Assistant in section Vendors at step Vendor List
8. Click Import and browse to the file you exported in step 4 and this will import your vendor list from Quickbooks