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.

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 uploaded to the system (even in the same PDF file) and then entered at a later time
• Vendors can send AP / CM Transaction files directly to a specified email address or hosted FTP folder location without any required action from the Restaurant Group.  These files will be imported automatically and reside, awaiting processing, in the ‘Documents to Process’ list view
• AP / CM Transaction files can be uploaded at the Restaurant level and made immediately available at the Corporate level
• AP / CM Transaction files are automatically attached to the transaction record in Restaurant365 for audit purposes

Uploading Documents to Process

To begin using Documents to Process, determine the preferred method of Uploading Documents to Process for your Organization.  Once determined, perform the necessary set up for the desired Upload Method

• AP Automation
• FTP
• Manual Upload

Click here for more information on Documents to Process Upload Methods

Documents to Process Demo Video

Click here to open a Documents to Process Demo Video

Security

Users with the Primary Security Roles of ‘Accounting Manager’, ‘Accounting Clerk’ and ‘Restaurant Manager’ will have the ability to Upload Documents to Process via the ‘Manual Upload’ process within Restaurant365.

All other Users (including non-users such as Vendors) will have the ability to Upload Documents to Process via AP Automation or FTP when granted access to those Upload Methods (specified Email address and FTP site credentials respectively).  By Default, Users with the Security Role of ‘Accounting Manager’ will have the ability to ‘Approve’ AP Transactions that occur via Documents to Process.  The other two User types will not have the ‘Approve’ ability.  To enable these Users to Approve AP Transactions, provide the User with the necessary Secondary Security Role(s):

• Approve AP Invoice – this role gives an ‘Accounting Clerk’ or ‘Restaurant Manager’ the ability to ‘Approve’ AP Invoices
• Approve AP Credit – this role gives an ‘Accounting Clerk’ or ‘Restaurant Manager’ the ability to ‘Approve’ AP Credit Memos

Click here for training on assigning security roles

Navigation

Accounting Module

Documents to Process is located in the ‘Accounts Payable’ subsection of the Accounting Module

Operations Module

Documents to Process is located in the ‘Purchases’ subsection of the Operations Module

Documents to Process: Upload Methods

Files can be uploaded to Documents to Process manually, via FTP and via AP Automation.  Click here for more information on Documents to Process: Upload Methods

AP Automation Overview

AP Automation requires that a specified Email address be set up following certain criteria.  Click here for more information on AP Automation

FTP Site Overview

Multiple files can be uploaded at once to Location-specific folders via the FTP Site.  Click here for more information on FTP Site

Documents to Process: Uploading Files via AP Automation

Supported File Types can be emailed to the AP Automation Email address for automatic upload in to Restaurant365.  Click here for more information on Uploading Files via AP Automation

Documents to Process: Uploading Files via FTP

Users can upload multiple files to Documents to Process via the FTP Site.  Click here for more information on Documents to Process: Uploading Files via FTP

Documents to Process: Manual Upload

Individual files can be uploaded within Restaurant365 via Manual Upload.  Click here for more information on Manual Upload

Processing Uploaded Documents

Click here for training on Processing Documents to Process

AP Invoice Record

Click here for more information on the AP Invoice Record

AP Credit Memo Record

Click here for more information on the AP Credit Memo Record

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 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

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 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.

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.

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 uploaded to the system (even in the same PDF file) and then entered at a later time
• Vendors can send AP / CM Transaction files directly to a specified email address or hosted FTP folder location without any required action from the Restaurant Group.  These files will be imported automatically and reside, awaiting processing, in the ‘Documents to Process’ list view
• AP / CM Transaction files can be uploaded at the Restaurant level and made immediately available at the Corporate level
• AP / CM Transaction files are automatically attached to the transaction record in Restaurant365 for audit purposes

Uploading Documents to Process

To begin using Documents to Process, determine the preferred method of Uploading Documents to Process for your Organization.  Once determined, perform the necessary set up for the desired Upload Method

• AP Automation
• FTP
• Manual Upload

Click here for more information on Documents to Process Upload Methods

Documents to Process Demo Video

Click here to open a Documents to Process Demo Video

Security

Users with the Primary Security Roles of ‘Accounting Manager’, ‘Accounting Clerk’ and ‘Restaurant Manager’ will have the ability to Upload Documents to Process via the ‘Manual Upload’ process within Restaurant365.

All other Users (including non-users such as Vendors) will have the ability to Upload Documents to Process via AP Automation or FTP when granted access to those Upload Methods (specified Email address and FTP site credentials respectively).  By Default, Users with the Security Role of ‘Accounting Manager’ will have the ability to ‘Approve’ AP Transactions that occur via Documents to Process.  The other two User types will not have the ‘Approve’ ability.  To enable these Users to Approve AP Transactions, provide the User with the necessary Secondary Security Role(s):

• Approve AP Invoice – this role gives an ‘Accounting Clerk’ or ‘Restaurant Manager’ the ability to ‘Approve’ AP Invoices
• Approve AP Credit – this role gives an ‘Accounting Clerk’ or ‘Restaurant Manager’ the ability to ‘Approve’ AP Credit Memos

Click here for training on assigning security roles

Navigation

Accounting Module

Documents to Process is located in the ‘Accounts Payable’ subsection of the Accounting Module

Operations Module

Documents to Process is located in the ‘Purchases’ subsection of the Operations Module

Documents to Process: Upload Methods

Files can be uploaded to Documents to Process manually, via FTP and via AP Automation.  Click here for more information on Documents to Process: Upload Methods

AP Automation Overview

AP Automation requires that a specified Email address be set up following certain criteria.  Click here for more information on AP Automation

FTP Site Overview

Multiple files can be uploaded at once to Location-specific folders via the FTP Site.  Click here for more information on FTP Site

Documents to Process: Uploading Files via AP Automation

Supported File Types can be emailed to the AP Automation Email address for automatic upload in to Restaurant365.  Click here for more information on Uploading Files via AP Automation

Documents to Process: Uploading Files via FTP

Users can upload multiple files to Documents to Process via the FTP Site.  Click here for more information on Documents to Process: Uploading Files via FTP

Documents to Process: Manual Upload

Individual files can be uploaded within Restaurant365 via Manual Upload.  Click here for more information on Manual Upload

Processing Uploaded Documents

Click here for training on Processing Documents to Process

AP Invoice Record

Click here for more information on the AP Invoice Record

AP Credit Memo Record

Click here for more information on the AP Credit Memo Record

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 navigate to the Administration menu in the top ribbon and select ‘Import’

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.

Each time you create a PDF in the system such as running a report or printing a check, that PDF is saved by default in your downloads folder. For example if you print a check, it saves in the downloads folder as Check. If you print another check it saves as Check (1), the next time as Check (2), then Check (3) etc.

The limit to these files being downloaded is 101. Consequently, when you reach Check (100), a new dialog box will appear prompting you to save the file instead of downloading it as it did before. The same goes for each individual report type.

When you start getting the dialog box prompting you to save the file when you didn’t have to before, you can do the following:

1. Open Windows File Explorer or My Computer

2. Click on Downloads in the left hand navigation options

3. Click on the column “Name” to order the downloads by name (so that all of your reports/checks will be together in order)

4. Click on the first report/check, hold down shift and while holding shift scroll up until you get to the last of that report/check

5. Click the last report/check while still holding shift and that will select all of the reports/checks from the first to the last

6. Press delete to delete those files

Now you should be able to run the report/checks again without being prompted to save.

Re-importing Daily Sales Summary (DSS) Files

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

Note: the following Cloud-based POS Systems are exceptions and require assistance from the Restaurant365 POS Integration Team to re-import DSS files:

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

For DSS re-import assistance with a Cloud-based POS please contact Restaurant365 Support and include the following details:

• Restaurant365 URL: https://groupname.restaurant365.net
• Location Name / Number:
• Date(s) of missing DSS(s):

Troubleshooting Before Re-import

Before attempting to re-import manually, and before contacting Restaurant365 Support, please review the article Troubleshooting tips for missing DSSs

Performing DSS Re-import

For all non Cloud-based POS systems, a user can perform the manual re-import by accessing the R365 Operation Import Tool installed on the Back Office Computer of the Restaurant Location.  This is the same Computer that was accessed by the Restaurant365 POS Integration team during the POS Integration.

To perform a manual re-import, the 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, click the  ‘Import’ button to initiate the import:

Depending upon the internet connection speed and how many transactions occurred at the Restaurant Location for this date range, the import may take between 1 and 5 minutes to complete. A progress bar will appear while the import process is taking place. The import tool will close itself automatically when the import is complete.

Upon completion of the import, the newly re-imported DSS files will be present in the Operations Module of Restaurant365

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

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 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 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, the ‘User Roles’ (security roles), ‘Locations’ and ‘Email Settings’ tabs are available to users.  Click here for more information on User Setup and Security.

Note: Only Users with the Security Role of User Setup will have the ability to manage other User Records.  Individual Users will be able to perform limited updates on their personal User account.  User Role and Location access can only be managed by a User with the Security Role of User Setup.  If there are necessary changes needed to a User Account, please contact the Accounting Team within your Organization for all User Setup requests.

General

The General tab is where the User Name, User Login and User Email are entered.  Terminated Users can also be deactivated on this tab

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 [ps2id id=’default-location’ target=”/]

4) 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

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

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

7) 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

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. Click here for more information on User Setup and Security.

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.

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Email Settings

The Email Settings tab contains the Outgoing Mail settings for the User’s email address (located on the General Tab).  Providing Restaurant365 with the Outgoing Email settings for the User will enable the User Account to email various records and transactions links directly from within Restaurant365.  Click here for the Email Settings Overview, and here for a list of Common Webmail Provider SMTP Settings

Legend:

1) Email Password – enter the Email Account Password for the Email Address specified on the General tab of the User Record

2) Email Outgoing Mail Server – enter the Outgoing (SMTP) Mail Server for the Email Address specified on the General tab of the User Record

3) Email Port – enter the SMTP Port for the Email Address specified on the General tab of the User Record

4) Email SSL Checkbox – check the box to signify ‘Yes’ for Email SMTP services that require SSL/TLS

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

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

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.