Preparation for Operations

The goal of Operations Implementation is to train your Power User to complete all daily, weekly, and monthly tasks necessary to maintain your R365 instance. Consider who from your organization will be the main point of contact for Ops Onboarding and the Op...

Jun 14, 2022 10:01

Phase 1: Items In

Phase 1 focuses on preparing and importing items to R365. Item Setup is a prerequisite to all item-level transactions, such as AP Invoices and Inventory. These foundational concepts will lay the groundwork for the next phases of Operations Onboarding. ...

Dec 15, 2022 09:25

Phase 2: Item Management and Transactions

Phase 2 focuses on Item Management and Transactions, such as AP Invoices, Item Transfers, and Waste Logs. At completion of this phase, your Cost of Goods Sold (COGS) is calculated from purchases. During the next phase, we will set up Inventory Counts, whic...

Sep 30, 2022 12:13

Phase 3: Inventory

Phase 3 focuses on the setup of Inventory Templates and the taking, reviewing, and approving of Inventory Counts. In a periodic inventory system, performing accurate Inventory Counts is crucial to obtaining accurate Cost of Goods Sold. Phase Goals In...

Nov 10, 2021 14:06

Phase 4: Recipes

Phase 4 focuses on creating recipes and mapping them to POS Menu Items. Recipes are used for tracking COGS for batch recipes and theoretical depletion through menu items. Phase Goals Learn concepts of recipes and menu items to apply those concepts po...

Nov 10, 2021 14:06

Phase 5: Scheduling

Phase 5 focuses on the setup and use of R365 Scheduling. One set up, you may then onboard Employees to the R365 Red App, which they can use for requesting off, messaging other Employees, trading shifts, and more.  With your POS Integration, Labor Accru...

Nov 10, 2021 14:06

Phase 6: Ops Onboarding to Adoption

Phase 6 focuses on reviewing records and solidifying routine tasks in R365 to officially complete technical implementation. You will also receive tools to assist with scaling your business and staying up-to-date with new releases and trainings on new featu...

Nov 10, 2021 14:06

Golden Rules of Operations

Review the Operations Do's and Don'ts to help you stay successful with Operations in R365! Units of Measure Do use what already exists and create only what is necessary. Do think about the measure type the UofM should be in: Weight, Volume, ...

Nov 10, 2021 14:06

Golden Rules of Accounting

Review the Accounting Do's and Don'ts to help you stay successful with Accounting in R365! Daily Sales Summary Do make sure that your DSS is validated to ensure accuracy by comparing POS reports to your R365 DSS Don't blindly approve a D...

Nov 10, 2021 14:06

Phase 1: Getting Started & Discovery

In this initial stage, you will build a foundational setup and set of skills that will prepare you and your team for the more intricate details of Accounting Onboarding in upcoming phases. This also gives us the opportunity to define our primary goals for ...

Mar 02, 2022 14:42

Phase 2: Money In

This phase focuses on identifying how money enters your restaurant organization and the process of tracking those transactions within R365. Phase Goals POS is configured, mapped, and validated Understand and begin Daily Sales approval process workfl...

Mar 02, 2022 14:42

Phase 3: Money Out

This phase focuses on identifying how money leaves your restaurant organization and the process of tracking those transactions within R365. Phase Goals Vendors are set up. Understand and begin the AP invoicing process Understand and begin AP paymen...

Apr 11, 2024 11:08

Phase 4: Accounting Cutover

In this phase, you will be finalizing period-end in your legacy system and recording all transactions dated post-Go Live in R365 moving forward. Goals Ending balances in legacy system match starting balances in R365 As of one day prior to Go Live (e...

Jan 13, 2023 12:08

Accounting Cutover Process

The cutover process means that on a set date, you close the current period in your legacy software and begin the new period in R365. This is your 'Go Live' date. It is important that transactions are recorded where they belong in order to efficient...

Mar 02, 2022 14:43

Phase 5: Banking

In this phase, you will learn how to complete a Bank Reconciliation. The time and diligence you spent in the Money In and Money Out Phases will pay dividends in this phase. Phase Goals Understand how Undeposited Funds work (Bank Deposits) Understand...

Mar 02, 2022 14:43

Phase 6: Payroll

This phase focuses on how to record payroll in R365 and accurately report Labor on your Profit and Loss. Phase Goals Payroll JE has been created Payroll Accruals have been reversed Payroll banking transactions have been recorded and reconciled Tim...

Mar 02, 2022 14:43

Accounting Onboarding to Adoption

This phase focuses on reviewing records and solidifying routine tasks in R365 to officially complete technical implementation. You will also receive tools to assist with scaling your business and staying up to date with new releases and trainings on new fe...

Jan 13, 2023 12:07

R365 Setup Assistant

The R365 Setup Assistant is your quick-start tool to get R365 up and running. The Setup Assistant has been designed for simplicity and ease of use. When new customers first log in to R365, they are greeted by the Setup Assistant. This tool will walk y...

Apr 19, 2024 12:02

R365 Theme Builder

To customize the User Experience, Organizations can set the color theme of the system. The system comes with various saved color theme options to select from and new custom themes can also be created by the User. Access Theme Builder The them...

Dec 15, 2022 10:15

Fiscal Period/Year Setup

Fiscal periods must be set up for each year by creating a Fiscal Year for each Legal Entity. Different Legal Entities can run on different fiscal years. When Fiscal Years are created, they are validated to prevent gaps between years. Within each Legal ...

Mar 13, 2024 13:18

R365 Supported Browser

While Restaurant365 will 'work' in any web browser across any device, the complete experience and feature set is designed to work in the Google Chrome Browser. This means that our Development Team designs and tests every function and featu...

Oct 22, 2021 10:27

System Preferences Overview

Access System Preferences to adjust various system-wide settings, including settings related to accounts, locations, email automation, POS integration, and reporting. Any changes made in System Preferences are effective immediately after saving the pa...

Jan 25, 2024 08:27

System Preferences: Accounts

This article provides information about the Accounts tab on the System Preferences screen. Click here for more information on System Preferences. On the Accounts tab, users can configure accounts to automatically populate account-related fields throughout ...

Jan 25, 2024 08:25

System Preferences: Location Reporting Categories

This article provides an overview of the Location Reporting Categories tab on the System Preferences screen. Reporting categories assist in organizing data by location in reports. Many reports have Filter By and Filter parameters that can be used to organi...

Jan 25, 2024 07:51

System Preferences: AP Processing Email

This article describes the tasks performed on the AP Processing Email tab on the System Preferences screen. Click here for more information on System Preferences. The AP Processing Email tab of System Preferences displays the R365-generated email ...

Jan 25, 2024 07:50

System Preferences: Miscellaneous

The Miscellaneous tab of the System Preferences screen contains various system settings that effect how users view, create, and update data throughout R365. Click here for more information on System Preferences. Due to the large number of settings avai...

Sep 26, 2024 15:29

System Preferences: Location Additional Info

The Location Additional Info tab of System Preferences is used to create additional identifiers for locations. These identifiers are available on the Additional Info tab of the Location record as open text fields.  In the example shown below, the user ...

Jan 25, 2024 07:55

Legal Entity Record

Legal entities are companies that own locations. Each location must belong to a legal entity, and when a transaction occurs and is connected to a specific location, it is automatically connected to the legal entity that owns the location. When a repor...

Apr 19, 2024 12:05

Location Record

The Location record is where information related to a specific restaurant location resides in the system. When a location is selected from the list on the Locations page, the Location record opens with the General tab selected by default.  In addition to ...

Aug 07, 2024 09:52

Add a New Location

Location Records can be created via the Restaurant365 Setup Assistant. Users with the following Permission will be able to access the Setup Assistant via the Administration Menu: Administration → System Setup → Use Setup Assistant Learn more about man...

Oct 07, 2024 12:08

Location Groups: Overview

This article reviews the Location Groups feature.  Location Groups are used to spread AP Invoices and Journal Entries across multiple Locations, limit which Locations can use specific Purchased Items and Recipes, and run combined reports for groups of ...

Feb 14, 2023 16:50

Delete a Location

Locations in R365 can be deleted if necessary, but only when every transaction / record that was ever associated with that Location is deleted or reclassified to a different Location.    When each transaction / record has been deleted or reclassified,...

Jan 13, 2023 11:59

Inactivate a Location

If a Restaurant Location closes, certain transactions can be marked as 'Inactive' from the Location record. This will ensure that no future transactions are accidentally tied to that Location while also retaining it in R365 for historical reporting...

Jan 08, 2024 11:09

Location Profile

The Location Profile provides a further look into the attributes of your restaurant Locations. The Location Profile can only be utilized if the Location has a Location Type of 'Restaurant' set on its Location record. When updating the Location Type...

Aug 19, 2021 07:36

Location Reporting Categories

Location Reporting Categories are custom categories that are used for reporting and grouping your Locations. You can create up to ten Parent Categories that can then be assigned on Location records. Some examples of Parent Location Reporting Categorie...

Dec 20, 2022 15:45

Location Types

A Location Type is a required field in the Location record that groups Locations based on if they are an Accounting Entity, Commissary, or Restaurant.  When creating an Item Location record, Accounting Entities are omitted so that only Restaurant ...

Aug 30, 2022 11:01

Sales Account Import Types

Sales Account Import Types are the type of Sales Accounts brought in from the POS. Depending on the POS System, these types may or may not have been set up when your system was initially implemented. If your system allowed for this setup, this field w...

Feb 09, 2022 14:48

User Setup, Security, and Location Access

This article reviews User setup and includes the following topics: User Setup Overview Users / Security Pages and Tools Security Permissions  Creating New Users Editing Users Assigning User Roles and Permissions Assigning Report Roles A...

May 04, 2023 09:00

Custom User Roles

This feature is part of the Security and Permissions page. Custom User Roles are flexible User Roles that streamline managing User permissions. Ensure that Users have the appropriate access by building Custom User Roles with specific permission se...

Dec 29, 2022 08:59

User Roles: R365 User Role Descriptions

All User Roles contain Permissions that determine the access that a User has in Restaurant365. The default R365 User Roles below are provided as common Permission sets. These roles can be used as is, or they may be cloned as a starting point when creating ...

Jul 03, 2023 15:26

User Permissions: Permission Reference

This article provides reference information for user permissions. User permissions determine which screens, locations, and types of information that a user has in Restaurant365. Permission Groups User permissions are organized into a tree structure th...

Apr 29, 2024 07:35

Security & Permissions: Overview & Security

The Security & Permissions page holds several key User security and permissions features. This page makes managing User security and permissions simpler by bringing related settings together into one easy-to-navigate page. Here, Admin Users wil...

Sep 03, 2024 15:11

Security & Permissions: User Roles

The article is part of the Security & Permissions page. User Roles determine the access a User has in Restaurant365. The User Roles tab is used by Admin Users to view and adjust which Users are assigned to each User Role, as well as view the ...

Mar 10, 2023 15:06

Security & Permissions: Report Roles

The article is part of the Security & Permissions page. Report Roles must be created and assigned to each User in order for that User to access individual Reports located in 'My Reports' or 'Custom Financial Reports'. Repo...

Mar 21, 2024 10:07

Security & Permissions: Auto Log Out

This article reviews the Auto Log Out tab of the Security & Permissions page.  The Auto Log Out tab contains the inactivity threshold setting for the Instance. Once the system recognizes that a User has not been active for the allotted thresho...

Jun 05, 2023 10:11

Security & Permissions: Passwords

The article is part of the Security & Permissions page. The Passwords tab enables Admin Users to have more control over security by setting Password Parameters. These parameters enforce password requirements that Users must follow when creating...

Jan 25, 2024 13:20

Security & Permissions: Authentication (MFA)

This article reviews the Authentication tab of the Security & Permissions page. Here, Users can configure the global Multi-Factor Authentication (MFA) settings, as well as MFA requirements by User Role.  Note: The Authentication tab (MFA) is only ava...

Sep 19, 2023 16:34

My Reports Overview

My Reports is the home to all reports in Restaurant365. Reports are sorted and displayed on tabs that group the reports together, including User defined 'Favorites'. In order to view or access any report, a User must first be assigned to a...

Dec 20, 2022 16:56

My Reports: Assigning Report Roles

Report Roles grant access to specific Reports found in 'My Reports'.  Click here for more information on My Reports. Report Roles can be be assigned using three different methods:  Manually on the Security & Permissions page   Manually o...

May 28, 2024 12:14

My Reports: Using ‘My Reports’

In order to view and run Reports found in My Reports, a User must first have a Report Role assigned to their User Record. Click here for more information on My Reports. Navigation   Navigate to 'My Reports' by clicking on 'My Reports&...

Dec 20, 2022 16:22

My Reports: Send, Export, or Print Reports

Reports ran from within 'My Reports' can be emailed, exported, and/or printed directly from the reporting window. In doing so, any settings that are updated for a report with a PDF File Type will be saved for that report and User. These settings...

Sep 23, 2021 09:10

Report Subscriptions Overview & Security

Through the Report Subscriptions Management page, your administrative team has more control over who has access to your data by directly managing report subscription records. Report subscriptions will run a selected report and send it to the desired r...

Mar 05, 2024 08:37

Report Subscriptions: Create a Subscription

This is a part of the Report Subscriptions feature. Click here to learn more about Report Subscriptions. Report Subscriptions enable Users to receive the desired Reports via email daily, weekly, or monthly. These subscriptions can only be set up and ma...

Dec 08, 2023 12:59

Report Subscriptions: Edit and Send a Subscription

This is a part of Report Subscriptions and covers editing and sending a subscription. Report subscriptions will need to be managed over time to better reflect your current restaurant management. Whether a report subscription needs to be edited, deactiv...

Dec 08, 2023 12:36

Report Subscriptions: Date Settings

This is a part of the Report Subscriptions feature. Click here to learn more about Report Subscriptions. When subscribing to a report, the Date Settings fields appear if the report parameters include dates, such as the As Of, Start Date, or End Da...

Jan 29, 2024 10:11

Report Views

Report Views act as a Report Parameter Template where Users can set and save views of a report without having to set the Report Parameters each time. Each User with report access can set a Report View as a Default View so that each time the report is ran, ...

Dec 20, 2022 16:20

My Reports: System View

In My Reports, you can create and save your own views. The default (unfiltered) view is System View. To learn more, see the Saved Views section of "My Reports: Using 'My Reports'".

May 20, 2020 09:49

Entering Beginning Balance Transactions

When implementing Restaurant365, you will need to input beginning balance transactions for GL Balances, Open AP Transactions, Open AR Transactions, and Unreconciled Bank Transactions. The majority of beginning balance items will be imported during the impl...

Aug 04, 2022 11:50

Historical Sales

Historical Sales are the Sales that occurred prior to cut-over, which can be imported in a simplified manner into Restaurant365. Historical Sales are created using the R365 Historical Sales import template.  Historical Sales exist in Restaurant365 for ...

May 29, 2024 14:22

Beginning Balance Difference – Unassigned Vendor or Customer

Conditions in which UNASSIGNED VENDOR appears on AP Aging Report The UNASSIGNED VENDOR is a system-generated Vendor that appears on the AP Aging report when the following conditions occur. Difference in AP Beginning Balance and Imported AP ...

Oct 22, 2021 14:02

Restaurant Accountant Training Outline

The following training articles will assist Restaurant Accountants in understanding the key financial functions of the system. Navigation and Reports Working with Lists Accounting Reports Setting Up 'My Reports' Formatting the Profit and L...

Nov 03, 2023 10:20

Restaurant Manager Training Outline

Here are the key videos and articles for Restaurant Manager Training. Navigation Home Page Working with Lists (Classic) Restaurant Operational Reports Sales Daily Sales Overview & Security Daily Sales: Review a DSS Daily Sales Summar...

Jan 13, 2023 11:17

Daily Operator Guide

As an Operator, you are familiar with the cost and usage of each item in your restaurant. For Operations to be the most efficient, the following must be occur:  Item records, both Purchased Items and Vendor Items, should be setup correctly and adjusted a...

Jan 13, 2023 12:05

R365 Marketplace

Restaurant365 is always working to build advanced products that enhance your experience and help your restaurant thrive. As you grow to familiarize yourself with the software, R365 wants you to have direct access to the products that can help make you...

Dec 20, 2022 17:05

Submitting a Product Idea

At R365, we value your opinion and want to continually work to build smarter products that best serve you and your team. We thrive off of new perspectives, and as collaborators, we encourage you to share your ideas, make suggestions to existing features, r...

May 10, 2021 09:50

R365 Website Shortcut on Tablet

Create R365 website shortcuts on your mobile device's Home screen to make it even easier to log in to R365 and complete your daily tasks. Website shortcuts can be set up for both Apple and Android devices. iPhone / iPad Follow the instructions...

Aug 18, 2021 09:10

R365 Support

The R365 Support Center is your one-stop for: In-depth solution articles Sharing best practices in our Community Forums Managing open Support Tickets Chatting with a support rep Click here to view how to contact R365 Support.  Accessing the ...

Feb 15, 2022 12:34

R365 Academy Overview

  Welcome to the R365 Academy! This course-based learning tool may just become your best friend over the next few weeks as you dive into the world of R365. This lesson will focus on how to get the most out of your one-stop spot for Learning, the R365 Ac...

Dec 10, 2021 11:38

Working With Smart Grids

The different R365 Smart Grids can be organized and saved based on each User's preferred format. Every Smart Grid has several functions, allowing Users to filter, search, and reorder the grid information. Article Topics Column Visibi...

Apr 19, 2023 15:57

Working with List Views

The different lists in R365 can be organized and saved based on each User's preferred format. Within these lists, different functions are also present to provide filters for searching and additional actions for the selections within a listing, all...

Jun 16, 2022 09:39

Closing a Period

Booking transactions dates is determined by the Closed Date on the Legal Entity. Setting this date will mean no transactions can be Approved or edited with a date less than or equal to the Closed Date for any locations in that Legal Entity.  Users who ...

Oct 25, 2021 10:27

Advanced Close: Fiscal Year

The Advanced Close feature allows a User to lock and unlock Fiscal Years, Periods, and Modules to better manage transaction entry. When enabled, a User can view and maintain the status of all Fiscal Years from the Fiscal Year Maintenance Screen so t...

Dec 21, 2023 10:40

To Do Checklist

The To Do Checklist 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 S...

Mar 23, 2021 13:48

Export Chart of Accounts List From QuickBooks® Desktop

If your organization uses QuickBooks Desktop Version and is now setting up Restaurant365, moving your Chart of Accounts list over is an easy process. R365 consolidates Chart of Accounts so that multiple Locations and Legal Entities can be compared side...

Jun 12, 2023 09:22

Export Chart of Accounts List From QuickBooks® Online

If your organization uses QuickBooks Online Version and is now setting up Restaurant365, moving your Chart of Accounts list over is an easy process. R365 consolidates Chart of Accounts so that multiple Locations and Legal Entities can be compared side-...

Oct 25, 2021 11:34

Export Vendor List From QuickBooks® Desktop

Transferring your Vendor List from QuickBooks Desktop to R365 is an easy process, but to also make it an efficient process, it is important to review and consolidate this list.  To make sure your Vendor List is clear of duplicates and obsolete Vendors,...

Oct 25, 2021 11:35

Export Vendor List From QuickBooks® Online

Transferring your Vendor List from QuickBooks to R365 is an easy process, but to also make it an efficient process, it is important to review and consolidate this list.  To make sure your Vendor List is clear of duplicates and obsolete Vendors, follow ...

Oct 25, 2021 11:38

Export Customer List From QuickBooks® Desktop

If you use QuickBooks Desktop and are now setting up Restaurant365, moving your Customer List over is easy. When importing a Customer List, it is important to consolidate and update the list before importing into R365. Follow the instructions below to help...

Oct 25, 2021 11:39

Export Customer List From QuickBooks® Online

If you use QuickBooks Online and are now setting up Restaurant365, moving your Customer List over is easy. When importing a Customer List, it is important to consolidate and update the list before importing into R365. Follow the instructions below to help ...

Oct 25, 2021 11:40

Pulling Data from QuickBooks® Desktop for R365 Migration

During the final stages of Onboarding, a Data Import Specialist will contact you or your team about downloading and preparing four data files for import into R365, which include the Trial Balances and transaction information for the current and previous fi...

Oct 25, 2021 11:46

Pulling Data from QuickBooks® Online for R365 Migration

During the final stages of Onboarding, a Data Import Specialist will contact you or your team about downloading and preparing four data files for import into R365, which include the Trial Balances and transaction information for the current and previous fi...

Oct 25, 2021 11:42

Completing a Crosswalk

A Crosswalk occurs during Implementation when you determine how your Legacy accounts are mapped in R365. The transactional data tied to these Legacy accounts are pulled in from the number of prior years agreed upon in your Sales Contract.  Your Data Im...

Oct 25, 2021 11:43