Smart Ops: Overview

Smart Ops is designed with Restaurant Managers in mind. This advanced window both transforms POS data into bite-sized widgets and graphs for on-the-fly decision-making, and allows for transactions and records to be created easier and more efficiently ...
14:53

Home Page

This is a part of the Smart Ops Release. Click here to learn more about the Smart Ops Release. With the Smart Ops Release comes the new Home page, which is the landing page for all Restaurant Managers and Schedulers. This page offers a direct link...
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Help Menus

This feature is a part of the Smart Ops Release. Click here to learn more about the Smart Ops Release. When the Smart Ops Release is installed, Help Menus will be included to assist in your success as you navigate this new design. From the Help...
11:26

Smart Labor

Smart Labor is an add-on feature that enhances your experience in R365 with its ability to forecast Labor smarter through advanced configurations. Enabling Smart Labor in your instance will include the additions of the Labor Matrix for constructing the Lab...
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How do I make sure my location is ready for Hourly Forecasting?

When Smart Labor is enabled for your Organization, one of the key features you gain access to is Hourly Forecasting. Error messages may occur when you first access Hourly Forecasting if one of the following aspects are not set up beforehand:  Create J...
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QuickBooks Online Integration

Important Note: This integration is only available to Customers with the Core Operations plan. Send important Accounting information directly from R365 to QuickBooks Online (QBO) through the QuickBooks Online Integration. With this integration, your or...
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Notifications: Overview

This feature is a part of the Smart Ops Release.   Notifications are now available to alert Users of information that may need their attention. Users will be notified via the Notification Window, R365 Red App, email, and text message.   The Notifi...
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Notifications: Notification Center

This feature is part of the Notifications release for Smart Ops. The Notification Center allows Users to enable/disable the Notifications that are delivered to them, as well as set preferences for how those Notifications are delivered (Push Notifi...
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Smart Ops: Document Library

This is a part of the Smart Ops Release. Click here to learn more about the Smart Ops Release. The Document Library provides Users the ability to utilize Documents to Process directly from the Smart Ops window. The Document Library hosts all uploa...
10:40

GL Export Tool

The 'GL Export' tool allows Users to export Invoice Transactions or Inventory Transactions from one or more Locations for a selected date range.  Note: The 'GL Account Detail - Export' can be used to export other information, including Sa...
16:05

Smart Ops Items: Overview & Security

This feature is part of the Smart Ops release.  Purchased items, along with Recipe Items and Sales Items, make up the Inventory in R365. Purchased items are created by R365 users, and when creating items, users should account for every item used ...
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Purchased Item Record: Overview & Security

This article covers the New Purchased Item Record. To read about the Classic Purchased Item Record, click here. Purchased Items, along with Recipe Items and Sales Items, make up the Inventory in R365. Extra care should be paid when creating these vario...
10:34

Items Grid

This article is part of part of items and covers the items grid in Smart Ops. From the Items page, users can view the items grid, which lists all existing purchased items and their item details. From this list, users can access an item's Purchased ...
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Item Costing

Item Costing is a powerful feature in the Operations Module of Restaurant365. In Q4 of 2022 R365 is updating how Item Costs are calculated so that Item Costs per Location are automatically calculated. With this update Item Cost reporting will also be expan...
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Adding a New Purchased Item

This article covers creating a new Purchased Item using the New Smart Ops Purchased Item Record form. To read about adding a new Purchased Item using the Classic Purchased Item Record, click here.  There are three ways to add a new Purchased Item in R3...
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Purchased Item Record: Cost Update Method

This article complements the Purchased Item record training article. Click here to learn more about the Purchased Item record. The Cost Update Method determines how the Inventory Cost of each Item will be calculated in R365 and is required for all Pu...
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Purchased Item Records: Best Practices

Purchased Items are the records that will be counted in Inventory and used as ingredients on Recipes. Purchased Item records will have a lasting financial impact when inventoried, so it is important to have one and only one Purchased Item record for each i...
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Unit of Measure

This article covers the new Smart Ops Unit of Measure form.   Units of Measure are used throughout Restaurant365 for Inventory, Purchased/Vendor Items, Recipe Costing, Commissary Items, and Catering Item tracking.  Units of Measure (U of M) are...
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Item Categories

This article covers the Smart Ops Item Category Form.  Up to three separate Item Categories can be assigned to each Purchased Item record and are used in various reports to create subtotals or filters. Additionally, Item Categories can be assigned...
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Classic Purchased Item Record

Purchased Items, along with Recipe Items and Sales Items, make up your Inventory in R365. Extra care should be paid when creating these various Inventory Items as they will have a lasting financial impact  through the Inventory Count and Menu Item to ...
08:55

New Vendor Items Grid

This article reviews the vendor items tab within the Smart Ops Items page. To read about the classic vendor item grid, click here.  From the vendor items tab, users can view, edit, link, and create vendor tems. Vendor items are associated direc...
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New Vendor Item Record

This article covers vendor items and the new vendor item record. To read about the classic vendor item record, click here.  Vendor item records are essential in automating the AP process.  In order for R365 to automatically import AP invoices and ...
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Purchase Orders Overview & Security

This feature is a part of the Smart Ops Release. Click here to learn more about the Smart Ops Release. The New Purchase Orders feature enables Users the ability to view and create Purchase Orders, Purchase Order Templates, and Shopping Lists from ...
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Purchase Orders: Create and Enter a Purchase Order

This is a part of the Purchase Orders feature in the Smart Ops Release. Click here to learn more about the Smart Ops. A Purchase Order can be created either manually or from a template with a pre-defined set of terms arranged in a specific order. Once ...
12:33

Purchase Orders: Create and Edit a Purchase Order Template

This is a part of the Purchase Orders feature in the Smart Ops Release. Click here to learn more about the Smart Ops Release. Purchase order templates allow users to create memorized purchase orders for individual vendors, which can then be scheduled t...
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Purchase Orders: Review and Submit a Purchase Order

This article is a part of Purchase Orders and covers reviewing and submitting purchase orders.  When a purchase order is ready to submit, a reviewer will be able to assess the quantities entered to correct any discrepancies before submitting the order....
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Purchase Orders: Set Up Shopping Lists

This is a part of the Purchase Orders feature of the Smart Ops Release. Click here to learn more about the Smart Ops Release. The Shopping Lists feature is a part of the New Purchase Order module and allows Users to combine multiple Purchased Item...
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Purchase Orders: Use Shopping Lists

This is a part of the Purchase Orders feature of the Smart Ops Release. Click here to learn more about the Smart Ops Release. When a Shopping List is put in use, it opens the Order Suggestion form where item quantities can be entered. Completed Or...
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Purchase Orders: Submit Orders via EDI

This article reviews submitting Purchase Orders via EDI. Sending Purchase Orders via EDI allows for the Vendor to process the order faster. Currently, Purchase Orders are sent to the email address on the Vendor record and then that contact inputs your ...
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Purchase Orders: Cancel or Unsubmit an Order

This is a part of the Purchase Orders feature within the Smart Ops Release. Click here to learn more about the Smart Ops Release. Purchase orders can be cancelled, edited, unsubmitted, and resent or deleted if needed after they are initially submitted ...
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Recipe Costing

Recipe Costing, like its prerequisite Item Costing, is a powerful feature in the Operations Module of Restaurant365. This document gives a high level of each type of record you must create/update in order to use the many functions within Recipe Costing. ...
12:03

Recipe Item Record

Recipe Items, along with Purchased Items and Sales Items, make up your Inventory in R365.  Extra care should be paid when creating these various Inventory Items as they will have a lasting financial impact through the Inventory Count and Menu Item to ...
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Recipe Flow and Build Out

When beginning to build out recipes, start with yield, then prep, and finally menu item recipes. Building out setups and yield recipes will save time in the later stages of setup. For instance, creating a setup recipe for lettuce, tomato, and onion, which ...
14:30

Mapping Recipes to Menu Items

The true value in Recipe Costing lies in Mapping your Recipes to your POS Menu Items. This allows R365 to automatically track your Theoretical Usage over time and helps you learn things you never knew about your Inventory. To begin, ensure that you...
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Recipe Items Page

This article reviews the Recipe Items page within Smart Ops. Here, Users can view, edit, and create Recipe Item Records.  Article Topics Overview Security Navigation Recipe Items Grid Columns Bulk Edit Edit Attributes & Values ...
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Recipe Item Record Layout Changes Q4 2022

The Recipe Item Record will receive a new layout in Fourth Quarter 2022. The 'Item Locations' tab will be broken down into 'Location Settings' and 'Location Costing,' and some fields will be relocated. Item Costs will now be aut...
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Ingredients

The Ingredients page lists each ingredient and the Recipe Item Record it is associated with.  1) View Actions - The following actions allow the User to change the List View: View Dropdown - Click to switch between the current view and other s...
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Recipes (Classic)

The Recipes (Classic) page lists all Recipe Item Records. This page is being replaced with the new Smart Ops Recipes page.        1) Update Recipe Costs - Click to update the Recipe Costs in the grid   2) +Create - Click to Create a new Recipe Item...
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Update Recipe Costs

The Update Recipe Costs button, located on the Recipes (classic) Grid, allows users to ensure their recipe costs are correctly configured. The tool refreshes all Recipe Item Records, applies any changes to Units of Measure, and recalculates costs. 
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Inventory Counts Overview & Security

This feature is a part of the Smart Ops Release. Click here to learn more about the Smart Ops Release. Inventory Counts track the amount of Inventory a restaurant has at a given time. A completed Inventory Count becomes the Inventory Journal Entry...
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Inventory Counts: Create and Edit an Inventory Template

This is a part of the Inventory Counts feature in the Smart Ops Release. Click here to learn more about the Smart Ops Release. Inventory Templates are custom-made counts that are routinely put in use. When creating a template, Users can create the name...
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Inventory Counts: Create and Enter an Inventory Count

This is a part of the Inventory Counts feature in the Smart Ops Release. Click here to learn more about the Smart Ops Release. Inventory Counts can be created via the '+ Create' button in the top right corner of the Inventory Counts page or by ...
08:26

Inventory Counts: Add New Items

This is a part of the Inventory Counts feature in the Smart Ops Release. Click here to learn more about the Smart Ops Release. When new Purchased Items are added to your database, Users will be notified of these new items the first any Inventory Count ...
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Inventory Counts: Review and Approve an Inventory Count

This is a part of the Inventory Counts feature in the Smart Ops Release. Click here to learn more about the Smart Ops Release. After creating and entering in quantities for a new inventory count, the entry user can review any alert flags that appeare...
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Inventory Counts: Print Count Review Report

This report is a part of the Smart Ops Release. The Print Count Review Report is a printable PDF summary of an approved Inventory Count. This report allows the User to view the following summary information: Location Name Inventory Count by Inv...
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Inventory Counts: Copying an Existing Inventory Template

This is a part of the Inventory Counts feature in the Smart Ops Release.  Inventory Templates are custom-made counts that are routinely put in use. After Users have created an Inventory Template, the Inventory Templates can then be copied to other loca...
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Inventory Counts: Using Multiple Count U of Ms

This article covers Multiple Count U of Ms using the New Smart Ops Purchased Item Record. To read about the Multiple Count U of Ms using the Classic Purchased Item Record, click here.  Items Available for Inventory (Purchased Items and Recip...
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What items are being counted on my Inventory Count Templates?

Here are the steps to determine if your items are appearing on your Inventory Count Templates (or rather how to determine if you are counting all of your inventory). Step 1: Export Your Items List  This can be accomplished by navigating to Sm...
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First Inventory Count

The first Inventory Count that is performed in Restaurant365 is considered a Beginning Balance Inventory Count and must be initiated in a manner slightly different than all future Inventory Counts. When the first Inventory Count is entered, your company...
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Waste Logs Overview & Security

The Waste Log feature is a part of the Smart Ops Release. Click here to learn more about the Smart Ops Release. Waste Logs help to document food and product waste so that purchased items can be more precisely tracked across all Restaurant Location...
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Waste Logs: Create and Edit a Waste Log Template

This article is parts a part of waste logs and covers waste log templates.  Waste log templates can be created to organize and track waste items by kitchen station. Waste log templates can be created and then used for more efficient waste log entry. Th...
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Waste Logs: Create and Enter a Waste Log

This is a part of the Waste Log feature in the Smart Ops Release. Click here to learn more about the Smart Ops Release. Document the number of items wasted at each Restaurant Location by entering in daily Waste Logs. Waste Log forms can be created on t...
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Waste Logs: Approve a Waste Log

This is a part of the Waste Logs feature in the Smart Ops Release. Click here to learn more about the Smart Ops Release. Once a Waste Log has been completed, it is ready for a final approval by an Admin User. Only Users with approval abilities will be ...
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Donations Overview and Security

Donations is a Smart Ops feature that allows users to track and debit any donated items to an account specifically for donations.    Tracking donations helps restaurants to document food and product donations so that purchased items and recipes can be mo...
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Donations: Donation Templates

This article covers Donation Templates and is part of Donations, a Smart Ops feature. Donations templates can be created to organize and track items donated by a restaurant location. Donation templates can be applied to donation logs for more efficient...
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Donations: Creating a Donation Log

This article covers creating a donation log and is part of Donations, a Smart Ops feature. From the Donations page 'Entries' tab, Users can create and manage donation logs. Users can manually create new donation logs or create logs from precons...
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Donations: Donation Reason Types

This article covers donation reason types and is part of Donations, a Smart Ops feature. Donation reason types are assigned to items when creating a donation log. These reason types are the user-created reasons for donating the specific item. Tracking ...
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Waste Logs: Copy a Template to Other Location(s)

This article is part of waste log templates and covers copying a template to other locations.  After a waste log template is created, it can be copied to other locations to recreate waste log templates for additional locations more efficiently.  To...
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Item Transfers Overview & Security

This feature is a part of the Smart Ops Release. Click here to learn more about the Smart Ops Release. The Item Transfers feature enables a more efficient creation and workflow of Item Transfers from the Sending Location to the Receiving Location....
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Item Transfers: Create a Transfer

This is a part of the Item Transfers feature in the Smart Ops Release. Click here to learn more about the Smart Ops Release. Users can also Create and Edit Item Transfers via the R365 Red App. Click to learn about Creating and Editing Item Transfers fr...
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Item Transfers: Create a Transfer Template

This article reviews creating an Item Transfer Template for use with Item Transfers. Item Transfer Templates can be created at any time to make routine transfers an easy process for Operators to document. Saved templates are listed on the 'Template...
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Item Transfers: Canceled or Rejected Transfers

This is a part of the Item Transfers feature in the Smart Ops Release. Click here to learn more about the Smart Ops Release. An Item Transfer can be canceled after it is sent or rejected once it is received due to any errors that need to be resolved by...
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Item Transfers: Transfer Status and Workflow

This is a part of the Item Transfers feature in the Smart Ops Release. To read about Item Transfer Workflows in the R365 Red App, click here. The workflow of a Transfer coincides with its status, enabling both the Sending and Receiving Locations to kn...
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AP Invoices Overview & Security

This is a part of Smart Ops. Click here to learn more about Smart Ops. The Invoices page lists all AP Invoices and Credit Memos entered in the system. From this page, Users can see several details about each AP Invoice, including its Status, a...
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AP Invoices: Create an Invoice

This is a part of the AP Invoice feature of the Smart Ops Release. Click here to learn more about the Smart Ops Release. AP Invoices can be created and managed easily via the Invoices page of Smart Ops. AP Invoices follow a hierarchy of approval i...
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AP Invoices: Review and Approve Invoices

This is a part of the AP Invoices feature in the Smart Ops Release. Click here to learn more about the Smart Ops Release. Users can also review and approve Invoices using a mobile device on the R365 Red App. To learn about reviewing and approving Invoi...
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AP Invoices and Credit Memos: Split View

This is a part of the AP Invoices and AP Credit Memos feature in the Smart Ops Release. Click here to learn more about the Smart Ops Release. AP Invoice and Credit Memo Entry Users have the ability to upload and display the corresponding document ...
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AP Invoices: Link Purchase Order

 This is a part of the AP Invoices feature of Smart Ops. Click here to learn more about Smart Ops. The Link Purchase Order button within the Smart Ops AP invoice sidesheet enables users to link a purchase order to an AP invoice directly from the invoic...
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AP Invoices: Alerts and Unlinked Items

This is a part of the AP Invoices feature in the Smart Ops Release. Click here to learn more about the Smart Ops Release. Any unlinked items or discrepancies in an AP Invoice will be displayed in either the 'Unlinked Items' or 'Aler...
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AP Invoices: Vendor Entry Instructions

This is part of the AP Invoices feature in the Smart Ops Release. Click here to learn more about the Smart Ops Release. When a Vendor Record has Vendor Entry Instructions included, Users will be alerted on the AP Invoices side sheet when creating an In...
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Keg Deposits

Handling Deposit Kegs in R365 is as simple as setting up a new Purchased Item: 'KEG Deposit' – to use on Invoices that have Keg Deposits on them. Note: If you have different deposit keg prices ($30 vs $15) you will need to set up 2 different ke...
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AP Credit Memos Overview & Security

This is a part of the Smart Ops Release. Click here to learn more about the Smart Ops Release. The Invoices page lists all AP Invoices and Credit Memos entered in the system. From this page, Users can see several details about each AP Credit Memo,...
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AP Credit Memos: Create a Credit Memo

This is a part of the AP Credit Memo feature in the Smart Ops Release. Click here to learn more about the Smart Ops Release. AP Credit Memos can be created and managed easily via the Invoices page of Smart Ops. AP Credit Memos follow a hierarchy of ...
10:52

Task Management

R365’s Task Management is an add-on feature that supports successful management of restaurant locations by using Guides that consist of regularly scheduled tasks of customizable frequency and interactivity. Guides and their tasks are user-created, and each...
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My Tasks

This article is part of Task Management  and covers the My Tasks page. From the My Tasks page, users can view all their assigned tasks for any selected day at a selected location. Users executing these tasks can use this page to review tasks and check ...
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Guides

This article is part of Task Management and covers Guides. Task Guides are made up of user-created tasks and task groups. When building a Guide, users will create and customize individual tasks, group them into task groupings, and then assign the guide...
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Creating a New Guide

This article is part of Task Management and covers creating a new task Guide.   A Guide must be built in order to add tasks to the My Tasks page. As users create Guides, they will build and customize tasks for the guide.  Once a guide is created, u...
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Task Management: Task Sheet

This article is part of Task Management and covers the Task Sheet.  When a single task is clicked from the My Tasks page, the task sheet is opened. From the task sheet, users can review task details, mark tasks as complete, and read or write comments, ...
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Task Management: Task Types

This article is part of Task Management and covers Task Types. The requirements of each task are determined by the type of task that it is. This article covers the different task types. When creating a task, users can select from the following requirem...
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Task Management: Setting Up R365 Action Tasks

This article is part of Task Management and covers setting up R365 Action tasks. When creating a task on a guide, users have the option to select the R365 Actions task type, which requires users to connect to a record in R365. When completing one of th...
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Task Management Settings

This article covers the Task Management Settings sidesheet, where users can manage task permissions,  request settings, and task tags.  From the Permissions tab of the Task Management Settings, users can create permissions groups and assign or una...
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Task Management: Task Assignments

This article is part of Task Management and covers task assignments. Tasks can be assigned to one or multiple specific users or user roles. When assigned to a task, the selected user(s) or the user(s) with the selected user role will be responsible for...
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Task Management Permission Groups

This article is part of Task Management and covers creating permission groups.  Task Management permissions groups can be created from the Task Management Settings, which can be accessed from the Guides page. Permission groups can be created to assign ...
13:53

Weekly Forecasting: Overview

This article reviews the Weekly Forecasting feature within Smart Ops. If Weekly Forecasting has not been enabled for your organization, please refer to the Monthly/Daily/Hourly Forecasting documentation.  Note: Weekly Forecasting will be enabled for al...
10:21

Weekly Forecasting: Forecasting Page

This article reviews the Forecasting page, including the week view and day view for Weekly Forecasting. Here, users can view  the week and day totals for the sales and labor forecasts, adjust sales and labor forecasts, and manage events.  Note: Weekly ...
08:40

Weekly Forecasting: Adjusting Forecasts

This article reviews adjusting weekly forecasts on the Weekly Forecasting page.  Note: Weekly Forecasting will be enabled for all customer throughout 2024. Please contact your CSM to learn more about migrating to the new experience.  Article Topics...
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Weekly Forecasting: Settings

This article reviews the Forecasting Settings sidesheet for Weekly Forecasting. Here, users can adjust the configurations for Weekly Forecasting.  The Forecasting Settings sidesheet is where all settings that apply to the Weekly Forecasting page for al...
10:33

Weekly Forecasting: Publishing Forecasts

This article reviews publishing forecasts as part of the Weekly Forecasting process. Please refer to the documentation for Monthly Forecasting for publishing forecasts created in Monthly/Daily/Hourly Forecasting. Note: Weekly Forecasting will be enable...
10:35

Weekly Forecasting: Projection Models and Forecast Metrics

This article reviews projection models and forecast metrics for Weekly Forecasting.  Article Topics Projection Models Projection Model List  Selecting a Projection Model Forecast Metrics Forecast Metric List Using Net Sales & Gross Sales F...
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Weekly Forecasting: 30-Minute Forecasts & 15-Minute Forecasts - Coming Soon

This article reviews 30-minute forecasts and 15-minute forecasts within Weekly Forecasting and Scheduling.  Note: 30-minute forecasts and 15-minute forecasts are part of the Advanced Forecasting add-on for Weekly Forecasting. Learn more about the Advan...
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Weekly Forecasting: Review Projection Dates Page

This article reviews describes the fields, controls, and columns on the Review Projection Dates page within Weekly Forecasting.  Article Topics Navigation Security Review Projection Dates Fields and Buttons Selected Date Row Projection Date Secti...
08:41

Weekly Forecasting: Customizing Projection Dates

This article reviews customizing projection dates on the Review Projection Dates page within Weekly Forecasting.  Article Topics: Overview Outlier Dates Custom Projection Model Sessions Calculation & Variance Applying Changes Zero Dollar Pro...
08:40

Weekly Forecasting: Advanced Forecasting Overview

This article reviews the features of the Advanced Forecasting add-on to Weekly Forecasting.  Note: Advanced Forecasting is an add-on to Weekly Forecasting. Please contact your Sales Representative to learn how the Advanced Forecasting add-on can enhanc...
16:46

Smart Ops Manager Log Overview

This article overviews the Smart Ops Manager Log. To read about the Classic Manager Log, click here.  The Smart Ops Manager Log module includes the ability to build Logbooks and Log Entries for all restaurant locations. These log entries are in place o...
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Logbook Overview & Security

This is a part of the New Manager Log in Smart Ops. As soon as Logbooks are enabled, Users can start creating Log Entries. No additional configuration is required. Admin Users can, however, refine the Log Entry creation and review experience by configu...
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Logbook: Logbook Settings

This is a part of the Logbook feature in the New Manager Log. Click here to learn more about the Logbook feature. Power users have the ability to define and rearrange categories, as well as set suggested preferences for new Logbooks from the Logbook Se...
10:21

Logbook: Create and Edit a Logbook

This is a part of the Logbook feature in the New Manager Log. Click here to learn more about the Logbook feature. Logbooks consist of the preferences and permissions set for Log Entries. While all locations will initially be assigned to the Default Log...
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Log Entries Overview & Security

This is a part of the New Manager Log in the Smart Ops Release. Click here to learn more about a New Manager Log. Log Entries help to track and communicate important details within an organization. The Log Entries page provides insights into key ...
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Log Entries: Create and Edit a Log Entry

This is a part of the Log Entries feature of New Manager Log. Click here to learn more about Log Entries. Users can also Create Log Entries from the R365 Red App. Click here to Create Log Entries from the R365 Red App.  Log Entries can be created to d...
12:34

Log Entries: Entry Comments

This is a part of the Log Entries feature in the New Manager Log. Click here to learn more about Log Entries. Users can also create Log Entries from the Mobile Manager Log using the R365 Red App. To read more about Log Entry Comments on the R365 Red App, ...
10:53

Logbook: Default Logbook

This is a part of the Logbook feature of the New Manager Log. Click here to learn more about the Logbook feature. All Locations will be automatically assigned to R365's Default Logbook when the New Manager Log is enabled for your database. Thi...
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Log Entries: Attachment Viewer

This feature is part of Log Entries for Smart Ops. Clicking on an attachment from a Log Entry will open the Attachment Viewer. Here, Users can view, delete, or download the attachments associated with the Log Entry.   Navigation The A...
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