AP Center: Overview & Security

Processing Invoices and Payments is comprised of multiple processes, from Invoice entry through Payment approval. The AP Center is a one-stop shop for all things AP and brings all of these processes together in one central place.   View a PDF tour...
09:47

AP Center: Documents Queue

The article is part of the AP Center release. The Documents Queue functions as part of the Documents to Process feature in R365 that allows Users to upload a PDF or scanned image of an AP Invoice (or AP Credit Memo) to the system and then enter th...
08:40

AP Center: Awaiting Approval

This article is part of the AP Center release. Invoices that are pending approval will be displayed in the Awaiting Approval tab. The look and functionality of this tab are very similar to the My Workflows page and allow Users to quickly see all I...
08:40

AP Center: Ready for Payment

This article is part of the AP Center release. The Ready for Payments tab collects all approved Invoices into a simple list with top-level details. Sort by Due Date, Vendor, Priority, Payment Type, or Location to quickly review and group Invoices. ...
11:15

AP Center: Payment Runs

This article is part of the AP Center release. The Payment Runs tab lists all unsent payment runs created in your database. From this easy-to-view grid, users can determine right away which payment runs need to be approved or sent to the necessary...
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Vendor Record

The vendor record is where specific information related to a vendor resides in the system. Enter all necessary details as they pertain to each vendor. Vendors can also be organized into vendor groups for filtering purposes on the Payment Run screen. ...
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Customer Record

The Customer Record is where the Customer specific information for each Customer resides in the system.  Once you have opened a Customer Record, the General Tab of the record will be displayed.  In addition to the information found on the General tab,...
08:14

Vendor Merge

Sometimes duplicate vendors get created with the same or similar names with slightly different spellings. Since duplicates cannot be deleted, duplicates can be removed by merging transactions together. This can be done easily by following the steps below: ...
10:39

Payment Terms

Payment Terms are used throughout R365 to specify the terms in which a payment should be received. There are five payment term presets that exist when the system is created. Apart from those five payment terms, Users will need to create and manage the...
07:27

Paying Vendors by ACH

If a vendor prefers to be paid by ACH, users can configure this preference on the Vendor record by changing the Payment Method to ACH. In addition to setting the Payment Method on the Vendor record, the ACH Report type must also be selected on the Bank rec...
15:23

AP Transactions Table

AP Transactions displays a list of all transactions recorded in the system, including AP Invoices, AP Credit Memos, and AP Payments.    Users can customize their view by changing the column order and showing or hiding certain columns. To find specif...
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AP Transactions: Missing Items

  Missing Items are automatically created in Restaurant365 when an AP Transaction is imported or entered and includes a Vendor Item Number that does not exist. The following are scenarios in which a Missing Item would be created:  Customer purchases n...
15:46

AP Transactions: Document Issues

AP Transactions that include document issues and are saved in R365 will display a 'Document Issues' tab on the corresponding transaction. These issues can only be manually entered and saved on AP Transactions through Documents to Process. When...
15:44

AP Transactions: Attach from Documents

The 'Attach from Documents' button enables Users to attach additional documents from Documents to Process to an existing AP Invoice, AP Credit Memo, or a DSS Journal Entry. If a document was added from Documents to Process and is later removed...
11:03

Memorized AP Transactions

AP Transactions can be memorized as transaction templates that can be used again in the future. In addition to creating a transaction template, Memorized Transactions can be scheduled and automatically created.  Note: Memorized Transactions will n...
14:43

Payment Runs Page

The Payment Runs page lists all Payment Runs created in your database. From this easy-to-view grid, Users can determine right away which Payment Runs need to be updated, finalized, and sent to the necessary Vendors. Users can even click into and updat...
11:57

Payment Run: Payment Date

The Payment Run page provides a list of approved AP invoices. From this page, users can apply credit memos and discounts, create payments, print checks, and produce ACH and positive pay exports for selected invoices. For more information, see Payment Run O...
08:03

Payment Runs Page: Payment Run Statuses

This is a part of the Payment Runs feature. Click here to learn more about the Payment Runs Page. Payment Runs, also known as Check Runs, can be viewed and opened from the Payment Runs page. While this page is initially filtered to display only Payment...
12:04

Creating a Payment Run

The Payment Run screen provides a user with a list of approved AP invoices. The user can then apply AP credit memos and discounts, create AP payments, print checks, and produce ACH and positive pay exports for selected invoices. Click here for more informa...
07:29

Payment Run: Discounts from Early Payment

The Payment Run screen provides a User with a list of approved AP Invoices. The User can then apply AP Credit Memos & Discounts, create AP Payments, print checks, and produce ACH and Positive Pay exports for selected invoices. Click here for more infor...
13:20

Payment Run: Creating Payments

The Payment Run page provides a list of approved AP invoices. From this page, users can apply credit memos and discounts, create payments, print checks, and produce ACH and positive pay exports for selected invoices. For more information, see Payment Run O...
09:02

Payment Run: Applying Credits

The Payment Run page provides a list of approved AP invoices. From this page, users can apply credit memos and discounts, create payments, print checks, and produce ACH and positive pay exports for selected invoices. For more information, see Payment Run O...
07:57

Payment Run Overview

The Check Run screen provides a User with a list of Approved AP Invoices, which can be filtered by Vendor, Location Reporting Category, and Invoice Priority.  The User can then apply AP Credit Memos & Discounts, create AP Payments, print Checks, and ...
13:43

Documents to Process Overview

The Documents to Process screen in Accounting allows users to upload a PDF or a 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 wher...
10:27

Documents to Process: Supported File Types

Documents to Process allows R365 users to import the following file types for immediate processing: File Size All files, no matter what type they are, must smaller than 1.5 MB for timely processing. The larger the file, the longer it takes for th...
07:38

Documents to Process: Upload Methods

Documents to Process is a feature in R365 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. The recommended file format for use in Documents to...
16:06

Documents to Process: Manual Upload

Documents to Process is a feature in R365 that allows users to upload a PDF or scanned image of an AP Invoice or Credit Memo to the system and then enter the details of the transaction at a later time. The recommended file format for use in Documents to Pr...
16:06

Documents to Process: Uploading Files with AP Automation

Documents to Process is a feature in R365 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. The recommended file format for use in Documen...
09:50

Documents to Process: Uploading Files via FTP

Documents to Process 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. The recommended file format for use in Documents to Process is PDF. Many ve...
12:52

Documents to Process: How to Process Uploaded Files

After documents are uploaded using any of the Documents to Process Upload Methods, they become accessible in the Documents to Process list. This list provides access to documents that have been imported in to R365. Currently, Documents to Process includes ...
07:46

Documents to Process: Log and Errors

Documents to Process is a feature 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. The Documents to Process Log, located in the ...
16:35

Documents to Process: Mark as Archived

This is a part of the Documents to Process feature. Click here to learn more about Documents to Process. The 'Mark as Archived' button will mark the AP Invoice/Credit Memo as a duplicate and archive it. This is beneficial for entry Users ...
12:11

Documents to Process: Comments

This article reviews Comments within Documents to Process. Here, Users can communicate about uploaded Documents.  Navigation Comments for uploaded Documents can only be accessed from the list view for Documents to Process.  First, navigate to ...
11:54

AP Invoice record

If entering invoices from within the Smart Ops Release screen, see AP Invoices. Inputting AP Invoices is easy. Users can either manually enter a new AP Invoice or import a CSV file of AP Invoice details. If the AP Invoice includes a Document Iss...
13:28

Mass Invoice Entry

Entering invoices in mass makes AP Entry seamless and easy. The steps provided explain each step of the Mass Invoice Entry process. Click here to view how single and mass Invoice Entry differ. Step 1: Open the Mass Invoice Entry screen H...
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AP Credit Memo

AP Credit Memos can be entered in Restaurant365 to record any credits that are due. Credit Memos can then be applied to Open AP Invoices. If the Credit Memo has a 'Document Issues' tab listed, click here to learn how to resolve Document Issues. ...
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Voiding a Transaction

Voiding a transaction, including a check, creates a second transaction in the system that has the exact opposite effect as the original transaction and is automatically applied to the original transaction, thus nullifying completely the original trans...
13:18

AP Invoice: Credit Expected

The Credit Expected field located on the AP Invoice form is designed to allow your AP Clerk to quickly and easily document and request a credit when a credit is due.  To utilize this feature, first you should identify any of your Short Pay Vendors.  ...
13:28

Use Tax Vendors

Mark Use Tax Vendors from the Vendor record to track Vendors that are subject to Use Tax. These can then be further assessed through certain R365 reports, including the Purchases by Vendor and in Ad Hoc Reports. Use Tax Setup To do so, open t...
14:33

Unassigned Vendor – Accounts Payable

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 ...
14:43

AP Invoice: Autopay

AP Invoices can be automatically paid by using the Autopay feature. Autopay can be enabled automatically for Vendors that utilize the Auto-Direct Debit (ADD) or Credit Card Payment Methods, or it can be manually set on each AP Invoice for Vendors with any ...
14:53

AP Invoice: Document Date & GL Date

The AP Invoice record will allow you to enter both a 'Document Date' and a 'GL Date' when performing an AP Invoice entry. This feature will likely only be necessary to use in certain scenarios.   Document Date vs. GL Date When...
15:00

AP Invoices: Payment Hold

At times, an AP Invoice will need to be put on hold when a charge is disputed or an error occurred during billing. By putting that invoice on hold, it can be stopped from being paid in error.  A Payment Hold is active and can be toggled on when th...
16:10

AP Imports Overview

AP Transactions can be imported as CSV files into Restaurant365. Unlike Documents to Process, which requires a User to process the data at a later time, Imported AP Transactions contain all of the transaction details and are ready for review and approval u...
15:13

AP Imports: Import Templates

AP transactions can be imported in to Restaurant365 using CSV templates. Many vendors are integrated with R365 and each provides a unique file format that can be imported. Click here to see a list of integrated vendors. Restaurant365 provides a generic...
15:50

AP Imports: Manual Importing

AP Transactions can be manually imported into Restaurant365. Manually importing AP Transactions requires the use of specific import templates. Transactions can be imported by Item or by Account. Click here for information on EDI Vendor Integrations and Res...
15:15

AP Automation Overview

AP Automation is a feature within Restaurant365 where Vendors can send emails with documents directly to your R365 instance via your R365-generated Documents to process Email. This email address is unique to your organization and is automatically set ...
16:10

AP Automation: Common Webmail Provider POP Settings

Restaurant365 can monitor a specified Email address via POP3. Click here for more information on AP Automation. Webmail ProviderPOP ServerPOP PortSSL/TLSLink(s) Gmail.com pop.gmail.com 995 Yes https://support.google.com/mail/answer/7104828?authuser=...
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AP Automation: Gmail Settings

Please refer to the AP Automation Overview for steps on how to set up AP Automation. AP Automation is a feature within Restaurant365 where Vendors are able to directly send invoices straight to your R365 instance via a unique email address generated fr...
15:45

Vendor Contract Price Verification

Sometimes a Vendor may invoice a product at a different price than they have contracted with you. In these cases, the system can warn you that a contract violation has occurred. Setting up a contract price for a Vendor item is simple, and once set, the sys...
15:47

R365 Payments Overview & Security

The R365 Payments service is designed to save you time and money by streamlining the payment process from within R365. You create a payment in R365, and R365 Payments does the rest! This added service delivers payments to each of your vendors u...
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Getting started with R365 Payments

This article is part of the R365 Payments training and explores management of bank accounts, vendors, and legal entities before, during, and after the switch to R365 Payments. Click here for more information on R365 Payments. When getting started with ...
07:04

Paying Vendors with R365 Payments

This article is part of the R365 Payments Service training. Click here for more information on R365 Payments Service. R365 Payments allows you to pay your vendors using payment runs. R365 Payments does not support manual payments or the Pay Bill a...
12:17

R365 Payments: Add a Legal Entity

This article is part of the R365 Payments training. If you are new to R365 Payments, please review Getting started with R365 Payments before making any changes. Click here for more information about the R365 Payments Service and how it can serve your organ...
12:38

R365 Payments: Add or Remove a Bank Account

This article is part of the R365 Payments training. If you are new to R365 Payments, please review Getting started with R365 Payments before making any changes. Click here for more information about the R365 Payments Service and how it can serve your organ...
07:03

R365 Payments: Add or Remove a Vendor

This article is part of the R365 Payments training. If you are new to R365 Payments, please review Getting started with R365 Payments before making any changes. Click here for more information about the R365 Payments Service and how it can serve your organ...
07:04

R365 Payments: Resending failed payments

This article addresses R365 Payments that failed to send due to an interruption in the payment process. Click here to learn more about R365 Payments. R365 Payment Status column in AP Transactions shows the status of each payment made using the R365 Pay...
07:03

Scheduling a payment run

This article addresses scheduling payments with R365 Payments.  With R365 Payments, users can schedule a payment run in advance to ensure that vendors are paid on time. Schedules payments can also help streamline processes and optimize workflow because...
07:03

Cancelling a Scheduled Payment Run

There are many reasons why users might need to cancel a scheduled payment, such as if a payment was set up incorrectly or scheduled for the wrong date. Scheduled payments can be cancelled either from AP Transactions or Payment Runs.  Note: If only the ...
07:03

Rescheduling Scheduled Payment Runs

If a user needs to change the date of a scheduled payment, rather than cancelling and recreating the payment, they can reschedule the Payment Run for a different date.  Note: Individual payments cannot be rescheduled. Only the full Payment Run can be r...
07:04

Printing Checks

Restaurant365 allows users to print their own checks without relying upon pre-printed check stock. This gives users greater flexibility and added security as they will not have to keep pre-printed check stock on premises, or under lock and key. Blank ...
10:13

Manual Payment

Manual Payments are AP Payments created for a single Vendor. Manual Payments can be used to record payments made using a payment method outside of R365, and to print checks before entering an AP Invoice into R365.  To create a Payment for a non-Vendor, u...
16:12

Check Numbering in R365

This article describes how checks are automatically numbered in R365. Unlike the Autonumbering feature, where prefixes can be updated and changed, check numbers do not include a prefix. Numbers are set on the bank account record that would be the source of...
11:11

Paying Your Credit Card Bill

If you have a Credit Card Bank GL Account setup to pay expenses you will need to record the payments to the appropriate accounts within Restaurant365 to allow for ease of matching during your ‘Bank Activity/Bank Reconciliation’ process. There are two optio...
10:41

Recording American Express AMEX Charges

Follow the steps below to record and pay American Express charges in R365. Step 1: Record your AMEX Charges Users can record AMEX charges for a specific Vendor or when the Vendor is unnecessary to dictate. Option 1: To record an individual ...
11:07

Payment Run Record

The Payment Run record provides users with a list of approved Accounts Payable invoices. The user can then apply AP credit memos and discounts, create payments, print checks, and produce ACH and Positive Pay exports for selected invoices. Click here for mo...
07:08

Payment Run Approvals

This feature is part of the Payment Runs page. Payment Run Approvals is an optional feature that can be enabled on request. When Payment Run Approvals is enabled, the layout of the Payment Runs page is modified to group unapproved and approved Paym...
10:22

AP Payment Record

The AP Payment Record contains all of the details related to a single payment. Here, users can edit details, attach documents, apply invoices, review distribution, approve the payment, and print checks. AP payments can be created manually or through pa...
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