Restaurant Managers can upload relevant documents to Documents to Process directly from the R365 Red App. For vendors that only provide physical copies of an invoice or credit memo, Users can simply take a photo of the document with their phone and directly upload it to the system. With this simple functionality, Users can upload any important documents with ease and then enter the details of each transaction at a later time.
It is important to note that the photos and/or files uploaded will be saved as a combined PDF in Documents to Process. If photos and/or files should be separated, ensure to repeat this process for each.
TABLE OF CONTENTS
Security
Uploading Documents to Process is available to users with either one of the following permissions:
- Accounts Payable → Docs to Process → Upload Docs to Process Documents
- Food → Docs to Process → Upload Docs to Process Documents
Upload Files
Users can directly upload files from their device or take a photo of each document and upload them to the R365 Red App. Follow the process below to ensure that all documents are uploaded successfully.
Step 1: Upload a Photo or File
After logging in to the R365 Red App, open the menu and tap the Upload Files button from the mobile navigation menu. This will open a menu where the user can select whether to take a photo, upload a photo, or upload files.
Note: R365 supports the following files types:
- JPG
- PNG
- BMP
- GIF
- TIFF
- JPE
- JPEG
- HEIC
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Option 1: Take Photos
When Take Photos is chosen, users will use their device camera to take photos of any necessary documents. If taking a picture for the first time, allow R365 to gain access to the camera by selecting Ok. Aim the camera appropriately and click the shutter button to take a photo.
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The screen will appear where the user can take a photo of a document. Once the photo is taken, four icons will be displayed around the image:
 | Closes out the camera screen without saving the photo. |
 | Deletes the selected photo. |
 | Enables users to take additional photos. All photos will be listed at the bottom of the screen and can be selected and deleted before uploading all photos. |
 | Uploads the photo(s) and opens the Create New Doc screen. |
Once all the necessary photos are taken, click the checkmark icon to upload the photo(s) to the Create New Doc screen.
Option 2: Upload Photos
When Upload Photos is chosen, users will be able to upload photos that already exist on the device. Once selected, a confirmation message may appear asking to allow R365 access to the device's photo library. Select the option that gives the app access to the device photos. This will open the user's most recent photos.
Navigate to photo(s) that need to be uploaded. Then, tap the photos to select them. Once all the necessary photos are selected, tap Add to navigate to the Create New Doc screen.
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Users can tap Show Selected at the bottom of the screen to review the images that have already been selected.
Option 3: Upload Files
To upload files from the device, select the Upload Files option in the option menu. This will open up the device's file finder to the Recent folder, which shows all the most recently used documents.
Navigate to the correct file(s). Tap a file to select it. Users can select multiple files, if needed. Once all the necessary files are selected, tap Open.
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Option 4: Scan Document
When Scan Document is selected, users will be able to use the device camera to scan documents. This function is similar to taking photos. However, when scanning documents, the camera will detect the borders of the document to assist users in taking clear, visible photos.
A blue border detector will appear over the document being scanned. Once the shutter button is clicked, the user will briefly see the scanned version of the image before the camera resets to take additional photos. If needed, users can continue scanning documents. Tap Save to finish scanning documents.
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Once documents have been scanned, a document image will appear in the bottom left corner of the screen. Users can tap this document to open up the document manager. From this screen, users can swipe left and right to view the scanned items. If needed, the images can be retaken or edited.
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From this screen, users can make the following edits:
 | Retake the selected image. This will open up the document scanner camera once again. The new scanned document will replace the existing one. |
 | Enables the user to crop the document or adjust the edges of the document. |
 | Enables the user to change the coloring of the scanned document. Users can either make it color, grayscale, black & white, or have it exist as the photo version. |
 | Changes the orientation of the document. This can be used to turn the document horizontally on either side or flip the document upside down. |
 | Deletes the scanned document. |
Step 2: Reviewing Uploads
Once users have completed any file and image uploads, the Create New Doc screen will open. All uploaded photos and files can be found on the Create New Doc screen. Once the initial upload is completed, users can add more photos/files, edit the existing uploads, finalize the details, and then upload the attachments as one document.
The Create New Doc screen will have two tabs: Documents and Details.
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The Documents tab houses all uploaded documents from the device. From this tab, users can complete the following functions:
| Search the Photos/Files | Users can search all photos/file names by entering keywords or values into the search bar. |
| Add Photos/Files | Users can add additional files, photos, or scanned documents to the current list by clicking the add icon. |
| View Existing Photos/Files | Users can scroll through the list of uploads as well as tap any file/photo to view the document in full screen. |
| Edit Existing Photos/Files | Users can edit the order of the existing photos/files or bulk remove the uploads by tapping the Edit button in the top right corner of the screen. |
| Upload Photos/Files | Users can complete the document upload by tapping the Upload button at the bottom of the screen. This will upload the attached files/photos as a single document to Documents to Process. |
The Details tab lists the details of the finalized document that will be sent to Documents to Process. The details described below are reviewed in Step #4. From this screen, users can complete the following actions:
| Update Document Name | Users can create and enter a unique document name. |
| Update Document Location | Users can assign the document to a location other than their default location. |
| Mark as High Priority | Users can mark the document as High Priority to notify other users of its importance. |
| Upload Photos/Files | Users can complete the document upload by tapping the Upload button at the bottom of the screen. This will upload the attached files/photos as a single document to to Documents to Process. |
Step 3: Rearrange and/or Remove Existing Documents (Optional)
All uploaded photos/files will be listed under the Documents tab where they can be opened and reviewed at any point. From this tab, users can access the Edit button, where documents can be rearranged and/or deleted, if needed.
Step 4: Finalize and Upload the Document
Navigate to the Details tab where information about the document can be updated before it is uploaded to the system. Once all the details have been confirmed, tap Upload.
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Once Upload is tapped, a confirmation that the document was uploaded will appear at the top of the screen. This document can now be viewed in the Docs to Process in the web version of R365.
