Electronic Data Interchange (EDI) Overview

Electronic Data Interchange allows vendors to push transaction details directly into Restaurant365. The two supported transaction types that can be uploaded and imported in to Restaurant365 are AP invoices and AP credit memos. The upload process can be accomplished in one of three ways:

1. FTP Site

   1. FTP Auto-import (EDI Files)

   2. Documents to Process (Files needing review)

2. AP Automation (Auto-import via Email)

3. Manual Upload

EDI Integration Transaction Permissions

Permission to edit or delete EDI transactions is distinct from permission to edit non EDI transactions, allowing organizations to further customize who and what can be edited in Accounts Payable.

The following permissions are associated specifically with editing and deleting EDI transactions:

• Food

  • Food → AP Invoices → Edit AP Invoices → Edit EDI AP Invoices

  • Food → AP Invoices → Delete AP Invoices → Delete EDI AP Invoices

  • Food → AP Credit Memo → Edit AP Credit Memos → Edit EDI AP Credit Memos

  • Food → AP Credit Memo → Delete AP Credit Memos → Delete EDI AP Credit Memos

• Accounts Payable

  • Accounts Payable → AP Invoices → Edit AP Invoices → Edit EDI AP Invoices

  • Accounts Payable → AP Invoices → Delete AP Invoices → Delete EDI AP Invoices

  • Accounts Payable  → AP Credit Memo → Edit AP Credit Memos → Edit EDI AP Credit Memos

  • Accounts Payable → AP Credit Memo → Delete AP Credit Memos → Delete EDI AP Credit Memos

Connecting Vendors with Specific Location Numbers / IDs

For certain vendors, a unique ID or Vendor Number is required for EDI integrations. Vendor Numbers can be assigned to each specific R365 location (cost center) on the Location tab of the Vendor record. Clear the Available/Same All Locations checkbox and then manually add each location that has a required Vendor Number. The Vendor Location Number replaces the previously used Sysco Location Number that was found on the Location record. The Email field is used in the Purchase Orders Module for PO delivery.

Any location that is not added to this table will not be able to select the vendor for AP invoices / AP credit memos. Please make sure that each location that will use this vendor (regardless of the Vendor Number) is also added to the Locations table on the Vendor record.

Vendor Name Matching and Like Logic

By default, EDI invoice imports look for a single vendor record whose name exactly matches the vendor name sent on the invoice file. For organizations with multiple brands or concepts that buy from the same external vendor, R365 supports enhanced vendor name Like logic matching for EDI invoice imports.

When this logic is enabled for a vendor:

• The system looks for all vendor records whose name contains the vendor name from the invoice

• For each candidate vendor, the system checks the Locations tab for a Vendor Location Number (or other vendor-specific account/location identifier) that matches the values in the invoice file.

  • If exactly one vendor + location combination matches:

    • The invoice is imported to that specific vendor record.

    • The invoice is associated to the correct location based on the vendor’s location mapping.

  • If no matching vendor location is found, or multiple vendor/location rows would match:

    • The invoice is handled according to the standard EDI error handling for that integration (for example, moved to an error queue for review).

Vendors that support Like logic matching are noted on the Vendor Integrations List. Contact your CSM or R365 Support to enable Like logic vendor matching for supported vendors.

Supported File Formats

The majority of vendor-specific EDI integration files are .csv (comma separated values), with the lone exception being US Foods .inv file format.

Attempting to import any .csv file will not guarantee a successful import. Invoice files must adhere to pre-built integration formats.

Origin Data Source

The AP Transactions page displays the Origin Data Source which indicates whether the transaction was created manually, by EDI, or by OCR.

Restaurant365 Multi-Invoice Template

Restaurant365 has created a generic multi-invoice template that can be used by any vendor on any occasion for vendor invoice imports. Select the following link to download the R365 multi-invoice template with corresponding documentation: R365 Multi-Invoice Template.

Vendor-Specific EDI Integrations

See the Vendor Integrations List for a complete list of vendors that integrate with R365.