--- title: "Brand-Managed Inventory" slug: "brand-managed-items-overview" description: "Brands centrally manage purchased items, vendors, and recipes across franchisee instances in R365." updated: 2026-10-06T16:07:47Z published: 2026-10-06T16:07:47Z canonical: "docs.restaurant365.com/brand-managed-items-overview" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Brand-Managed Inventory **Brand-managed inventory** allow a **franchisee** to have purchased items and recipes managed at the **brand level**. Brand-managed items are created, edited, activated, and deactivated by the brand, then distributed to franchisees. This process reduces the amount of record creation and updating required by the franchisee to maintain brand consistency. When connected to a brand, the following brand-managed records will be created and updated: - Purchased Items - Vendor Items - Vendors - Recipes - Units of Measure - Item Categories - Menu items (and modifiers) - Menu Item Categories Franchisees can have both brand-managed and non-managed records; however, they cannot be mixed. This will result in a franchisee's instance being populated with both manually created non-managed records and disseminated brand-managed records for common vendors and units of measure. Franchisees can connect to multiple brands, and each brand will need to be connected to its own location group. Franchisees will be able to manually edit and create non-managed records. --- ## Franchisee Responsibility While brand-managed records are created and updated at the brand level, franchisees will need to ensure that they are mapped and used properly for their organization. - **Purchased Items** should be added to item counts and templates. - **Vendor** contact information and payment details should be updated. - **Vendor Items** should be added to order guides and shopping lists. - **Item Categories** should have GL accounts assigned to them. - **Recipes** should be mapped to menu items. - **Menu Items** should be connected to POS items. --- ## Brand-Managed Records Brand-managed records only maintain select fields on each record type. All fields that are **not** managed by the brand will be editable by the **franchisee**. ### Purchased Items The following fields are **always** brand-managed: - Name - Measure Type - Reporting UofM - Cost Update Method - Active Status The following fields may **optionally** be brand-managed: - Item Categories 1, 2, & 3 - Item Number - Description - UofM Conversions The following fields will only be updated by the brand when the record is first created, and will then be editable by the franchisee: - Use Actual As Theoretical The sync behavior of the following fields is controlled by the brand's **Brand Field Control** policy: - Inventory UofM 1, 2, & 3 Whether franchisees can edit these fields depends on the policy state configured by the brand. See **Brand Field Control** in the Brand-Managed Items Setup section below. ### Units of Measure The following fields are **always** brand-managed: - Equivalent Quantity - Equivalent UofM - Name - Purchasing UofM - Recipe UofM ### Item Categories The following fields are **always** brand-managed: - Category Type - Name The following fields will only be updated by the brand when the record is first created, and will then be editable by the franchisee: - Acceptable Variance ### Recipes The following fields are **always** brand-managed: - Name - Active - Measure Type - Reporting UofM - Yield Qty - Yield UofM - Cost Update Method - Available in Inventory - Ingredients The following fields may **optionally** be brand-managed: - Recipe Number - Description - UofM Conversions - Prep Minutes - Cook Minutes - Finish Minutes - Shelf Life Days - Serving Plate - Storage Container The following fields will only be updated by the brand when the record is first created, and will then be editable by the franchisee: - Portion Qty - Portion UofM The sync behavior of the following fields is controlled by the brand's **Brand Field Control** policy: - Inventory UofM 1, 2, & 3 Whether franchisees can edit these fields depends on the policy state configured by the brand. See **Brand Field Control** in the Brand-Managed Items Setup section below. ### Vendors The following fields are **always** brand-managed: - Brand Vendor Name - Entry Method - Items Available on Invoice > [!NOTE] > While the Brand Vendor Name field is brand-managed, users with the appropriate permissions **can edit** the vendor record's **Name** field. This allows for users to customize the vendor name so the vendor can be more easily recognized within their instance. > > > > This will only change the vendor name within the instance and does not change the vendor name in the brand repository. The Brand Vendor Name will remain as-is. > > > > ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-DCXTIZH6.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) ### Vendor Items The following fields are **always** brand-managed: - Item - Vendor - Purchase UofM The following fields may **optionally** be brand-managed: - Vendor Item Number - Split UofM - Vendor Item Name The following fields will only be updated by the brand when the record is first created, and will then be editable by the franchisee: - Acceptable Variance % ### Menu Items / Modifiers The following fields are **always** brand-managed: - Name - Entree indicator - Linked Recipe - Menu Item Category assignments - Active / Archive status The following fields may **optionally** be brand-managed if left empty by the franchisee: - Target Margin % - Estimated Cost - Estimated Price ### Menu Item Categories The following fields are **always** brand-managed: - Category type (1, 2 or 3) - Entree indicator - Multiplier (when the Entree toggle is **on**) --- ## Brand-Managed Items Setup Franchisees can connect to brands once the brand(s) have added the franchisee to its **Approved Franchisee** list. To learn more about the process of being added to the Approved Franchisee list for a brand contact your CSM or R365 [Support](https://help.restaurant365.net/en/support/tickets/new). Once added to the Approved Franchisee list for a brand, that brand will appear on the Brand Admin page. Connecting a location group to the brand will create the brand-managed records for the brand. Once linked, any updates made to brand-managed records will automatically flow to the associated location group. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-7QR2586P.png?sv=2026-02-06&spr=https&st=2026-11-09T01%3A20%3A32Z&se=2026-11-09T02%3A20%3A32Z&sr=c&sp=r&sig=laO9eZfm5X9qc5xfb7zaJod%2B7ofwwAulIn0bTnTt2GA%3D) After brand-managed records are created and/or updated, it is recommended to review these records for proper assignment of GL accounts, inventory templates, shopping lists, and menu items. - While the Brand Vendor Name field is brand-managed, users with the appropriate permissions **can edit** the vendor record's **Name** field. This allows for users to customize the vendor name, perhaps to be more specific, so that the vendor can be more easily recognized. - This will only change the vendor name within the instance and does not change the vendor name in the brand repository. The Brand Vendor Name will remain as-is. --- ### Brand Field Control Brand Field Control is a **brand-level polic**y that controls how Inventory UofM 1, 2, and 3 fields sync from the brand to franchisee instances for both purchased items and recipes. | Policy | What franchisees experience | | --- | --- | | **Not locked** | Franchisees receive the brand value when the item or recipe is first created and can edit the field freely afterward. | | **Update if null** | Franchisees receive the brand value at creation. On subsequent syncs, the brand value re-syncs only if the franchisee's field is empty. Existing franchisee values are not overwritten. | | **Override all** | The brand value always wins. The field is read-only for franchisees and is overwritten on every sync. | Access rights granted to users or user roles that dictate what actions they can perform within the system. Restaurant365