This feature is in beta for select customers. Contact your CSM for more information.
The Chart of Accounts(COA) import is a one-time setup step used during onboarding to bring QuickBooks accounts into Restaurant365. It is accessed from the Import hub and supports two import methods: uploading an exported QuickBooks COA file directly, or pulling accounts automatically through a connected QuickBooks Online integration. Both methods begin with selecting a method and providing source data, then follow the same sequence — AI account matching, bank account review, and import completion.
When a chart of accounts is imported, R365 prepares and maps account data to R365's National Restaurant Association (NRA) standard format. R365 normalizes account details, matches each account to the NRA chart of accounts, and creates new R365 accounts when no suitable standard account exists. R365 records how each QuickBooks account maps to its R365 account, assigns reporting categories, and keeps GL references in sync across related records when accounts change.
As part of this process, R365 performs the following actions:
Merges all imported accounts into one unified chart of accounts shared across all legal entities and locations in the R365 instance.
Removes GL accounts that are missing an account name or GL type. Rows that have an account number but no name or type are preserved for correction.
Saves the merged file so it can be reviewed or audited.
Flags potential bank and credit card accounts for review in the Bank account review step.
Maps QuickBooks accounts to the NRA-standard chart of accounts, automatically assigns operational report categories to new P&L accounts, and skips system-generated Intercompany/Due To/Due From accounts to prevent duplicates.
Important Note About the Chart of Accounts Import
The Chart of Accounts import is a one-time setup step. GL accounts not imported here must be added manually on the GL Accounts page.
When importing using a file upload, XLS and XLSX files are supported and the import can include one or more files. If an Excel file has multiple sheets, the import reads the last sheet.
Security
Users must have the following permissions to access the Chart of Accounts import:
Administrations → System Setup
Use Import hub (Beta)
Charts of Accounts Import
General Ledger → GL Accounts
View GL Accounts
Edit GL Accounts
Create GL Accounts
Banking → Bank Accounts → Create Bank Accounts
Import a Chart of Accounts
Two methods are available for importing a chart of accounts. Complete steps 1–3, then follow the steps for the desired method. Both methods continue with AI Account Matching once the method-specific steps are complete.
Follow these steps to begin the Chart of Accounts import:
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1) Navigate to the Import hub page.
A) Open the Admin application.
B) Expand the Import category.
C) Select Import hub.
2) Click Start next to Chart of accounts.
If the import was previously started the Start button is replaced with Resume.
3) In the Import method dropdown, select the import method.
The following options are available:
Integrate with QuickBooks Online: Pulls Chart of account details from all connected QuickBooks Online companies.
Upload chart of accounts file: Imports Chart of accounts data from manually uploaded files.
Then follow the steps for the desired method below.
Upload a Chart of Accounts File
Use this method when importing a file manually or when a QuickBooks Online connection is not available.
Follow these steps to upload a Chart of Accounts file:
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1) In the Import file section, click Click to upload or drag and drop the file onto the upload area.
XLS and XLSX files are supported.
2) Double-click the desired file in the file explorer to select it.
If the file was dragged and dropped onto the upload area, skip this step.
To upload multiple files, repeat steps 1 and 2 until all files have been added.
3) Click Import.
The system checks the file for required columns and data. Stay on the page until validation is complete.
To remove a file from the import, click the trashcan button in the file row.
4) Review the import file results and take the action for the outcome displayed.
After the files are uploaded, R365 verifies that required columns — such as Account Name and Account Type — are present and populated, then cleans, standardizes, and removes duplicate account names. Three outcomes are possible:
Ready for import: All files passed validation. The table displays each file name, the total GL account count, and a Passed status. Click Continue import to proceed to AI account matching.
Corrections needed: At least one file has issues that prevent import. Review the issues listed for each file, make the required corrections, then click Re-upload.
Hover over the issue summary to view the full list of issues.
Partial import ready: Some files passed validation and some have issues.
To proceed with the files that passed, click Import passed files.
To address files that failed, correct the errors and click Re-upload failed files. Accounts from files that are not imported must be added manually on the GL Accounts page.
Hover over the issue summary to view the full list of issues.
Important Note About File Validation
Once Continue import is clicked, earlier steps in the import flow are locked and cannot be revisited.
Import from QuickBooks Online
Important Note About the QuickBooks Online Import
The Chart of Accounts import from QuickBooks Online cannot be run again once completed. Confirm that all desired QuickBooks companies are connected before proceeding.
Use this option when a QuickBooks Online connection is available.
Follow these steps to import a Chart of Accounts through a QuickBooks Online connection:
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1) Click the Integrate with QuickBooks Online button.
The Integrations window opens, showing the QuickBooks connection settings.
2) In the Integrations window, set up or verify the QuickBooks Online connection.
If no QuickBooks company connections exist:
Select the Connection Admin from the dropdown. The Connection Admin receives integration-related notifications.
Click Connect to QuickBooks.
Enter QuickBooks credentials in the login window that opens, then click Sign in. The window updates to show the connected company.
If a QuickBooks company is already connected:
The window displays the connected companies. To add another company before importing, click Add Company and sign in with those credentials.
Accounts from all connected QuickBooks companies are included in the import. Add all desired companies before proceeding.
3) Click + Chart of Accounts in the Integrations window.
R365 retrieves account data from all connected QuickBooks companies and proceeds to the Ready for import screen.
4) On the Ready for import screen, review the connected companies and account counts, then click Continue import.
The table displays each connected QuickBooks company, the total GL account count pulled from that company, and the file status.
5) Confirm all desired companies are connected, then click Continue import.
This confirmation step is irreversible. After confirming, the the Chart of Accounts import cannot be run again.
After completing either import method, continue with the following steps.
AI Account Matching
After continuing from either import method, the system maps the validated QuickBooks accounts to R365 accounts in the NRA Chart of Accounts. This step runs in the background — the Import hub page displays a notification when matching is complete. The page does not need to remain open while matching runs.
Once this step begins, the system locks earlier steps in the import flow.
Intercompany and Due To/From Accounts
Accounts identified as Intercompany, Due To, or Due From in the QuickBooks chart of accounts are automatically excluded from the import. R365 creates these accounts when legal entities are established, and importing them would produce duplicates. Excluded accounts are not included in the import summary counts.
Duplicate Account Names Across GL Types
When an imported account name conflicts with an existing account of a different GL type, R365 renames the account using the format Account Name - Account Number (for example, Gas - 1000). The account number used is the R365-assigned number. The renamed account name appears in the preview before the import is finalized.
Operational Report Category Assignment
R365 automatically assigns an Operational Report Category to each P&L account created during the import. Assignment is based on the account name and GL type, using categories that include Sales, COGS, and Labor groupings. If no matching category can be determined, the category defaults to None. Balance Sheet accounts are not assigned an Operational Report Category.
Bank Account Review
After AI account matching completes, the Import hub displays GL accounts identified as potential bank or credit card accounts. R365 uses the imported account details to suggest bank and credit card accounts and pre-fill fields when possible. Account Name and Account Number are always prefilled.
Review and complete each row before proceeding.
To reconcile or link to a bank, mark the account as a bank account. Ensure a legal entity and bank type are assigned. Accounts without these details import as standard GL accounts.
If a bank account row is missing required information, the system automatically turns off the Bank account toggle for that row and imports it as a standard GL account.
If no bank accounts are detected, this step is skipped and the import proceeds to Import results.
Follow these steps to review bank accounts:
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1) If an account should not be marked as a bank account, turn off the Bank account toggle.
Accounts with the toggle turned off import as standard GL accounts without bank account details.
2) Review the Account name and Account number for each account row.
The account number is the GL account number assigned to the bank account GL — not the bank account number. These fields are read-only.
3) Review the GL Type for each account row.
By default, bank accounts are set to Current asset and credit card accounts are set to Current liability. This field is read-only.
4) Select the Legal entity that owns the bank account for each account row.
Each bank account can only have one legal entity assigned as the owner. The legal entity assignment does not limit the use of the account by locations outside that entity.
This field is required for all bank accounts.
5) Select the Bank type for each bank account row.
Bank type options include:
Checking account
Credit card
Savings account
Zero-balance account (ZBA)
This field is required for all bank accounts.
6) (Optional) Click Preview new accounts to review account mapping results before completing the import.
The downloaded file includes the R365 NRA account number for accounts mapped to an existing NRA account. For accounts that will be created as new GL accounts, the column displays the R365-assigned account number. An NRA Account column indicates Yes for accounts matched to an existing NRA account and No for accounts that will be created as new GL accounts.
7) Click Complete import.
Import Results
After bank account review is complete, the Import hub displays the final import results. R365 has finished mapping accounts to R365's NRA standard chart of accounts, created any required new accounts, and aligned reporting categories and GL references across the system. R365 retains the mapping between original QuickBooks accounts and the resulting R365 accounts for traceability.
The results include an import summary with the following columns:
File Name: Name of the file used in the Chart of accounts import.
Accounts Created: Accounts that did not match an existing NRA account; created as new GL accounts in R365.
Accounts Matched to NRA: Accounts matched to an existing NRA account in R365.
Accounts Failed: Accounts that could not be imported. Hover to view details.
Status — Passed when no accounts failed; Failed when one or more accounts could not be imported.
Two possible outcomes | |
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Import Complete All accounts were imported successfully. The results show each file name (or QuickBooks company name), the total GL account count, and an Imported status. The following actions are available:
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Import complete with issues The import finished, but rows with errors or duplicates were not included. The following actions are available:
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