Introduction to R365 for Advantage Users

We are excited that you have chosen to implement R365 Accounting and Operations! To help you get the most out of your transition to R365, this guide highlights areas within R365 that are the same or similar to Advantage. This guide also points out a few areas of R365 that were not available in Advantage, but can be implemented to help your organization thrive.

Each topic lists a brief description of the feature within R365, with links to Support Documentation to learn more.

The Basics

Software Access

R365 is available through a browser-based environment, accessible from any device and accompanying Mobile App.
Learn more about R365:

• System Requirements

• Troubleshooting Login Problems

• R365 Red App

Training

The R365 Academy includes an extensive video library with customized learning paths, based on User Role.
Knowledge Base Articles can be accessed at any time without logging in.
Learn more about R365:

• R365 Academy

• R365 Support Home

• R365 Support Center

• R365 Knowledge Base

Navigation & Security

Your R365 database is global in nature, and all transactions across all locations are accessible, based on each User’s Permissions.
Learn more about R365:

• Security and Permissions

• Custom User Roles

• Working with List Views

POS and Vendor Integrations

POS Mapping

R365’s POS Mapping Tool and To Do Checklist highlight new POS Menu Items in an intuitive format, and new items can be mapped directly from the DSS.
Learn more about R365:

• POS Mapping Tool

• To Do Checklist

• POS Integration Settings

Vendor Invoice EDI

When a Vendor is integrated with R365, Invoices are generated automatically, and new Vendor Items can be mapped directly from the Invoice.
Learn more about R365:

• EDI Vendor Integration Overview

• Vendor Integration List

• EDI Purchase Orders

Reporting

Reports and Dashboards

R365 has over 250 out-of-the-box Reports with transaction-level drill-down capability. These Reports can be automatically emailed daily/weekly/monthly. Learn more about report subscriptions.

R365’s Custom Financial Report Writer combines multiple Custom Financial Reports and Ad Hoc Reporting Tools for custom operational dashboards.

Learn more about R365:

• Key Accounting Reports

• Key Operations Reports

• Custom Financial Reports

• Financial Dashboard

• Operations Dashboard

• Labor Dashboard

Labor Performance Reporting and Estimates

When Labor is brought into R365 from the POS, Daily Labor Accrual Estimates are automatically recorded to the GL. These estimates are then reconciled with Payroll for real-time financial reporting.
Learn more about R365:

• Payroll Journal Entry

• DSS Review Overview

Accounting Records and Tasks

Daily Sales and Labor Summary

The DSS in R365 includes Sales/Labor performance metrics for Sales vs Forecast and Labor vs Schedule (including Actual Employee Punches vs Scheduled Hours). Learn more about R365:

• Daily Sales Journal Entry

• Actual vs Scheduled Reporting

Bank Activity

R365 offers multiple ways to import Bank Activity automatically or manually. The Bank Activity tool directly imports bank activity, clearly highlights matched/unmatched activity, and uses rules to code recurring transactions.
Learn more about R365:

• Direct Bank Connections

• Bank Activity Tool

Journal Entry Preparation

Journal Entries in R365 have advanced functionality, including Spread, GL Allocation, and multi-line entry. Journal Entries can be imported from Excel, generated from memorized templates, duplicated, or manually entered line-by-line.
Learn more about R365:

• Memorized Transactions

• Journal Entry Import Templates

Cash Deposits and Handling

DSS Cash Deposits auto-match to Bank Deposits, and Over/Shorts can be recorded when retrieving bank activity.

Reporting for undeposited funds tracks deposits in transit, and petty cash/till management can be completed directly in the DSS.

Learn more about R365:

• Smart Ops DSS Review

• Deposits

• Till Management

• How do I manage Undeposited Funds?

Fixed Assets

The Fixed Assets module is fully integrated, with automatic depreciation calculations and maintenance tracking.
Learn more about R365:

• Fixed Assets Overview

Operations Records and Tasks

Sales Forecasting

R365’s intuitive, algorithm-based Forecasting feature automatically populates Schedules, and suggests predictive order quantities.
Learn more about R365:

• Forecasts

• Labor Matrix

• Shopping Lists

• Suggested Orders

Invoice Entry and Review

Invoices and Documents to Process can be viewed from both the Accounting and Ops modules.

When reviewing Invoices, Price Alerts for any Items that are priced above/below tolerable thresholds and Quantity Alerts for any quantity differences from PO are provided.
Learn more about R365:

• Documents to Process

• Create an AP Invoice

• Review and Approve Invoices

• Invoice Alerts

Inventory

Inventory, Item Transfers, and Waste Logs can be simultaneously completed across multiple devices in your browser or in the intuitive mobile app.

Inventory Counts feature multiple units of measurement, count alerts, hot/key item counts, drag/drop functionality, and on-the-fly new item additions.
Learn more about R365:

• Inventory Counts (web)

• Mobile Inventory Counts

• Item Transfers (web)

• Mobile Item Transfers

• Waste Logs (web)

• Mobile Waste Logs

Approvals and Supporting Documentation

Approvals and Workflows

Custom AP and Journal Entry Workflows that can be set up based on Vendor, Amount, and/or GL Code.

Final review and approval for Inventories and Item Transfers can be restricted to selected Users, based on User Roles and Permissions.

Learn more about R365:

• AP Center

• Mobile AP Approvals

• Review and Approve Inventory

• Item Transfer Status and Workflow

• Workflows Overview

Supporting Documentation

Most text, Excel, video, and audio file types are supported. Documents can be viewed side-by-side with Invoices.

Learn more about R365:

• Docs to Process: Upload Files via AP Automation

• Docs to Process: Upload Files via FTP

• Attachment Viewer

• Log Entry Attachment Viewer