Release Notes: Q1 2025

Bank Activity now supports CSV file imports. When uploading a CSV file, a mapping window opens, allowing users to assign file columns to bank activity fields. Saved mappings can be reused for future imports.

In the Unmatched tab of Bank Activity, users can now collapse or expand all sections (defaulted to collapsed) for a quicker view of multiple potential matches. Suggested matches are shaded in gray to enhance readability.

Users now have the option to restore documents to Docs to Process when deleting an attached document from a transaction, provided the document originated there. This functionality is available in both Accounting and Smart Ops.

Capture AI now recognizes negative amounts as credit memos, ensuring accurate transaction creation. When the invoice amount is negative, the draft transaction is created as a credit memo. Supported formats include negative amounts with or without a dollar sign, such as -12.34, $-12.34, or -$12.34.

For vendors previously paid by check, the R365 Payments service now eliminates hold times for subsequent check payments, reducing processing times. The first payment may take 7-10 business days, but all subsequent payments will arrive 2 business days faster, improving payment efficiency.

A new R365 Payments tab has been added to the Bank Account record. This tab displays the Estimated Delivery Banking Days and Funding Hold Banking Days for increased visibility into payment timing.

When creating a payment run, bank accounts are now categorized by their availability for R365 Payments, providing greater clarity when selecting bank accounts for payments.

• Verified and enabled accounts appear in the ‘PAY WITH R365 PAYMENTS’ section.

• Accounts not verified or not enabled are listed in the ‘PAY WITHOUT R365 PAYMENTS’ section.

Email notifications are now sent for payments in the Not Sent status, providing users with timely updates to address unresolved transactions.

• Notifications are sent weekdays at 8 AM CT to users listed on the Payments Tab of System Preferences.

• Triggers:

  • A payment enters Not Sent status since the last email.

  • A payment remains in Not Sent status for 7 days.

This feature is controlled by a new Reminder for Not Sent Payments checkbox on the Payments Tab of System Preferences.

Two new payments statuses have been added to R365 Payments for increased visibility:

• Funding: The payment is in the process of being funded.

• Funded: The payment has been funded, and is now pending payment.

A new warning message now appears when voiding an R365 Payment. The warning includes a clickable email link to contact R365payments@restaurant365.com. Additionally, voiding an R365 Payment triggers an automatic email notification to R365 Support with relevant details.

A new option to require a live photo is being added to forms. Forms with the live photo requirement can only be completed via mobile by taking a photo using a mobile device.

A button has been added to the header of mobile forms that allows the user to navigate directly to a selected form section.

A new task type, ‘Attachments’, has been added to forms. This task type is for tasks that only require an attachment and no other task action. This task type can be completed via web and mobile.

The following read-only fields are being added to the item details shown in mobile ordering:

• In Transit Quantity

• Last Order Quantity

• Last 4 Average Quantity

• Suggested Quantity

Events used in scheduling and forecasting have been enhanced with event categories and multi-day events.

Learn more:

• Events Overview

• Event Record

• Create, Edit, or Delete an Event

• Create an Event on the R365 Mobile App

• Manage Event Categories

New restrictions have been added to prevent creating or editing shifts with dates in the past.

• Past dates cannot be selected when creating or editing shifts.

• Edits to shifts with dates in the past cannot be saved.

The tax methods for one-time payments have been adjusted:

• Supplemental now replaces the previous ‘Flat’ method.

• Employee Elections wages are now categorized as ‘Regular’ instead of Supplemental.

• Aggregation behavior remains unchanged.

The system will no longer attempt to collect uncollected taxes in future periods. Instead, it will record the calculated tax amounts, as well as collected and uncollected amounts for each period. This ensures accurate tracking of tax shortfalls without attempting to carry over or collect uncollected taxes in subsequent periods. Learn more about net pay shortfalls.

Paystubs now include additional information under Legal Entities for improved transparency. If a phone number is set up for the legal entity, it will be displayed as ‘PH:’ followed by the number. Similarly, if a Tax ID is set up, it will be displayed as ‘EIN:’ followed by the Tax ID.

The following deduction type has been added:

• State Roth IRA

A new ‘Flat’ distribution method is now available in the Distribution Method dropdown for Direct Deposit. The flat amount will always be distributed, regardless of pay run type. If net earnings are less than the flat amount, the distribution is adjusted to match the available net earnings.

The existing ‘Fixed’ distribution method has been renamed to ‘Fixed Monthly’ with no changes to functionality.

A new column has been added to the Minimum Wage Adjustment report to show the penalty hours associated with penalty pay.

Two updates to columns on the Shift Availability report:

• Employee ID column has been added.

• The ‘Shift Assigned To’ column has been renamed to ‘Employee Name’.

Users can specify how often reports are sent in the Email Subscription record in the ‘Weekly' frequency by selecting ‘Every (X) week(s)’ option in the schedule settings. By default, this value is set to 1, maintaining the existing weekly functionality. Users can adjust the interval to send reports every 2 weeks, 3 weeks, up to 5 weeks.

A new export option for Banco Popular is now available for Positive Pay.

The Menu Item Engineering Dashboard in R365 Intelligence (INTL) offers an analysis of menu item performance. Users can run ‘what-if’ scenarios to make data-driven decisions and optimize menu design. The dashboard includes four pages: Bubble Chart, Heat Map, Top 10/Bottom 10, and Data.

The R365 Intelligence Excel Plugin enables users to import data directly from R365 Intelligence into Excel for analysis and reporting.

This plugin is ideal for users who frequently work within Excel, offering features such as:

• Direct Data Import: Log in with R365 credentials to pull data directly into Excel.

• Data Refresh: Update Excel sheets with the latest figures from R365 Intelligence anytime.

• Enhanced Analysis: Use Intelligence data as a base layer in Excel and build advanced analyses with additional sheets.

Users can request the manifest file from their Customer Success Manager (CSM) to get started.

{{ glossary.R365}}-app-reset-user-password" translate="no">Resetting a password via mobile is now the same as web! When the Forgot Password? button is tapped, users will be prompted to send themselves a reset password link. This temporary link will allow users to create a new password in the app.

The permissions for inventory counts and inventory count templates have been updated with new names and groupings.

Inventory Count Template Changes

• Edit Inventory Count Templates → Edit Inventory Template General Details

• Edit Inventory Count Template Details →  Edit Items/Recipes

• Create Inventory Count Template Details →  Add Items/Recipes

• Delete Inventory Count Template Details → Remove Items/Recipes

• Rearrange Inventory Count Template Details → Rearrange Items/Recipes

Inventory Count Changes

• Edit Inventory Count Details → Edit Items/Recipes

• Create Inventory Count Details → Add Items/Recipes

• Delete Inventory Count Details → Remove Items/Recipes

Permission Tree

The permission tree for inventory counts and inventory count templates is as follows:

• Food

  • Inventory Count Templates

    • View Inventory Count Templates

    • Edit Inventory Count Templates

    • Edit Template GL Posting Status

    • Edit Template Count Schedule

    • Create Inventory Count Templates

    • Delete Inventory Count Templates

    • Edit Inventory Count Templates

    • Edit Inventory Template General Details

    • Edit Template GL Posting Status

    • Edit Template Count Schedule

    • Edit Items/Recipes

      • Add Items/Recipes

      • Remove Items/Recipes

      • Rearrange Items/Recipes

  • Inventory Counts

    • View Inventory Counts

      • View Inventory Counts

      • View Count Distribution Tab

      • View Variance Tab

    • Edit Inventory Counts

      • Edit Inventory Counts

      • Edit Count GL Posting Status

      • Edit Items/Recipes

        • Add Items/Recipes

        • Remove Items/Recipes

    • Create Inventory Counts

    • Unlock Inventory Counts

    • Approve Inventory Counts

    • Unapprove Inventory Counts

    • Delete Inventory Counts

    • Generate Using Theo on Hand

The following permission has been added for editing and creating print preference groups within Scheduling:

• Labor → Scheduling → Schedule → Print Preferences → Add/Edit/Delete Print Preferences

The AP Payment record now includes an option to view the payment’s activity history, including R365 Payments activity. This functionality is exclusively on the updated AP Payment record, providing greater visibility into payment actions.

Activity history is tracked from the date this feature went live and does not include past payment actions.

Address verification is now available on the Contact Record. When users input an address, the system uses Google to verify it and provides a suggested, verified address. Users can choose to proceed with the verified address or continue with the address they entered.

The ACH export logic has been updated to use values entered in the newly added ACH Company ID, ACH Immediate Origin, and ACH Company Name fields on the Bank Account record during ACH setup. This ensures that user-provided values are prioritized for ACH exports, reducing the need for manual intervention during bank uploads.

If no values are provided in these fields, the system will fall back to existing logic by using the legal entity Tax ID for the ACH Immediate Origin and ACH Company ID, and the Legal Entity Name for the ACH Company Name.

Users can now reset documents processed by Capture AI, deleting OCR mappings for the draft transaction and returning the document to a waiting status. Documents can be reset from the Draft Transaction Sidesheet. Reset documents can be reprocessed or split into separate PDFs for individual processing.

Users with the R365 Payments Service can now place payments in ‘Processing’ or ‘Scheduled’ status on hold. Held payments will be updated to ‘Not Sent status’ until they are resubmitted, providing greater control over payment processing.

A ‘Show 0 qty items’ toggle has been added to the Review tab of orders. When turned on, all items will be displayed, including those with a zero order amount.

When viewing the item details screen of an item on an order, users can scroll through a carousel that shows the Item # or Brand # (if they exist).

When in Inventory, users can now hide the Bluetooth scanner option from the screen. It can then be turned on from the navigation menu.

Form templates can now be created by importing a .csv file.

Form templates can also be exported as a .csv file directly from the template options.

Users can now attempt to submit a form without completing all required fields. The form will scroll to the first incomplete field and display a ‘required field’ warning when submission is attempted.

Forecasts are now only generated for the location’s operating hours as defined on the location’s Labor Matrix. When sales adjustments are made in week view, dollar adjustments are evenly distributed across the location’s operating hours. Actual sales dollars (from POS data) that fall outside of operating hours are grouped with the first or last operating hour for historical projections.

A Scheduling Settings page has been added to the Schedule Calendar.

Within the Schedule Settings page, print preference groups are created to define the default print settings for assigned locations. When a user prints the schedule, the print settings will default to the configured settings for that location. The user can still manually adjust the print settings before printing the schedule.

Only users with access to the employee’s primary location will be able to approve, deny, or cancel time off requests. Time off requests are approved/denied on the Time Off tab of Manager Tools or in the Manager Queue.

The ‘Maximum Balance’ configuration for PTO accrual rules has been expanded and renamed Accrual Cap. Fixed Date type and Accrued type accrual rules can now be configured with one of three accrual cap options:

• Limitless Accrual - There is no cap to how many hours an employee can accrue.

• Maximum Yearly Accrual - The employee can accrue a set number of hours per year.

• Max Running Balance - The employee can accrue up to a maximum balance. As hours are used, more can be accrued.
  
  

The tracking of accrued hours has been split into two types; regular and exempt.

• Regular - Hours are included in the employee's accrual cap for the rule.

• Exempt - Hours are not included in the employee's accrual cap for the rule. When the employee uses accrued hours, exempt hours are used first.

The options for regular and exempt are present when making manual accrual balance adjustments and in the carryover settings of Fixed Date type and Accrued type accrual rules.

Employer contributions have been added to the tax section of the payment details page. Users can now see the ER contributions for the selected paycheck as well as the MTD and YTD ER contributions.

A new Pullback tab has been added to the Payroll by Pay Period Report and the Payroll by Date Report, displaying all pullback payments with a Deleted status and the reason Pullback. Pullback amounts in the Funding Report are calculated based on the selected report's date range.

A new Pullback tab has been added to the Funding Report, displaying all pullback payments with a Deleted status and the reason Pullback. Pullback amounts in the Funding Report are calculated based on the selected report's date range.

The new Capture Pro Transaction report displays the number of transactions created by the Capture team by location. Users can drill into specific locations to get a detailed view on what transactions were entered by the ap capture team.

The Actual Vs Theoretical Analysis report (AvT) can now be added to a report subscription. The subscription setup for the AvT report contains three additional settings to configure the count template and count range used in the comparison.

The Date Range functionality in report subscriptions now adjusts based on the selected Report View:

• Single Date Views: Only a required Date field is shown.

• Date Range Views: Both Start Date and End Date fields are shown and required.

The Date Range parameter has been added to the Weekly Review - Location report. When set to yes, the report is run for a custom date range.

The Date Range parameter has been added to the Advanced Weekly Sales and Labor report. When set to yes, the report is run for a custom date range.

The Sales column in the Theoretical on Hand report now displays the estimated sales amount for the item since the last inventory count, based on the item's usage per $1,000 in sales.

Calculation: (Usage Per 1000 rate of the item × sales between the item's last inventory count and the report date) ÷ 1000

The behavior of the Sum by Transaction setting has been updated.

• When Sum By Transaction: Yes is selected, the report will display the header comment of the invoice instead of the item name.

• When Sum by Transaction: No is selected, the report will the Show: Item/Comment setting to determine whether to display the item name or the comment for the detail line.

A new parameter, Master Date, has been added to the Transaction Detail Export. The Master Date parameter allows the user to choose whether to run the report based on the created date or the transaction date.

Deposit metrics were added to Intelligence. They include the following:

• Deposit 1

• Deposit 2

• Deposit 3

• Deposit 4

• Deposit 5

• Total Deposit

These are pulled from the Daily Sales Summary (DSS).

R365’s QBO integration now supports connecting to multiple QBO instances, allowing users to select specific QBO instances to connect to R365. Users can manage each QBO company’s mapping individually when mapping GL accounts, vendors, and locations ensuring accurate alignment of data between R365 and the connected QBO accounts.

The activity feed for AP Payments now includes apply/unapply activity, including a list of invoice numbers the payment was applied to.

Activity history is tracked from the date this feature went live and does not include past payment actions.

Address verification is now available on the Legal Entity record. When users input an address, the system uses Google to verify it and provides a suggested, verified address. Users can choose to proceed with the verified address or continue with the address they entered.

OCR will now read catch weights on invoices given they are in a dedicated column. Catch weights will be used as the quantity in itemized invoices and used in calculating the line total for invoices entered by account.

A new filter button is replacing the location filter on the Potential Assets page. Users will now have the option to filter by amount, date, location, and status.

By default unapproved transactions will be hidden from view.

New options for recurring tasks based on the fiscal and operational calendars have been being added. This includes:

• Period

• Quarter

• Fiscal Year

• Operational Year

POS="1">To prepare for future updates, the Prep Sheet report options on the recipe item record and the purchased item record have updated!

When the prep sheet checkbox is checked on the recipe record or the prep section is enabled on the purchased item record, there are now two additional fields.

• The Shelf Life field has been split into days and hours.  This allows users to include the shelf life days or hours.

  • Only the Days field will appear on the Prep Sheet report.

• There is now an Instructions field to input instructions.  Any instructional text that was previously in the shelf life field has been moved to the instructions field.

Recipe Record

Purchased Item Record

Pickup requests associated with published unassigned shifts will be automatically canceled after the date of the shift. This clears the request, since the shift is no longer available to be worked.

‘Time Expired’ will be added as a note on the canceled request.

On the R365 Mobile App, active time off requests will now only be displayed for users with access to the employee’s primary location. The requests will still be applied to all locations associated with the employee. Once the request is approved, denied, or canceled, it will be listed for all locations.

On the Manager Tools page, users can now create time off requests for past dates.

When PTO Accruals is enabled, both employees and managers will be able to submit time off requests for past dates when the earning type of the rule used is ‘Sick’. Requests can be placed even when request cutoffs are configured for the location.

The Paystub and Paycheck addresses have been updated. The check address now displays the entity name for the paying entity with the work location displayed in the check memo. The Paystub displays the address of the legal entity for the employee’s primary location as well as the work location.

A new option has been added to the ‘Hide $0 Balances’ parameter on the Balance Sheet. The new option, ‘Yes Show $0 Parent’ displays parent accounts with a $0 balance and hides all other $0 balance accounts.

The DSS Status report now considers the POS Import Start Date from the location record. It will no longer display 'Missing DSS’ for dates before the POS Import Start Date.

The Prep Sheet report parameters have updated to reflect the changes to the purchased item and recipe item record prep sheet options.

The following changes were made:

• A Show Instructions option was added where users can elect to show or hide instructions. When Yes is selected, this column will show the text entered in the Instructions field for the item.

• The ability to show the Shelf Life column was removed.