In onboarding, you will typically work with both an Accounting Coach and an Operations Coach as you learn both parts of the system. These processes are very different but work in conjunction with each other and, therefore, occur concurrently. Below details both the Accounting and Operations Implementation processes.
Click here to view a PDF document of the Accounting Implementation Process and the Operations Implementation Process.
Accounting Implementation Process
Phase 1 - Integrations
User has mapped all Payment Types, Sales Accounts, and Job Titles
User understands how to upload bank file auto-matching functions of the Bank module
User understands the flow of Undeposited Funds from DSS to Banking Activity
Coach has shown P&L report to the User
Phase 2 - Train on Key Topics
Vendors are imported
User has entered AP invoices by Account and by Item
User understands how to pay AP invoices using Pay Bill, Manual Payment, and Payment Runs
User understands flow of Accrued Payroll from DSS through the reversal of Payroll JE
User has uploaded a practice Payroll JE and ran the GL Account Detail for Accrued Payroll
User has practiced making Bank Withdrawals, Transfers, and Deposits
Coach has shown AP Aging, Trial Balance, and GL Account Detail Reports
Phase 3 - Cutover
User understands the technical Cut Over Process and that test records will be cleared out
User understands Beginning Balance transactions
User understands how transactions will be processed exclusively in R365 post-cutover date
User can explain the division of daily task responsibilities within their organization
Phase 4 - Live in the System
User is entering daily deposits and approving Daily Sales Summaries
User has processed a full AP cycle
User has uploaded a Payroll JE and corresponding Bank JE
Beginning Balance files are uploaded
User has processed at least one week of Bank Reconciliations
Operations Implementation Process
Phase 1 - Items In
Vendor Items, Purchased Items, and Units of Measure imported and shown to User
User understands and can explain Vendor Item > Purchased Item relationship
User provides historical Net Sales and Coach imports
Vendor integration(s) submitted
Phase 2 - Managing Items
User can create new Purchased Items, Vendor Items, and Units of Measure
User understands the UofM Equivalencies tab on Purchased Items
User has set all necessary Vendors to invoice 'By Item
User has mapped all missing Vendor Items. If 'No', how many remain?
Operational Reporting Categories are set up
Restaurant Managers setup as Users in R365
Coach has shown receiving report(s)
Phase 3 - Inventory Items
One Inventory Count Template exists per polling Location
User understands Inventory Count Template maintenance
User understands starting, performing, and reviewing Inventory Counts
User has taken first test counts
User is aware of the first Inventory Count process and necessary JE's
Coach has shown Actual vs. Theoretical Analysis report to User
Phase 4 - Recipes
User understands the difference between Yield, Prep, and Menu Item Recipes
User has mapped a Recipe to a Menu Item
Coach has provided Menu Item Category worksheet to User
Coach has shown Menu Item Analysis reports to User
FAQ
Do I need to finish Accounting onboarding before starting Operations, or do they happen at the same time?
Both tracks run concurrently. You'll typically work with an Accounting Coach and an Operations Coach at the same time, and the phases for each track are independent of each other. Completing an Accounting phase doesn't block you from progressing in Operations, and vice versa. For a detailed look at what each phase requires, download the Accounting Implementation Checklist and the Operations Implementation Checklist.
What happens to the test transactions I entered during training?
At cutover, your R365 Coach will delete all transactions dated prior to your Go-Live date. Setup data — including your chart of accounts, Vendors, Users, POS Mapping, and Preferences — is not deleted. For a full breakdown of what's cleared and what's preserved, see Accounting Cutover Process.
What are Beginning Balance transactions and when do I enter them?
Beginning Balance transactions transfer your opening balances from your previous accounting system into R365 — including open AP invoices, unreconciled bank transactions, and GL history. Most are imported before your Go-Live date, but additional entries may be needed afterward to resolve discrepancies. These transactions don't impact the general ledger; they exist only to record historical balances. For step-by-step instructions on entering them manually or via the import tool, see Enter a Beginning Balance Transaction.