--- title: "R365 Implementation Process (Accounting and Operations)" slug: "what-does-the-onboarding-process-look-like" description: "R365 onboarding overview for Accounting (integrations, AP, payroll, cutover) and Operations (items, inventory, recipes) with milestone checklists." updated: 2026-07-22T14:51:01Z published: 2026-07-22T14:51:01Z canonical: "docs.restaurant365.com/what-does-the-onboarding-process-look-like" stale: true --- > ## 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. # R365 Implementation Process (Accounting and Operations) 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](https://restaurant365training.com/wp-content/uploads/2020/05/Accounting-Implementation-Checklist-Revised-1.pdf) and the [Operations Implementation Process](https://restaurant365training.com/wp-content/uploads/2020/05/Operations-Implementation-Checklist-1.pdf). --- ## **Accounting Implementation Process** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/b903cabe-5d46-4914-80b1-beb65c274cc4.png) ### Phase 1 - Integrations - [POS is integrated](/doc/docs/pos-integration-overview) and [DSS validated](/doc/docs/classic-daily-sales-summary-review) - User has mapped all [Payment Types](/doc/docs/payment-type-accounts-overview), [Sales Accounts](/doc/docs/sales-accounts-overview), and [Job Titles](/doc/docs/job-titles) - User understands how to upload bank file auto-matching functions of the [Bank module](/doc/docs/bank-reconciliation) - User understands the flow of [Undeposited Funds](/doc/docs/undeposited-funds) from DSS to Banking Activity - Coach has shown [P&L report](/doc/docs/profit-and-loss) to the User ### Phase 2 - Train on Key Topics - [Vendors](/doc/docs/vendor-record) are imported - User has entered [AP invoices](/doc/docs/ap-invoice-record) by Account and by Item - User understands how to pay [AP invoices](/doc/docs/ap-invoice-record) using Pay Bill, Manual Payment, and Payment Runs - User understands flow of Accrued Payroll from DSS through the reversal of [Payroll JE](/doc/docs/payroll-journal-entries) - User has uploaded a practice [Payroll JE](https://help.restaurant365.net/en/support/solutions/articles/12000039146-payroll-journal-entry) and ran the [GL Account Detail](/doc/docs/gl-account-detail) for Accrued Payroll - User has practiced making [Bank Withdrawals](/doc/docs/bank-expense), [Transfers](/doc/docs/bank-transfer), and [Deposits](/doc/docs/bank-deposit) - Coach has shown [AP Aging](/doc/docs/ap-aging), [Trial Balance](/doc/docs/trial-balance), and [GL Account Detail](/doc/docs/gl-account-detail) Reports ### Phase 3 - Cutover - User understands the technical [Cut Over Process](/doc/docs/accounting-cutover-process) and that test records will be cleared out - User understands [Beginning Balance transactions](/doc/docs/entering-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](/doc/docs/classic-daily-sales-summary-review) - User has processed a full AP cycle - User has uploaded a [Payroll JE](/doc/docs/payroll-journal-entries) and corresponding Bank JE - Beginning Balance files are uploaded - User has processed at least one week of [Bank Reconciliations](/doc/docs/bank-reconciliation) --- ## **Operations Implementation Process** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/bddf533b-871c-4e03-b900-8d76ce6277a4.png) ### Phase 1 - Items In - [](https://help.restaurant365.net/en/support/solutions/articles/12000039209-vendor-item-record)[Vendor Items](/doc/docs/new-vendor-item-record), [Purchased Items](/doc/docs/purchased-item-record), and [Units of Measure](/doc/docs/unit-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](/doc/docs/purchased-item-record), [Vendor Items](/doc/docs/new-vendor-item-record), and [Units of Measure](/doc/docs/unit-of-measure) - User understands the [UofM Equivalencies](/doc/docs/unit-of-measure-conversions) tab on Purchased Items - User has set all necessary [Vendors](/doc/docs/vendor-record) to [invoice 'By Item](/doc/docs/ap-invoice-record) - User has mapped all [missing Vendor Items](/doc/docs/ap-transactions-missing-items). If 'No', how many remain? - [](https://help.restaurant365.net/en/support/solutions/articles/12000041968-gl-accounts-operational-reports-categories)[Operational Reporting Categories](/doc/docs/operational-reports-categories) are set up - Restaurant Managers setup as [Users](/doc/docs/user-setup-security-and-location-access) in R365 - Coach has shown [receiving report(s)](/doc/docs/receiving-by-purchased-item) ### Phase 3 - Inventory Items - One [Inventory Count Template](/doc/docs/inventory-counts-create-and-edit-an-inventory-template) exists per polling Location - User understands [Inventory Count Template](/doc/docs/inventory-counts-create-and-edit-an-inventory-template) maintenance - User understands [starting, performing, and reviewing Inventory Counts](/doc/docs/inventory-counts-create-and-enter-an-inventory-count) - 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](/doc/docs/actual-vs-theoretical-analysis) 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](/doc/docs/mapping-recipes-to-menu-items) - Coach has provided [Menu Item Category](/doc/docs/menu-item-categories) worksheet to User - Coach has shown [Menu Item Analysis reports](/doc/docs/menu-item-analysis) 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](https://restaurant365training.com/wp-content/uploads/2020/05/Accounting-Implementation-Checklist-Revised-1.pdf) and the [Operations Implementation Checklist](https://restaurant365training.com/wp-content/uploads/2020/05/Operations-Implementation-Checklist-1.pdf). #### 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](https://docs.restaurant365.com/docs/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](https://docs.restaurant365.com/docs/entering-beginning-balance-transactions). The structured list of all General Ledger (GL) accounts used to record and organize a company’s financial transactions. POS (Point of Sale) A system used by businesses to process sales transactions and manage customer payments. Connected to R365 through a [POS integration](/doc/docs/pos-integration-overview).