In this training, the steps to review the Daily Sales Summary (DSS) will be covered:
1. Close out POS System
2. Upload Daily POS Data to Restaurant365 & Open Daily Sales Summary
3. Open the Daily Sales Summary and Review 'Totals' tab
4. Enter Deposits
5. Enter Daily / Shift Comments (if any)
6. Enter Exceptions (if any)
7. Enter House Account info (if any)
8. Enter Paidouts (if any)
9. Review Labor
10. Review Journal Entry / Steps Complete
Step 1: Close Out POS System
Finish the closing steps in your POS system (if applicable)
Step 2: Upload Daily POS Data to Restaurant365
Daily Sales Summary data can be uploaded to Restaurant365 in one of two ways: Automatically, or Manually. It is recommended that all users rely on the Auto-Import tool for Daily Sales Summary upload, however for certain Non Cloud-based POS systems the DSS data can be imported manually following the Daily Close of the POS system
POS Integrations in Restaurant365 have been enabled to auto-import the Daily Sales after the daily close process has concluded at the restaurant locations. Typically the Auto-Import is scheduled to run around 2 am - 4 am local time.
For Non Cloud-based POS Systems, the Restaurant365 Auto-Import tool will have been installed on the Back Office computer. Where available, an icon will have been placed on the desktop of that machine. In certain cases the icon is not accessible. Users can search for the R365 tool by name via Microsoft Windows search tools. This tool is not the Restaurant365 application itself but rather a small tool that sends data to Restaurant365
Click on Auto-Import Tool icon and then adjust the desired date range to import. Enter your user name and password (this is the same as you would use to log into Restaurant365) and click 'Import'
Depending upon your connection speed and how many transactions you had in your store this day, the upload process may take between 3-8 minutes. You will see a progress bar appear while the upload is taking place. You will know that it is complete when a web browser opens. It may be necessary for you to log into Restaurant365 (not the import tool but rather the website.) This process has created the Daily Sales Summary (or DSS) record for the date selected for your location.
Step 3: Open the Daily Sales Summary and Review 'Totals' tab
To open a DSS, navigate to the ‘Daily Sales Summary’ List and Double click the desired DSS to open the record in a new tab
A new tab will open titled ‘Daily Sales Summary’. The first tab is labeled ‘Totals’.
This screen is read-only and gives a summary of the data uploaded from your POS. Initially some totals may not be correct, but these will update as the DSS is reviewed and completed.
To dig into the details of these Totals, hover over 'Action' and click 'GL Account Mapping'. From this window, the Totals are broken out by GL Account. Users who have the following Security Roles will have access to this report:
- Full Access
- Accounting Manager
- Accounting Clerk
- Read Only Executive
- Read Only Operations
- Restaurant Manager
Click ‘Next Step’ and the system opens the Deposit tab.
Step 4: Enter Deposit Details
In this step, count the cash, coin, and checks you have received. For cash, enter the number of each denomination you will be depositing. The system will total them for you. For coin, enter the total dollar amount you will be depositing for this day (if any). For checks, enter the total of all the checks or use the in-cell formula to add them up if you have more than one. The system will calculate the Total Deposit for you. The Over/Short amount is also calculated and if all is well, this over and short should be the same as reported in the daily closing report out of your POS system.
Numerous POS Systems allow R365 to import Deposits 1, 2 and 3 directly from the POS System (if they have been entered there). When this function works on your POS, you'll notice the Deposit amounts being set automatically on this tab.
The Auto-Import Tool will also perform a 'Deposit Lookback' for certain POS Systems. This will occur if a Deposit was entered after the initial DSS import on the POS System. The Auto-Import Tool will perform the Deposit Lookback and if a value is found, it will add the deposit value onto the respective Unapproved DSS record. If the Deposit value had already been manually entered, before the Deposit Lookback occurred, it will not overwrite the existing value.
- Note: in the example image below, the Deposit #1 amount was imported from the POS System. If this is the case with your POS System, ensure to review the Deposit amount before moving to the next step
Step 5: Enter Daily / Shift Comments
At this point, the User has the option to enter a Comment for each Day Part to record the general activity of the store on this day. Comments entered here will also be visible in the Manager Log Module
Step 6: Provide Details to Exception Sales Tickets
After completing the deposit, click ‘Next Step’ and the Exception tab opens. This tab will display all sales tickets that have a Payment Type that was flagged as an exception. The details of each sales ticket and the server are displayed. For each ticket, the user can select and assign an employee to the exception. For example, if it was an employee meal, select the employee who consumed the meal. If the exception was the result of meal preparation error, select the name of the cook responsible. The final step is to type in a free-text reason for each exception. You have just completed your digital ‘Exception Log Book’.
- Note: Assigning employees and providing Reasons is an option task and is not required to save or approve the Daily Sales Summary
Step 7: Assign House Accounts
Once you have completed the exceptions tab, click ‘Next Step’ and the House Accounts tab opens. Listed are the sales tickets that were flagged as House Accounts in the POS. Restaurant365 will attempt to match the record with the customer in Restaurant365. If a match is not found, you will need to select it from the drop down. This will be used to bill the customer. If you don’t see the customer in the drop down list, select ‘Need to add Customer’. Then make a note of the customer in the comments above.
Step 8: Assign Cost Categories to Paid Outs
Click ‘Next Step’ and the Paid Out tab will appear. Displayed are each of the recorded ‘Paid Outs’ for the day from the POS system along with any description that was entered in the POS. For each Paid Out, you will assign the proper cost category by selecting the GL Account. Note: For users with the security role of Restaurant Manager, to be able to select and assign the correct GL Account, that account must have been marked as 'Available to Managers' on the GL Account Record. Begin by typing in the name of the GL Account and select the correct account where the cost will be recorded. Repeat the process for each Paid Out, then when you are complete, click Next Step to proceed to Labor Review.
Click here for more information about Paid Outs
Step 9: Review Labor
After completing the Paidouts tab, Click ‘Next Step’ and the Labor tab will appear. Review labor entries for the day and correct discrepancies in the POS and re-import as needed.
Step 10: Review the Journal Entry / Steps Complete
After validating the Labor tab, click on 'Next Step'. If the 'Next Step' button has been replaced with 'Steps Complete', this is because reviewing the Journal Entry is not required for your User. The final tab (if it is necessary for you to review it) is the Journal Entry Tab. Make sure the JE is in balance and all lines have a GL Account assigned in the 'Account' column.
Once complete click on 'Steps Complete' to Save the Daily Sales Summary.
Steps Complete will identify this Daily Sales Summary as Ready for Approval in the Daily Sales Summary List: