The POS Integration is governed by a number of Settings in Restaurant365. These settings reside on various screens and can be accessed and updated by a User with the 'Accounting Manager' security role. Click here for more information about POS Integration Settings
Several elements of the POS Integration Settings are managed on the various tabs of the Location record. This article discusses settings relevant to POS Integration Settings. Click here to learn more about the Location record.
On the General tab of the Location Record, the POS Import Type is established. Upon making a selection, other POS Integration related tabs will become visible
POS Import Type – This field is where the User can select the type of POS Import for this Location. The three options include the following:
- None - No POS Integration will be set up for this Location. The 'Labor Estimates', 'POS Integration Settings', and 'Breaks & Split' tabs will remain hidden
- Sales - Sales information will be downloaded for this Location (upon completion of the POS Integration by the Restaurant365 Integration Team). 'POS Integration Settings' tab becomes visible
- Sales and Labor - Sales and Labor information will be downloaded for this Location (upon completion of the POS Integration by the Restaurant365 Integration Team). 'Labor Estimates', 'POS Integration Settings', and 'Breaks & Split' tabs become visible
Default Accounts Tab
On the Default Accounts tab users will set the Default Checking, Over/Short, Deposit, and Credit Expected Accounts
1) Checking Account – Select the default Checking Account for the Location here. If no Accounts are available, the Bank Accounts on the GL have not been set up correctly. Click here to review Bank Account Setup, and Bank Creation
2) Deposit Account (Undeposited Funds) – Select the Deposit Account here. As a best practice in Restaurant365, it is recommended that 'Undeposited Funds' (the designated Funds-in-transit Account) be used as opposed to a checking account
3) Over/Short Account – Select the Over/Short account here.
- Note: only P&L Accounts (Accounts with a GL Type that resides on the P&L) can be selected here
4) Credit Expected Account – Select the Credit Expected Account here. In Restaurant365, credits due can be tracked. This will be the Account where those credits will reside for this Location
Labor Estimates Tab
The Labor Estimates tab appears when POS Import Type is set to Sales and Labor (as shown in the General section). On this tab Accrued Payroll, Manager Payroll, and Payroll Tax, Benefit, and Other settings are established for the Location
1) Accrued Payroll Account - Select your Accrued Payroll Account here. Restaurant365 can keep track of your daily labor costs (when utilizing a POS system where Labor is tracked) and post a daily labor accrual to this specified account
2) Daily Manager Salary - To obtain a true daily snapshot of your labor costs, salaried employee wages must be captured as well. Restaurant365 can account for the Daily Manager Salary expense via a static amount we enter as a number value in this field. As an example, if your salaried management labor expense for the week is $1000, you would divide that amount by the number of days you are open during the week (7 in this example). $1000 / 7 = $143.00. You would enter 143 as your Daily Manager Salary. Conversely you can divide the annual salary for your manager by 365 to capture the Daily Manager Salary ($52,195/365 = $143.00)
3) Manager Payroll Account - Select the Manager Payroll Account in which the Daily Manager Salary will be recorded
4) Payroll Location ID - Enter the payroll number associated with this Location, which is found on the Payroll Connect window
5) Payroll Tax % Estimate - Enter the Payroll Tax Percent Estimate for this location here (8% = 8)
6) Payroll Tax Estimate Account - Select the Payroll Tax Estimate Account in which the Payroll Tax % Estimate will be recorded
7) Payroll Benefit % Estimate - Enter the Payroll Benefit Percent Estimate for this location here (2.5% = 2.5)
8) Payroll Benefit Estimate Account - Select the Payroll Benefit Estimate Account in which the Payroll Benefit % Estimate will be recorded
9) Payroll Other % Estimate - Enter the Payroll Other Percent Estimate for this location here (1.5% = 1.5). This is commonly used for Worker's Compensation
10) Payroll Other Estimate Account - Select the Payroll Other Estimate Account in which the Payroll Other % Estimate will be recorded
POS Integration Settings Tab
The POS Integration Settings tab appears when the POS Import Type is set to 'Sales' or 'Sales and Labor' (as shown in the General section). On this tab additional POS settings such as Petty Cash in Daily Close, Pay Tips with Payroll and Overtime Tracking values are set. Click here for more information about POS Integration Settings.
1) POS System – Select the name of the POS system this Location utilizes
2) Download Setup - This button is solely used during implementation and at the request of a POS Integration Specialist to download the R365 Connect Installer. Click here to learn more about Using the R365 Connect Installer.
3) Polling Period – When Intraday Polling is enabled, the number of Locations with this active feature will be displayed alongside the two options below:
- Previous Day - This is the default option and will display the Sales and Labor data for the previous day in the Smart Labor Experience
- Current Day (XXX)- This will display what the selected POS is capable of. Options include:
- Current Day (Not Available) - The POS is not capable of providing current day data or the integration has not been set up for the current day
- Current Day (Hourly) - The POS is only capable of hourly updates
- Current Day (30 minutes) - The POS can only provide updates every half hour
- Current Day (15 minutes) - The POS is capable of providing updates every 15 minutes. This is the most real-time option available
4) POS Import Start – Select the Go Live Date in R365. The POS Integration tool will import DSSs starting on this Date (if the data is available). Sample Data will be polled to use for testing purposes
- Note: The POS Integration tool continually looks back at the previous 30 days to see if any DSS records are missing or updated. During initial setup, the previous 30 days worth of DSSs will be imported after your integration has been completed. When you arrive at your Go Live date, you can delete the test data. The POS Integration tool will no longer import test data from before the date set on this field.
5) POS Group – select the POS Group for the Location. This field is typically left blank, except for Enterprise Customers with 100 or more Locations. Click here for more information on POS Groups
6) Schedule Writeback – Check this box to enable the Schedule Writeback feature, where schedules created in R365 can be sent to the POS to limit early clock-in and gain more control over Labor costs
7) Petty Cash In Daily Close - Check this box to include two additional value fields on the Deposit tab in the Daily Sales Summary (DSS) for this Location. Typically organizations that use Petty Cash in Daily Close are paying out non-cash tips (credit card tips) in excess of their cash receipts for the day. The remaining non-cash tips are then funded From Petty Cash, depleting the Petty Cash balance. In the event that the cash receipts for the day were sufficient to cover non-cash tips, the excess cash could be deposited To Petty Cash, increasing the Petty Cash balance. By checking this box, the following value fields are included on all DSS files for this location: To Petty Cash and From Petty Cash.
Click here for more information on the DSS. Any DSS file that has been imported prior to this box being checked will not have the 'To Petty Cash' or 'From Petty Cash' value fields. If you need to retroactively add these value fields to your previously-imported DSS file, the DSS will need to be deleted and re-imported. Work with your Setup Coach to determine if the POS Data is still available and can be re-imported.
8) Pay Tips With Payroll - Check this box if your organization pays tips via payroll. This will create a line item on the DSS Journal Entry where tips are recorded as a liability in the account specified in the Tips Payable Account value field (#4 on the image above). When entering a Payroll Journal Entry, tips will then be disbursed. Click here for more information on Payroll Journal Entries
9) DTS Checkbox - Checking this indicates whether DTS (Data Transfer Service) needs to be installed on the physical Location to help integration run properly
10) POS Import Time – Set the daily DSS import time for this Location. Import Time should be set to a time after your POS has run end of day. A common Import Time for most Locations is 3 or 4 AM.
- Note: the DSS being imported at this time is the prior day's sales, not the current day's sales
11) Petty Cash Account - Select the Petty Cash Account in which Petty Cash debits/credits will be recorded for this Location
13) Overtime Tracking - The selection made here will determine how OT values are calculated and displayed on the Labor tab of the DSS. Click here for a more detailed explanation of OT Tracking. Select one of the following three options:
- Tracked in POS - any OT Calculations will occur on the POS and OT Values will be imported after they have been calculated on the POS. R365 will not perform any OT calculations. Note: If using Aloha POS, select this option.
- Over 40 hrs/wk - R365 will calculate OT values based on a 40 Hour Work Week. Any hours recorded over 40 total hours for the week will be identified as OT. > 40 for the week = OT
- Over 8 hrs/day and 40/wk - R365 will calculate OT values based on a 40 Hour Work Week and an 8 Hour Work Day. > 40 for the week = OT, >8 for the day = OT. For States, such as California, that specify OT as more than 8 hours per day, select this option.
- R365 OT Rules - R365 will calculate OT values based on the User-created OT Rules setup on the Overtime Rules Groups page in the Classic Experience or 'Overtime Rules' tab of the Admin page in the Smart Ops Release
- Note: If your Organization is utilizing R365 Punch Edits, this option will be the only available option
14) Sales Account Import Type - The type of Sales Account that is imported from the POS. This feature is only available for certain POS systems that provide data. Click here for more information on Sales Account Import Types. This field has three options:
Day Parts Tab
Each Location can have separate and distinct Day Parts. Create and manage Day Parts on the Day Parts tab. Each Day Part is represented as a Comment section on the Comment tab of the DSS. Click here for more information on Day Parts.
Day Part Name – Enter the Day Part Name
Day Part Start Time – Enter the Day Part Start Time (End Time will be determined by the next Day Part Start Time)
Day Part Avg Check Goal – Enter the Avg Check Goal for this Day Part
Breaks & Split Tab
Labor Breaks and Split Shifts can be tracked differently for each Location on the Breaks & Split tab. Click here for more information on Breaks and Splits.
1) Break After (no waiver) - Enter the maximum number of minutes an Employee can work without a waiver on file before they must take a Break
2) Break After (waiver) - Enter the maximum number of minutes an Employee can work with a waiver on file before they must take a Break
3) Break Minutes - Enter the minimum number of minutes required for a Break
- Note: if a Break must be 30 minutes, and an Employee only takes a 20 minute break, the Break Penalty still applies as the 20 minutes wouldn’t qualify as a full 30 minutes Break
4) Minimum Wage - Enter the dollar amount of the minimum wage in the state of this Location
5) Break Penalty Minutes - Enter the number of minutes that must be paid to an Employee as result of a break penalty
- Note: 60 minutes = 1 hour of pay
6) Break Penalty Rate - Select the Pay Rate for Break Penalty Pay: Regular, Time and a half
7) Break Penalties Per Day - Enter the maximum number of break penalties an employee can incur in a single day
8) Split Minutes - Enter the maximum number of minutes allowed before a split shift premium is owed
- Example: If an Employee is working two shifts in one day, and the split is set to 120 minutes (2 hours), the time between their first shift (when they clock out) and their second shift (when they clock in) is more than 2 hours, they are owed a split shift premium
9) Split Penalty Minutes - number of minutes that must be paid to an employee as result of a split shift premium
- Note: 60 minutes = 1 hour of pay
10) Split Penalty Rate - Select the Penalty Rate to pay the Employee
- Regular – Employee’s regular pay rate
- Minimum Wage – minimum wage at this location as defined in the Minimum Wage field on this tab
- Minimum vs Regular Difference – this means the premium gets paid at minimum wage but only if the Employee hasn’t made more on the day at their regular rate than they would have at minimum wage and the premium. For example, if minimum wage is $10/hour and the employee gets paid $12/hour and they worked 8 hours but are owed a split shift premium then this would be the calculation:
- Actual Pay = $96 (12*8)
- Minimum Wage Pay = $80 (10*8)
- Split Premium = $10 (split penalty is 1 hour of minimum wage)
- Minimum + Premium = $90 ($80 + $10)
- Premium Owed = $0 (because actual pay of $96 is greater than what they would earn at minimum wage with premium of $90, therefore no premium is owed)
11) 2nd Shift Minimum Minutes - Enter the minimum number of minutes required for a second shift