POS Integration Settings: Location Record

The POS integration settings on Location records can be accessed and updated by users with the following permission:

Administration → Locations → Edit Locations

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.

General Tab

On the General tab of the Location record, the POS Import Type is established. Upon making a selection, other integration-related tabs appear.

POS Import Type – This field is used to select the type of POS import for the location. The three options include the following:

None - No POS integration will be set up for this location. The Labor Estimates and POS Integration Settings tabs remain hidden.
Sales - Sales information will be downloaded for this location upon completion of the POS integration by the R365 Integration Team. When selected, the POS Integration Settings tab appears.
Sales and Labor - Sales and Labor information will be downloaded for this location upon completion of the POS integration by the R365 Integration Team. When selected, the Labor Estimates and POS Integration Settings tabs appear.

Default Accounts Tab

Use the Default Accounts tab to set the Default Checking, Over/Short, Deposit, and Credit Expected Accounts.

	Field	Description
1	Checking Account	Select the default checking account for the location. If no accounts are available, ensure that the bank accounts on the GL are set up correctly. For more information, see Bank Account Setup and Bank Records.
2	Deposit Account (Undeposited Funds)	Select the default deposit account for the location. As a best practice in Restaurant365, we recommend using Undeposited Funds as opposed to a checking account.
3	Over/Short Account	Select the default over/short account for the location.
4	Credit Expected Account	Select the default credit expected account for the location. This account is used to track credits that are owed to the location.

Labor Estimates Tab

The Labor Estimates tab appears when POS Import Type is set to Sales and Labor. On this tab, Accrued Payroll, Manager Payroll, Payroll Tax, Benefit, and Other settings are established for the location.

Accrued Payroll Account - Accrued payroll account for the location. When integrated with a POS that tracks Labor, R365 tracks daily labor expenses and posts a daily labor accrual to this account.
Daily Manager Salary - To obtain a true daily snapshot of labor costs, salaried employee wages must be captured as well. R365 accounts for the Daily Manager Salary expense using the static value entered in this field. For example, if salaried management labor expense for the week is $1000, divide that amount by the number of days the location is open during the week. $1000 / 7 = $143.00. In this case, 143 is the 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).
Manager Payroll Account - Manager payroll account in which the Daily Manager Salary is recorded.
Payroll Location ID - Payroll number associated with the location. This information can be found on the Payroll Connect window.
Payroll Tax % Estimate - Payroll tax percentage estimate for the location (8% = 8).
Payroll Tax Estimate Account - Payroll tax estimate account in which the Payroll Tax % Estimate is recorded.
Payroll Benefit % Estimate - Payroll benefit percentage estimate for the location (2.5% = 2.5).
Payroll Benefit Estimate Account - Payroll benefit estimate account in which the Payroll Benefit % Estimate is recorded.
Payroll Other % Estimate - Payroll other percentage estimate for the location (1.5% = 1.5). This is commonly used for worker's compensation.
Payroll Other Estimate Account - Payroll other estimate account in which the Payroll Other % Estimate is 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.

	Field	Description
1	POS System	Name of the POS system used at this location.
2	Download Setup	The POS Integration Specialist uses this button to download the R365 Connect Installer. Click here to learn more about the R365 Connect Installer
3	Online Order Employee	For the purpose of tip automation, all sales must be associated with an employee. The employee selected from the drop-down will be associated with all sales tickets that are not already associated with an employee or shift. Tips and sales totals from these sales tickets are attributed to the online ordering employee in tip distributions. Only employees with Directly Tipped jobs are available to select from the drop-down. For more information about tip designations for jobs, see Tip Management.
4	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 - Displays the Sales and Labor data for the previous day in the Smart Labor Experience. This is the default selection. Current Day (XXX) - Indicates the capabilities of the POS system. 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.
5	POS Import Start	Date on which the POS integration tool begins importing DSS data. Sample data is polled for testing purposes. 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.
6	POS Group	Select the POS Group for the location. POS Groups are groupings of Concepts or POS Systems. POS Groups are exclusively used as a form of POS System Payment Type Separation and POS System Sales Account Separation. Separating Payment Types / Sales Accounts by POS Group is particularly useful for large organizations with multiple concepts. This field is typically used only by enterprise clients with 100 locations or more. Learn more about POS Groups.
7	Petty Cash in Daily Close	If selected, two additional fields appear on the Deposit tab in the Daily Sales Summary for this location. Typically organizations that use petty cash in daily close are paying out non-cash tips (credit card tips) in excess of the 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. If the checkbox is selected, the following value fields are included on all DSS files for this location: To Petty Cash and From Petty Cash. Any DSS file that was imported prior to selecting the checkbox will not include these additional fields. If you need to retroactively add these fields to your previously-imported DSS file, the DSS must 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	If selected, the location pays out tips via payroll. Selecting this checkbox creates a line item on the DSS Journal Entry where tips are recorded as a liability in the corresponding account.
9	Include CC Tips in Labor Burden %	Includes CC Tips in the labor burden.
10	DTS	If selected, Data Transfer Service (DTS) must be installed on the physical location for integration to flow correctly.
11	POS Import Time	Sets 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 03:00 or 04:00. The DSS that is imported at this time is the prior day's sales, not the current day's sales.
12	Start of Business Day Time	Time at which the new business day begins. Click here to learn about Start of Day configuration. The Start of Business Day Time should match the POS End of Day Time and must be earlier than the POS Import Time.
13	Effective Date	Date when the Start of Business Day Time is effective for this location.
14	Petty Cash Account	Account in which petty cash debits/credits are recorded for the location.
15	Tips Payable Account	Account in which the Tips Payable is recorded on the DSS Journal Entry and Payroll Journal Entries.
16	Punch Edits	Dictates how punch edits are managed for this location. Options include: Managed in POS and Managed in R365. This field only appears if Punch Edits have been enabled for the organization.
17	Enable Manual Tip Import	If selected, Tip Import is enabled for the location. This field only appears if Punch Edits have been enabled for the organization. Tip Import cannot be enabled if tip automation rules have been created for the location.
18	Overtime Tracking	Determines how OT values are calculated and displayed on the Labor tab of the DSS. Options include: 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 R365 OT Rules- R365 will calculate OT values based on the User-created OT Rules setup on the Overtime Rules tab of the Admin page in the Smart Ops Release. For organizations utilizing R365 Punch Edits, this option is the only available option. The Over 40 hrs/wk and Over 8 hrs/day and 40/wk options were deprecated in May 2023. Any locations using these options have been converted to R365 OT Rules.
Additional Fields These fields are not available for all POSs or rely on specific system preferences or configurations.
SOS System		Name of the system from which R365 polls speed of service data, if enabled. This field is only available if speed of service is enabled. For more information about speed of service, see Operations Dashboard.
SOS Start Date		Date on which the speed of service integration begins polling data, if enabled. This field is only available if speed of service is enabled. For more information about speed of service, see Operations Dashboard.
Schedule Writeback		If selected, the Schedule Writeback feature is enabled for this location. Schedules created in R365 are sent to the POS to limit early clock-in and gain more control over labor costs. This field is only available with certain POS systems.
Till Management		If selected, the location uses the Till Management feature in Smart Ops.
Sales Account Import Type		Type of Sales Account that is imported from the POS. This field has three options: Service Type Revenue Center Revenue Center & Service Type This field is only available for certain POS systems.
Payment Type Import Type		Type of Payment Type that is imported from the POS. This field has two options: None Revenue Center This field is only available for certain POS systems.
Employee Push		Enables R365 to push employee data to the POS. This field is only available for certain POS systems.

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.

Day Part Name – Name for the part of day.
Day Part Start Time – Time when the day part begins. The End Time is determined by the next Day Part Start Time.
Day Part Avg Check Goal – Average Check Goal for the day part.