Create and Add a Location to R365 Payroll

  • Updated on Oct 26, 2026
  • Published on Jul 12, 2024
  • 4 minute(s) read
Prev Next

This article reviews the steps to add a new location for use in R365 Payroll.

Locations are created and managed from the Locations page. Add a new location to represent a restaurant, commissary, or accounting entity tied to an existing legal entity. Each location tracks its own operational and financial activity.

If the new location is linked to a legal entity configured for payroll processing, R365 validates the address before saving.

Security

The following permission is required to create a location.

Administration → Locations → Create Locations

Create a Location

To create a location, follow these steps:

Click steps to expand for additional information and images.

1) Navigate to the Locations page.

A) Open the Admin application.
B) Expand the Locations & legal entities category.
C) Select Locations.

2) Click Create.

3) Enter the required fields.

The required fields are:

  1. Location Name

  2. Location Number

  3. Legal Entity

  4. Time Zone

  5. Address

Payroll address requirements

When the selected Legal Entity is configured for payroll processing, R365 validates the address on save:

  • Use a 2-letter state abbreviation (e.g., TX — not Texas)

  • Use a 5-digit ZIP code (e.g., 78701 — not 78701-1234)

If the address cannot be validated, save is blocked and an error message appears.

Learn more about fields on the location record.

If Sales and Labor data should be polled from this Location's POS, ensure to update the Location record with the following POS Integration Settings.

If the new Location belongs to a new Legal Entity, create the the new Legal Entity and its fiscal years first.

4) Hover over save then select the desired save option.

Save options include:

  • Save: Saves the legal entity and remains on the record,

  • Save and New: Saves the legal entity and opens a new legal entity record.

  • Save and Close: Saves the legal entity record and closes the page.

Time Zone Verification

Saving a new location with a verified address starts a time zone check. R365 compares the selected time zone with the one suggested for that address.

If they differ, or the Time Zone field is blank, a pop-up asks for confirmation before R365 saves the location.

Select an option, then click Continue:

- Change time zone: Saves the location with the time zone suggested for the Shipping Address. The system selects this option by default.

- Keep current: Saves the location with the time zone currently selected.

If the Time Zone field is blank, a Set time zone pop-up appears instead of the two options above, and saves the location with the suggested time zone.

After Saving a Payroll Location

When a location linked to a payroll-configured legal entity is saved successfully:

  • Latitude and longitude coordinates are auto-populated from the validated address.

  • The location becomes available for T&A scheduling, labor pull, and payroll import.

Adding a New Location to R365

Before a location can be activated for R365 Payroll, a Location record must be created. Location records can be created using the Restaurant365 Setup Assistant.

If the Location record being added will be a POS-integrated location, submit an R365 add-on form to begin the process of enabling polling for the location. Once polling has been enabled, update the POS integration settings on the Location record.

Once the desired Location record is created, the location can be configured for use in Accounting and Operations. Please refer to the Add a New Location article to learn more about creating a Location record, establishing polling, and configuring the location for use in Accounting and Operations.

Enabling a New Location for R365 Payroll

After the Location record is created, it will need to be connected to R365 Payroll. Follow this checklist to enable the location for R365 Payroll:

The following payroll settings are associated with the location's legal entity and apply to pay runs associated with the location:

The location's legal entity will determine the payroll company for the location. The following payroll settings are associated with the payroll company and apply to all pay runs associated with the location:

Setting up a New Location for use in R365 Payroll

Once the desired location has been enabled for use in R365 Payroll, labor setup, tax setup, and employees associated with the location should be reviewed. Follow these steps to set up the new location:

Tax Setup:

  • Confirm that the jurisdictions and tax filing frequencies for the location have been added to the Company Tax Profile. Please contact R365 Support for assistance with jurisdiction configuration.

  • Confirm that the state unemployment insurance rates for the location's state have been added to the Company Tax Profile page.

    When a new state is associated with a payroll company, R365 will reach out to the tax contact on file to request SUI rate information. It is the responsibility of the payroll company to supply R365 with accurate SUI rate information.

Labor Setup:

  • Add the location to R365 overtime rules and other labor rules.

  • Review Job records and configure them as needed for payroll.

  • Review SOC codes on Job Records for the location. Some states require SOC codes for SUTA reporting and other unemployment compliance filings. Confirm that each Job Record associated with the location has the correct SOC code assigned.

Employee Setup: