Franchisee Location Record

Franchisee Locations (also referred to as stores) are records for each restaurant store owned by franchisees. These are categorized as a special type of customer in the system to facilitate sending invoices to these stores. They are stored as a special type of customer in the system since invoices may need to be sent to these stores.

The Franchisee Location record includes the following details:

Contact information for the Franchisee Location, such as name and address.
Uploaded and attached contracts or other pertinent documents for the location.
ACH payment information for the store.
Fees charged to the store, which can be created or viewed on the Franchisee Additional Info tab. Learn more about the Franchisee Additional Info tab.
Details of any Franchisee reviews conducted.

Create a Franchisee Location

Create a new Franchisee Location by hovering over Franchising in the top ribbon and then clicking New Store. The Customer form will open where Franchisee details can be entered.

To view existing Franchisee Locations, click Franchising Locations under Business Development in the left pane of the Franchising module. The Franchise Locations list will then populate the screen where any record can be opened.

Franchisee Location Form Details

The Franchisee Location checkbox must be checked on the Customer Additional Info tab of the Customer record in order for a customer to be considered a Franchisee Location. It is checked by default if New Store was selected via the Franchising menu in the top ribbon.

General tab

The General tab is where the Franchise Location (Store) Name, Number, and Contact Information are entered and other Franchise Location (Store) settings can be managed.

	Field/Button	Description
1	Name	The Franchise Location (Store) Name as it is displayed in Restaurant365.
2	Number	The Franchise Location (Store) Number. This is an open text field that can be populated with an identifying number or any other value that can be used for sorting purposes.
3	Primary Contact	The primary contact for this store, which can be selected or created from this selector. Learn more about creating contacts.
4	Comment	An optional comment for the Franchise Location (Store).
5	Phone	The phone number for the Franchise Location (Store).
6	Email	The email address for the Franchise Location (Store).
7	Fax	The fax number for the Franchise Location (Store).
8	Payment Terms	If the Franchise Location (Store) has specific Payment Terms, select them from this selector. Refer to the Payment Terms article for more information.
9	Terms Discount Account	For Payment Terms that result in a discount, specify the GL account where the discounts post.
10	Inactive	If the organization drops a Franchise Location (Store) after recording transactions with it, the Franchise Location (Store) record cannot be deleted. However, the Franchise Location (Store) can be flagged as inactive by checking this checkbox, and the Franchise Location (Store) will no longer appear in any Select Customer selector in the system.
11	Payment Hold	A placeholder for future enhancements.
12	Address	The address for the Franchise Location (Store). Address information is used when generating invoices for the Franchise Location (Store).
13	Upload File	Attaches a file to the Franchise Location (Store) record.

Franchisee Additional Info tab

This tab contains special fields used throughout the Franchising module. Additionally, the Franchisee Fee and Franchisee Review tabs are on this record and described in detail below.

	Field/Button	Description
1	Franchisee	The parent Franchisee that owns this store / Franchise Location.
2	Open Date	The date that the store opened (informational only).
3	Contractual Open Date	The date of the contractual opening for the store (informational only).
4	Payment Method	The payment method used for this Franchisee store. If set to ACH, ACH stubs can be generated when creating AR invoices for this Franchisee. Bank Account Type, Routing Number, and Bank Account Number must also be filled out when ACH is selected.
5	Routing Number	Required only when Payment Method is set to ACH.
6	Bank Account Number	Required only when Payment Method is set to ACH.
7	Radius Protection	The physical radius surrounding the Franchise Location that is protected against intra-brand competition. This field allows both numbers and letters (for example, 2 miles). The information entered here is informational only and does not affect any other component of R365.
8	Bank Account Type	Required only when Payment Method is set to ACH. Select the bank account type that is used with ACH billing: Business Checking or Business Savings.
9	Franchisee Location Link	Allows a Franchise store to be linked to a POS integrated location that is polling POS sales into R365. This list is populated by all the Locations that exist in the R365 database. This link should only be used if Franchisee stores have been POS integrated.

Franchisee Fee sub-tab

This tab allows selection of Sales Items that are billed as Franchisee Fees to this Franchisee. Fees selected and saved on Franchisee Location records can be seen in the Franchising Fees list by navigating within the Franchising module and selecting Franchising Fees.

Fill out the following fields and then click Add and Save to add Franchising Location Fees.

	Field/Button	Description
1	Recur	When selected, the fee is repeated on multiple invoices. If this is a one-time fee, leave the checkbox cleared.
2	Select Item	The item/fee that shows on the invoice when this fee is billed. Franchising Fees must first be built out as Sales Items before being added to a Franchising Location record. Learn more about setting up Sales Items.
3	Description	The description that shows on the invoice.
4	Charge Type	Provides a list of how the Franchisee Location can be charged. Options include: Flat Amount - When chosen, enter a flat amount that is billed to the Franchisee in the Total field (6). % of Sales - When chosen, enter a percentage value in the Total field (6). % of Sales means the amount billed to the Franchise Location (Store) is based on a percentage of the Franchisee Daily Sales entered for this Franchisee. Learn more about entering Franchisee sales. % of Sales Minus Accounts - When chosen, enter a percentage in the Total field (6) and select one or more GL Accounts from the Excluded Accounts field. % of Sales Minus Accounts means the amount billed to the Franchise Location (Store) is based on a percentage of the Franchise Daily Sales entered for this Franchisee minus the selected GL Account(s).
5	Excluded Accounts	A list of all GL Accounts with a GL Type of Sales. This field is enabled only when % of Sales Minus Accounts is selected as the Charge Type (4). If enabled, select one or more GL Accounts that are used for the calculation.
6	Total	The value that is used to bill the customer, either a flat amount or a percentage as selected in the Charge Type (4) field above.
7	Start Date	Active only if the Recur checkbox (1) is selected. If this is a recurring fee, enter the date the fee should start being billed.
8	End Date	Required for all fees. If the fee is recurring (1), this is the end date after which the recurring fee is no longer billed. If the fee is not recurring, this is the actual date when this fee is billed.
9	Sales Type	Active if the Charge Type is set to either % of Sales or % of Sales Minus Accounts. If active, select whether the Sales Type is Gross Sales or Net Sales. These values are pulled from the Franchisee Daily Sales.

Franchisee Review Sub-Tab

This tab allows the results of Franchisee reviews to be recorded. Reviews for all Franchisees can be viewed in the Franchising Reviews list located in the Franchising module. Reviews contain the following fields:

	Field/Button	Description
1	Date	The date of the review.
2	Pass	Indicates whether the Franchisee passed the review. Options include: Yes No
3	Score	The score that the store received. This is a number field.
4	Frequency	The frequency of the review, such as monthly or annual.
5	Description	An open text field for additional information.
6	Comment	An open text field for additional information.
7	Add/Clear buttons	After completing each field, click Add to add the review to the Franchisee record. Click Clear to clear the fields without adding.