The Labor Integration allows R365 to bring in Labor data from the POS, such as:
Employees
Job Codes
Pay Rate
Clock in time
Clock out time
Labor data may originate from the same POS as sales data, or from separate systems entirely. In this article, the source of record for labor data is referred to as the 'POS', even when that source is not a point-of-sale system.
The Labor data available varies by POS. Please contact your CSM or R365 Support for additional information on what Labor data is available for your POS.
Labor Data
Employees
R365 creates two separate but connected types of records when employee data is imported, a POS Employee and an Employee record.
POS Employees
POS Employee records act as the bridge between the employee profile in the source of record and the employee record in R365. POS Employees are tied to a specific location and identified by the POS ID, which is a unique ID number assigned by the source of record.
A POS Employee can be mapped to only one employee record in R365, but an employee record can be linked to multiple POS Employees. This allows R365 to correctly group labor data for people who work at more than one location to the same Employee record in R365.
Because POS Employee records are identified by the POS ID, not the employee’s name, it is important that each ID used in the POS is unique to that employee. Some POS systems allow users to overwrite old employee records, thereby recycling the POS ID.
Recycling POS IDs will cause R365 to attribute labor data to the incorrect employee record in R365.
Contact R365 Support for assistance correcting mis-attributed labor data.
Employee Records
An employee record contains all of the employee information and communication settings for an employee.
When labor data is imported, R365 creates both a POS employee and an employee record for each active employee in the POS. This means that if an employee works at more than one location, the employee records must be merged together so that labor data linked to each POS Employee is attributed to the same employee record in R365.
Merging duplicate employee records also ensures that the employee will only have one login for the R365 Mobile App so that they can review schedules, time punches, and other information for multiple locations without changing their login.
Learn more about merging employees.
Employee Information Management
Information in the employee record can be updated manually from the employee record, and automatically.
The Employee Master system setting determines how employee records in R365 are automatically updated when new labor data is imported. This setting defines whether employee information is maintained in R365, in the POS, or in a separately integrated payroll or HR system.
POS Employee Management integrations (beta) allow R365 to become the source of record for employee information, so that updates made in R365 can be sent back to the POS. This reduces manual entry and keeps employee details aligned across systems.
Jobs
The labor integration creates job records in R365 for each job in the POS. Jobs are used to track employee punches, and include pay rates so that each job record can be assigned to a GL Account for labor cost reporting.
Jobs are also associated with scheduling, and employees can only be scheduled for jobs assigned to them in the employee record.
Time Punches
Clock in and clock out data for hourly employees is imported daily and is used to generate the labor section of the Daily Sales Summary (DSS).
The Labor Details page lists employee labor information by date. Time punches for specific employees are also listed in the time tab of their employee record.
Labor Lookback
Labor data is polled using a lookback period that allows R365 to capture updates made in the POS after the initial import. The length of this lookback varies by POS system but is typically around 21 days. This window ensures that edited time punches, corrected shifts, or updated job codes are reflected accurately in labor reports.
Please contact your CSM or R365 Support to determine the labor lookback period for your POS.
Punch Edits
Punch edits is an add on feature for labor integrations that gives admin users the ability to add, edit, and remove punches directly in R365. This means that corrections and updates can be made to labor reporting without needing to make adjustments in the POS, which would then be captured by repolling the DSS or via labor lookback. When enabled, updates made to time punches in R365 are retained when the DSS is repolled.
Data Transformation
While the POS remains the source of record for labor data, R365 enhances imported data to support broader workflows. For example:
Labor Rules use imported time data to calculate penalty earnings and other labor-based adjustments for payroll, including overtime. These augmentations add value but never overwrite the original POS data.
Tip Automations, including tip witholding, use imported tip data to create a distribution pool of card and cash tips declared by employees in the POS. The distribution pool is then distributed evenly or by percentage to other employees, with the selected percentage of POS card tips withheld to cover credit card processing fees.
Labor Reports, such as the overtime warning report and labor actual vs scheduled report, compare imported time entries with scheduled hours in R356 to provide insights into labor usage and scheduling.
Timecards (beta) allow managers to review and edit labor punches within R365. Each change is logged through an audit trail that preserves the original and edited entries.
R356 Payroll combines imported POS labor data, applied labor rules, and any timecard edits for the pay period to calculate pay runs.
Estimated Payroll JE
The integration creates a Journal Entry in R365 that accrues the labor expenses from time entries in the POS system.
R365 maps the time entry details from the POS system to General Ledger accounts using Job Titles (in R365). Job Titles determine the debit side of the accrual. The credit account (or liability) is set on the Location record.
Intraday Labor Polling
Intraday Polling is an add-on feature that collects current sales and labor data from compatible POS systems every 15, 30, or 60 minutes, depending on the POS system’s capabilities.
Intraday data is displayed on the Operations and Intelligence dashboards, showing current labor usage compared to sales at a location to help optimize scheduling and strengthen restaurant operations throughout the day.
Regular labor records like employee records and time punches are not created through intraday polling. Data imported through Intraday Polling does not produce a DSS, or update other reports that pull data from the DSS. The DSS will continue to be created as scheduled with the previous day’s complete data to populate these reports.
Third party labor integrations
R365 integrates with a number of labor-only systems used in place of the POS time clock at many restaurants. These integrations are combined with the POS sales integration to generate a single DSS with sales data from the POS and labor data from the third party labor system.