Mapping Tool Overview

The Mapping tool contains the mapping for POS Accounts populated from POS integrations and Payroll Accounts for use with R365 Payroll.

The POS Accounts tab and Rules tab are used to manage all POS Accounts, including the creation of Rules for accounts brought in from the Daily Sales Summary. On the POS Accounts tab, Users can view and filter all Company POS Accounts by their Account Type, Unmapped Status, or a User-defined term. POS Account Settings can also be updated as needed.

POS Account Rules can be created on the Rules tab and, when set to 'Active', will automatically run when a DSS is imported and contains any new unmapped POS Accounts. If the Rule criteria is met, then the POS Account record will be automatically mapped and saved in R365. During the Automatic Rule running process, if all POS Accounts are successfully mapped, the DSS Journal Entry will be automatically recreated. Unmapped Accounts will need to be mapped via new Rules or from the the 'Unmapped' view on the 'POS Accounts' tab. In addition to Automatic Rule running, Rules can be ran manually to initiate the mapping process after a new Rule is created. Click here to learn how to run a Rule.

The Payroll accounts tab is used to map payroll accounts to GL accounts. Mappings can apply to all legal entities in R365 or be set individually by legal entity. These mappings determine which GL accounts are used in payroll journal entries.

The new Payroll Mapping experience is available for early access through R365’s Early Adopter Program.

Security

• Users with the following Permission will be able to access the Mapping Tool:

  • Administration → Mapping Tool→ POS Management → View/Edit POS Mapping Tool
    

• Users must have the following permission to view the Payroll Accounts tab:

  • Administration → Mapping Tool → GL Mapping → View Payroll GL Mapping

• Users must have the following permission to edit the Payroll Account Mapping Details.

  • Administration → Mapping Tool → GL Mapping → Edit Payroll GL Mapping

  • Users without access to all active payroll locations cannot edit, but can view payroll mapping.

• Users must have the following permission to view restricted GL Accounts used in mapping:

  • General Ledger → GL Accounts → Access Restricted GL Accounts

  • Users without this permission will see ‘Restricted GL Account’ in place of the GL name and number.

Navigation

POS Accounts Tab

POS Accounts are managed from the POS Accounts tab and the Rule tab. When Daily Sales Summaries (DSS) are polled, active POS rules and mapping are applied to the POS Accounts and contribute to the automated Daily Sales Journal Entry. Unmapped POS Accounts can result in incomplete journal entries, so it is recommended to monitor and map POS Accounts regularly. Rules can automate the mapping process when key words or text can be used to guide the system on how specific POS Accounts should be handled.

The POS Accounts tab lists all POS Account records saved in R365 and provides a quick view into their account details.

Rules Tab

The Rules tab contains POS Account rules — including R365 default rules. From this tab, users can view, edit, clone, delete, or run rules.

POS Account Rule windows can be viewed from the Rule tab for review or edits.

Default Rules

Default Rules are set up in the system to assist in mapping common POS Accounts that are imported from the POS. These will only appear on the Rules tab when the General Ledger has been imported and if the default Rules match the GL Account names and can be activated or deactivated as needed from the Mapping Tool page.

Learn about the Default POS Account Rules.

Rule Options

POS Account Rules are used to automatically map unmapped POS accounts included in Daily Sales Summaries.

Once created, rules can be activated, deactivated, cloned, deleted, or run.

• Activate: Enables the rule for use on imported Daily Sales Summaries.

• Deactivate: Keeps the rule but prevents it from being applied.

• Clone: Creates a copy of the rule for faster rule creation. Cloned rules must be edited before saving to ensure uniqueness.

• Delete: Permanently removes the rule from the Mapping Tool.

• Run: Applies the rule to Unapproved Daily Sales Summaries.

Use rules to streamline mapping and reduce manual effort when processing sales data.

Run a Rule

POS Account Rules are automatically ran when a Daily Sales Summary includes an unmapped POS Account. Rules can also be ran manually after a Rule is created or updated. Learn about running POS Account Rules.

Payroll Accounts Tab

The new Payroll Mapping experience is available for early access through R365’s Early Adopter Program.

For organizations that use R365 Payroll, payroll GL account mapping is managed on the Payroll Accounts tab in the Mapping Tool. When a pay run is approved, Payroll Journal Entries are automatically created in the Accounting application based on the mappings configured here. 

The Payroll accounts tab lists the payroll accounts in use (sch as earnings, benefits, and deductions) and allows each one to be mapped to a GL account. Mappings can be set as a single default for all legal entities or defined separately by legal entity. These mappings determine which GL accounts are used when Payroll Journal Entries post to the general ledger.

From this tab, users can:

• Map Payroll Accounts

• View Payroll Account Details

When the ‘Use Job GL Account for Payroll Journal Entry’ setting is enabled, salary expense, hourly expense, and hourly overtime expense will use the GL Account assigned to the job instead of the GL Account mapped in the Mapping Tool.

Payroll Account Mapping Details

The Payroll Mapping Details screen opens when selecting or editing a payroll account. From this page, users set the mapping type and assign GL accounts to the selected payroll account.

• All: Assigns one GL account that applies to all legal entities.

• Legal Entity: Allows separate GL accounts to be assigned by legal entity. A Default GL account is required that is used for any legal entities not specifically mapped.