The Mapping tool contains the mapping the mapping for POS Accounts and Payroll Accounts.
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.
Default Rules are set up in the system to assist in mapping 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.
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.
Security
Users with the following Permission will be able to access the Mapping Tool:
Administration → POS Management → View/Edit POS Mapping Tool
Users must have the following permission to view the Payroll Accounts tab:
Payroll → R365 Payroll → GL Mapping → View Payroll GL Mapping
Users must have the following permission to edit the Payroll Account Mapping Details.
Payroll → R365 Payroll → 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.
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Navigation
Navigation Menu
Select Admin from the left navigation rail.
Under Integrations, select Mapping Tool.
Search
Navigate to pages with the R365 global search bar:
Enter all or part of the page name in the R365 global search bar.
Select the page from the results list.
Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance.
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
To assist in mapping common POS Accounts, R365 provides default Rules that 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 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.
From this tab, users can:
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 page 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.
