In Beta - Enablement Required
The POS system settings page is part of a feature in beta and only available when POS system level matching is enabled for your organization. Contact R365 Support for more information.
The POS system settings page lets users configure the matching identifier that R365 uses for each connected POS system when importing POS items. Each POS system can have a different matching identifier, giving precise control over how incoming data maps to existing POS item records.
Navigation
POS system settings is accessed from the Point of sale items page.
Open the Sales & Forecasting application.
Expand Menu Items.
Select Point of Sale Items.
In the page header toolbar, select the gear button in the top-right corner.
The POS systems settings page will open.
Security
Users must have the following permission(s) to access or edit the POS systems settings page.
Administration → POS Management → POS systems settings
View POS system settings
Edit POS system settings
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.
POS System Settings Page
The POS system settings page displays a two-column table that lists every POS system configured in your R365 environment.
Column | Description | |
|---|---|---|
1 | POS system | The name of the connected POS system. One row appears for each POS system configured in the environment. |
2 | Matching identifier | A dropdown that controls which field R365 uses to match incoming import data to existing POS item records for that system. Each POS system can have its own setting. When a matching identifier cannot be edited, it will be greyed out, and the system will indicate that the selection is the only matching identifier available.
|
3 | Save | Saves any changes made to the POS systems settings. The button is grayed out until a change is made. |
Matching identifier options
The matching identifier controls how R365 identifies whether an incoming POS item record matches an existing record during import. The following options are available in the dropdown.
Option | How it works |
|---|---|
Name (default) | R365 matches incoming records by item name. This is the legacy matching behavior and the default setting for all POS systems. |
POS ID | R365 matches incoming records using the unique ID assigned to the item by the POS system. Use this option when the POS system reliably provides a stable item ID and to avoid mismatches caused by name changes. |
PLU | R365 matches incoming records using the item's Price Lookup code. Use this option when the POS system tracks items by PLU and that value is consistent across imports. |
Fallback behavior: If the configured matching identifier is missing on an imported record, R365 automatically falls back to Name matching for that record. The POS item detail dialog displays which identifier was actually used during import, including when a fallback occurred.
Configure matching identifiers
Follow these steps to change the matching identifier for one or more POS systems.
Open the POS system settings page using the gear button.
Locate the POS system that needs updating in the table.
Select the Matching identifier dropdown for that POS system and choose the desired option: Name, POS ID, or PLU.
Repeat for any additional POS systems as needed.
Select Save in the top-right corner to apply the changes.
Changes take effect on the next import run. There is no audit trail for changes made on this page.
FAQ
Why don't I see the POS system settings page or the gear button on Point of Sale Items?
The POS system settings page is part of a beta feature and only appears when POS system-level matching is enabled for your organization. If you don't see the gear button in the Point of Sale Items page header, contact R365 Support to request enablement.
Why is the Matching identifier dropdown greyed out for one of my POS systems?
A Matching identifier is greyed out when only one option is available for that POS system — some POS systems support just one or two identifier values (Name is always supported by every system). This isn't an error or a permissions issue; there's simply nothing else to choose. See POS Ingestion Matching for how identifier support varies by POS system.
What happens if an incoming POS item is missing the identifier I configured (like PLU or POS ID)?
R365 automatically falls back to matching by Name for that record. You can confirm whether a fallback occurred by checking the POS item detail dialog, which shows which identifier was actually used during import. The article doesn't specify how to prevent repeated fallbacks or where to fix the missing data at its source — if fallback matching creates duplicate or mismatched items, contact R365 Support.
If I change the Matching identifier for a POS system, does it re-match items that were already imported?
No. The article states that changes only take effect on the next import run — existing POS item records already matched under the old identifier are not retroactively re-evaluated. Plan identifier changes before an import cycle if you need consistent matching going forward. See POS Ingestion Matching for how import matching works.
Is there a way to see who changed a Matching identifier setting, or to undo a change?
No — the article notes explicitly that there is no audit trail for changes made on the POS system settings page. Consider documenting identifier changes outside R365 (e.g., a change log) before saving, since neither a history nor an undo option exists on this page. Only users with the Edit POS system setting permission (Administration → POS Management → POS systems settings) can make changes.