Restaurant365 integrates with Tray POS, enabling seamless data flow between a location's POS and the R365 platform. This allows daily sales, labor, and payment information to automatically drive reporting and accounting processes in R365. Learn more about POS integrations.
Data Transfer from Tray to R365
R365 connects directly to Tray POS's cloud service through an API. Once authorized, data flows automatically into R365. Learn more about connecting Tray below.
The POS system is the source of record for all daily sales and labor activity. R365 reports on, but does not alter, the information recorded in the POS.
The daily polling cycle imports Tray data from the previous business day and creates corresponding records in R365 for financial and operational reporting, including the Daily Sales Summary (DSS).
Sales Data
When sales data is imported, R365 creates detailed records based on the information received from the POS. Learn more about POS Sales integrations.
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Sales ticket records generated from Tray data include:
Receipt number
Date
Server
Service type/revenue center
Guest count
Menu items, including modifiers
Tax
Charge tips
Payments
Discounts
Voids
Learn about alternative polling configurations which change the way sales data is imported below.
Paid outs and paid ins are imported to R365.
Deposits entered in the POS are imported to R365.
Labor Data
When labor data is imported, R365 creates employee-related records derived from POS data. Learn more about Labor integrations.
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POS employee records are created in the next polling cycle after an employee is added to the POS whether or not they have clocked in.
If a new Tray employee needs to be imported immediately, repoll the latest DSS.
Employee records created from Tray include:
First and Last name
Address
Phone number
SSN
Email address
Date of birth
POS ID number
Hire date
Payroll ID
Job records created from Tray include:
Job code (jobId)
Pay rate (actualRate)
Labor details created from Tray time punches are polled with a 14 day labor lookback window to capture updates made in the POS after the initial import.
This means that changes made in Tray to labor data from the last 14 days will automatically import with the next regular polling cycle, or by repolling a DSS within the lookback period for a date after the adjusted business day.
For example, if a shift from Monday is edited in Tray on Tuesday, the shift in R365 will automatically update on Wednesday when the DSS imports, or by repolling the Monday DSS.
Labor details created from Tray time punches include breaks.
Repolling Data
When changes are made within the POS to correct missing or inaccurate data, the DSS must be repolled in order to transfer the updated data to R365.
If the affected DSS is less than 30 days old, the fastest way to trigger a repoll is to delete the DSS record from the Daily Sales Summary (Classic) page. R365 regularly checks for missing DSS dates, and a deleted DSS will automatically repoll with the most current POS data within about 30 minutes.
For DSS older than 30 days, please contact R365 Support to assist with repolling the data.
Customization
Tray POS Integration Configurations
R365 Support uses the default polling configuration when setting up a new location. If other Tray integrations exist in the system, R365 will use the same configuration in use at the existing locations.
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The default Tray configuration includes the following setting:
Name | Description |
|---|---|
Use item level taxes | Uses only item-level taxes and resolves mismatches between check-level and item-level taxes. |
Additionally, IHOP locations include the following setting by default:
Name | Description |
|---|---|
Item category override | Splits "Online fee" and "Bag fee" items to separate categories. |
The following alternative polling configurations are available for all POS:
Name | Description |
|---|---|
Specify business day start time | Imports data from a specific time forward for the previous business day. |
Trim service type name | Removes double spaces from service type category names. |
Split sales detail | Splits a sales detail into two entries: the original and a new one with a specified name and optional category. |
Use revenue centers | Specifies a list of Revenue Center names to import. For hospitality locations such as hotels and casinos that manage separate facility areas as distinct locations. |
Menu item category override | Maps menu items to a specified category, overriding the POS category mapping. |
Disable deposits import | Disables deposits polling. |
Number of lookback days | Sets the number of days to look back when matching deposits by creation date to the import date. |
Custom payroll ID field | Substitutes a custom field into the Payroll ID polling. |
VSD for actual enabled | Splits shifts that span the start-of-day time and assigns them to their respective dates. |
Allow 24 hour punches | Allows 24-hour shifts to bypass the import filter so the Labor Rules Engine can process them, and enables managers to correct punches for shifts with no clock-out recorded. |
Observes daylight savings time | By default, locations are assumed to observe Daylight Saving Time. Set to |
Offset time zone | Adds a time zone offset to correct for an inaccurate time zone on the location record. |
Use consolidate API | Sends sales and labor data through two consolidated API endpoints as zipped and encrypted files. |
The following alternative polling configurations are available for Tray POS:
Name | Description |
|---|---|
Open time | Sets the sale ticket date based on the ticket open time instead of the close time. |
Skip unmatched void entries | Excludes void payment entries and their paired void sales details for item-level voids that have no corresponding payment record in the Tray POS data. |
Remove transferred prefix | Removes the "Transferred - " prefix from transferred items. |
Use item level taxes | Uses only item-level taxes and resolves mismatches between check-level and item-level taxes. |
Skip tax on discount | Suppresses tax line items on sales tickets that are fully discounted, preventing balancing adjustments when the discount offsets tax to zero. |
Has MPF tax | Adds MPF to each sales detail row and payment row in the TraySales4 data. |
Use sales item level tax | Calculates the check tax by adding the tax for each non-modifier item on the ticket. |
Use detailed discount reasons | Sets the name of custom discounts to import the custom discount name that is applied. |
Include inactive employees | Imports employees that are marked as inactive. |
Add On Integrations
The Tray POS integration supports the following add on integrations:
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, allowing the Operations Dashboard and R365 Intelligence Dashboards to display real-time performance alongside forecasted values
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.
Schedule Writeback sends schedules that are created in R365 to the POS when published, providing a time frame for employees to clock in for their Scheduled start time. This allows locations to use the schedule enforcement features in their POS system to prevent employees from clocking in early.
The scheduling feature in Tray must be enabled to use R365 Schedule Writeback. Contact your POS representative to confirm scheduling is enabled.
Schedule enforcement settings are managed in Tray.
Revenue Center Split enables businesses with distinct service areas — such as bars, dining rooms, or patios— to treat each area as a separate location in R365. This allows for more accurate reporting and improved sales tracking by isolating data by service area.
Connect a Tray POS to R365
Follow these steps to connect a Tray POS to R365:
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1) Obtain the Tray API credentials.
R365 Support requires Tray HQ Venue ID Number for each location.
For Non-IHOP locations, R365 Support also requires the Environmental URL and the Kernel API Key.
Contact Tray Support for assistance obtaining the credentials.
2) Follow the instructions to Connect a Cloud POS.
Include info from step 1 in step 5.