Restaurant365 integrates with Xenial Cloud 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 Xenial Cloud to R365
R365 connects directly to Xenial Cloud POS’s cloud service through an API. Once authorized, data flows automatically into R365. Learn more about connecting Xenial Cloud 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 Xenial Cloud 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 Xenial Cloud data include:
Receipt number
Date
Server
Service type (Destination in Xenial)
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 after the employee’s first shift is imported on the following day’s DSS.
If a new Xenial Cloud employee needs to be imported immediately, add a valid time punch in the POS to the latest DSS day and repoll that DSS.
Employee records created from Xenial Cloud include:
First and last name
POS ID (Corporate code in Xenial)
Job records created from Xenial Cloud include:
Pay rate
Declared tips are imported to R365.
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 R356 Support to assist with repolling the data
Customization
Xenial Cloud POS Integration Configurations
R365 Support uses the default polling configuration when setting up a new location. If other Xenial Cloud integrations exist in the system, R365 will use the same configuration in use at the existing locations.
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The following alternative polling configurations are available for Xenial Cloud POS:
Name | Description |
|---|---|
Use Open Time | Makes the date for sales tickets equal the ticket open time instead of the ticket close time. |
Use Business Day | Retrieves shifts based on the location’s configured business day instead of a fixed calendar day from 12:00 a.m. to 12:00 a.m. |
Use Job Code ID | Uses the Xenial JobCodeId as the job POS ID instead of using the job name. |
Use Menu Item As Category By Minor Category | Uses the minor category name as the category and falls back to the item name when no minor category exists. |
Discount Code Overrides | Replaces each internal Xenial discount code with the configured custom, customer-facing discount name in reports and the UI at the sales level. |
Add On Integrations
The Xenial Cloud 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 Xenial Cloud must be enabled to use R365 Schedule Writeback. Contact your POS representative to confirm scheduling is enabled.
Schedule enforcement settings are managed in Xenial Cloud.
POS Employee Management (beta)
POS employee management integrations send employee records from R365 to the POS. Employees created or updated in R365 are pushed to the POS with their mapped jobs and locations, reducing manual entry and aligning employee details across systems. Adding this to an existing standard POS sales and labor integration allows R365 to become the source of record for employee data in the POS.
Creating Employees in Xenial Cloud
To successfully push R365 employee records to Xenial Cloud, the employee record must:
Have a payroll ID
Be active
Be assigned to an R365 location with an active Xenial Cloud POS sales & labor integration
Have R365 jobs which are mapped to POS system jobs (if assigning jobs)
Learn more about creating employees with a POS employee management integration.
Updating Employee Information
The following employee details can be updated in the POS from changes made in R365:
Email address
Phone number
Address
Active/inactive status
Job assignments
Learn more about syncing a POS employee management integration.
In Beta
This feature is in beta. Contact your CSM to learn more.
Connect a Xenial Cloud POS to R365
Follow these steps to connect a Xenial Cloud POS to R365:
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1) Obtain Xenial Cloud credentials.
R365 Support requires the following to complete the integration:
Client ID
Client Secret
Company ID
Location ID
Contact Xenial Cloud Support for assistance obtaining the credentials.
2) Follow the instructions to Connect a Cloud POS.
Include info from step 1 in step 5.