--- title: "Xpient POS Integration" slug: "xpient-pos-integration" description: "R365 and Xpient POS integration: connection requirements, data flow, and configuration details." updated: 2026-08-26T15:47:08Z published: 2026-08-26T15:47:08Z canonical: "docs.restaurant365.com/xpient-pos-integration" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Xpient POS Integration Restaurant365 integrates with Xpient 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](/doc/docs/pos-integration-overview). ## Data Transfer from Xpient to R365 R365 uses an application installed on a local Xpient POS computer or back-office server to poll and transmit data. This requires the local device to remain powered and connected to the internet for polling. Learn more about [connecting](/doc/docs/xpient-pos-integration#connect-a-xpient-pos-to-r365) Xpient 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 Xpient data from the previous business day and creates corresponding records in R365 for financial and operational reporting, including the [Daily Sales Summary (DSS)](/doc/docs/daily-sales-summary). ### 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**](/doc/docs/pos-sales-integrations). *Click to expand for additional information.* ****Sales ticket** records generated from Xpient data include:** - Receipt number - Date - Server - Guest count - Menu items, including modifiers - Tax - Charge tips - Payments - Discounts - Voids Learn about [alternative polling configurations](/doc/docs/xpient-pos-integration#customization) 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**](/doc/docs/labor-integrations). *Click to expand for additional information.* ****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 Xpient employee needs to be imported immediately, repoll the latest DSS. ****Employee records** created from Xpient include:** - First and Last name - Email address - Address - Phone number - Employee ID - Hire Date - Birthday ****Job records** created from Xpient include:** - Job code - Job title (Description in Xpient) - Pay rate ****Labor details** created from Xpient 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 Xpient to labor data from the last # 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 Xpient on Tuesday, the shift in R365 will automatically update on Wednesday when the DSS imports, or by repolling the Monday DSS. - Declared cash 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 to transfer the updated data to R365. Locations that have a **Sync** button on the Locations tab of the [Integrations Dashboard](/doc/docs/integrations-dashboard-locations-tab) can be repolled from that tab. An approved DSS must be unapproved first. Learn more about [re-syncing POS data from the Dashboard](/doc/docs/re-sync-pos-data-from-the-dashboard). For other locations, 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](https://help.restaurant365.net/en/support/home#contact) to assist with repolling the data. --- ## Customization ### Xpient POS Integration Configurations R365 Support uses the default polling configuration when setting up a new location. If other Xpient integrations exist in the system, R365 will use the same configuration in use at the existing locations. *Click to expand for additional information and images.* **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 `false` for locations that do not observe it, such as those in Arizona. | | 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 Xpient POS:** | Name | Description | | --- | --- | | Split third party sales | Splits third-party delivery sales by individual delivery platform during polling, instead of grouping them as a single lump sum. | | Add PLU to item name | Adds the PLU to the beginning of the menu item name during polling. | | Use minor description as item name | Maps the item name from the minor description column when the item name column is empty. | | Use menu item as category by major category | Imports each menu item within the specified major categories as its own sales category during polling. | | Use menu item as category by minor category | Imports each menu item within the specified minor categories as its own sales category during polling. | | Resolve modifier parent ID | Resolves each modifier's parent menu item using Xpient's internal item reference, correcting orphaned or mismatched modifier attributions. | | Skip merchant tax import | Excludes merchant tax from the polling import, preventing it from being grouped with unnamed payments. | | Refunds | Adds a "Refund - " prefix to refunded payment entries during polling. | | Use source name when payment description is blank | Uses the order source name as the payment description when the payment type name is blank during polling. | | Multiple deposits | Polls for multiple deposits per business day during the polling import. | | Import tip payouts | Imports paid outs with "Tip" in the name during polling. Tips must be marked as Paid with Payroll in the Location Record. | | Use corporate ID as payroll ID | Maps the corporate ID to the payroll ID field in R365 during the employee import. Without this setting, R365 uses the employee ID as the payroll ID by default. | | Start of business day | Sets the business day start time used to determine the current business date during polling. | | Is whataburger | Enables Whataburger-specific time zone handling for DKT locations. | | VSD prior day | In combination with 'Is Whataburger', sets the business day to begin at 3:00 PM on the prior calendar day for Whataburger locations. | | Server settings | Stores the server address, username, and password required for R365 to upload [Schedule Writeback](/doc/docs/xpient-pos-integration#add-on-integrations) data to Xpient. | ### Add On Integrations The Xpient POS integration supports the following add on integrations: - **[Intraday Polling](/doc/docs/intraday-polling)** 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](https://docs.restaurant365.com/doc/docs/smart-ops-release-operations-dashboard) and [R365 Intelligence Dashboards](https://docs.restaurant365.com/doc/docs/r365-intelligence-creating-a-dashboard) to display real-time performance alongside forecasted values > [!NOTE] > 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](/doc/docs/scheduling-schedule-writeback)** 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. > [!NOTE] > - The scheduling feature in Xpient must be enabled to use R365 Schedule Writeback. Contact your POS representative to confirm scheduling is enabled. > - Schedule enforcement settings are managed in Xpient. > [!TIP] > Xpient Schedule Management > > When a schedule is published in R365, the data is sent to Xpient at the next regular polling interval. Because the data transfer is not immediate, it is best practice to: > > 1. **Publish Well in Advance:** Publish schedules at least 2-4 hours before shifts start to allow time for: > - R365's scheduled polling to complete > - Validation errors to surface > - Fixing issues and republishing > - Final verification in Xpient > 2. **Verify After Publishing:** > - Check back after Comida's next scheduled run > - Look for any failed shifts with error messages > - Confirm shifts appear in Xpient - **[Till Management](/doc/docs/tills)** Till Management provides a complete workflow from till monitoring to deposit verification, ensuring cash is properly tracked, balanced, and recorded each day. - **[Menu Item Modifier Management](/doc/docs/pos-menu-item-modifier-management) *(beta)*** The POS Menu Item Modifier Management POS integration configuration allows for menu items to be created in R365 based on the combination of parent menu items and their associated modifiers. > [!NOTE] > **In Beta** > > Menu Item Modifier Management is currently in beta and is only available for select POS systems and customers. It is not fully supported across all environments. Contact your CSM for more information. - **[POS Employee Management](/doc/docs/pos-employee-management-integrations) *(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](https://docs.restaurant365.com/doc/docs/pos-integration-overview) allows R365 to become the **source of record** for employee data in the POS. > [!NOTE] > **Before enabling POS Employee Management**, employee information must be polled using the **Use corporate ID as payroll ID** [alternative configuration](/doc/docs/xpient-pos-integration#xpient-pos-integration-configurations) to update R365 Payroll IDs from the Xpient Employee ID to the Corporate ID. **Creating Employees in Xpient** To successfully push R365 employee records to Xpient, the [employee record](/doc/docs/employee-record) must: - Have a payroll ID entered - The password/clock-in PIN will be set to the last 4 digits of the payroll ID (e.g., if payroll ID is 1234567890, the password will be 7890). - Have a birthday entered - Be active - Be assigned to an R365 location with an active Xpient POS sales & labor integration - Have R365 jobs which are [mapped to POS system jobs](/doc/docs/connect-a-toast-employee-management-integration#initial-mapping) (if assigning jobs) Learn more about [creating employees with a POS employee management integration](/doc/docs/map-employees-pos-employee-management-integrations). **Updating Employee Information** The following [employee details](/doc/docs/employee-record) can be updated in the POS from changes made in R365: - Active/terminated status - Birthday - Email address - Phone number - Address - Job assignments - Security level and group Learn more about [syncing a POS employee management integration](/doc/docs/connect-a-toast-employee-management-integration#manually-sync-employee-details). In Beta This feature is in [beta](/doc/docs/user-research). Contact your CSM to learn more. --- ## Connect a Xpient POS to R365 Follow the steps to [Connect a Local Install POS](/doc/docs/connect-a-local-install-pos) to R365.