APS Payroll connects R365 with APS to process payroll using labor data recorded in R365. Labor hours and earnings are calculated in R365, then APS Payroll pulls that data from R365 when the transfer is manually initiated in APS.
After payroll is processed, the system creates the corresponding journal entries in R365. Automatic journal entry creation is optional and can be turned off. When disabled, payroll data can be exported from APS Payroll and manually imported into R365 to create journal entries.
The connection transfers only the payroll activity data required to run payroll in APS. It does not transfer setup or configuration data between systems. Employee records, tax settings, and human resources (HR) information remain managed directly in APS Payroll.
Data Not Included in the Connection
Employee setup - The connection does not create or update employee profiles. Employee details (including names, addresses, hire dates, pay rates, and job titles) must already exist in APS Payroll. Payroll IDs must match in APS and R365.
Tax configuration - Tax codes, deductions, and employer tax settings are maintained in APS Payroll.
HR data - Employment history, benefits, and other personnel information are not shared between systems.
Navigation
Navigation from R365
To open APS Payroll, select Payroll from the left navigation rail.
APS Payroll opens in a new browser tab (login credentials for that system are required).
When APS SSO (single sign-on) is enabled, users who open APS from R365 are signed in automatically. When SSO is not enabled, users must enter their APS credentials after APS opens.
APS Help Center
The APS Help Center is the primary resource for documentation and assistance related to APS Payroll functionality and features.
To access the APS Help Center:
Open it from within the APS Payroll application.
Access to the APS Help Center requires valid APS credentials.
Labor Export to APS Payroll
Labor data in R365 is managed through POS polling, labor rules, and Timecards (if enabled). These tools capture and calculate employee hours and earnings for each pay period.
Once labor data is validated in R365, it is delivered to APS Payroll in one of two ways:
Pull from APS (recommended): The labor data pull is manually initiated in APS Payroll. APS imports the data from R365 and uses it to build the payroll batch for the selected pay period.
Manual export and import: Users export the R365 Payroll Export report for the desired date range, then upload this file into APS Payroll. APS processes the imported data to create or update the payroll batch.
Journal Entry Creation
APS Payroll can send payroll journal entry data to R365 after payroll is processed. Journal entry behavior is configured in APS on the GL Integrations page.
Automatic Sync
When automatic updates are enabled in APS Payroll, payroll totals are sent to R365 and journal entries are created automatically on the payroll draft date.
Manual Import
When automatic updates are not enabled, payroll totals must be exported manually from APS Payroll by selecting ‘Send to R365 Accounting’. The exported payroll data must then be imported into R365 to create the journal entries.
Learn more about manual APS payroll journal entry import.
Importing Unscheduled Payroll Batches
Unscheduled payroll batches do not have a matching estimated payroll journal entry in R365 and are not included in the automatic sync. Payroll data for these batches must be imported manually as standard journal entries in R365 to maintain accurate payroll totals.
Learn more about manual APS payroll journal entry import.
APS Payroll Journal Entry Structure
Payroll journal entries created in R365 from APS Payroll data are divided into four separate entries. The entry number format is:
XXXXXX = Batch ID
XXXXXX-1: Payroll labor accrual reversal
XXXXXX-2: Direct Deposits / Banking transactions
XXXXXX-3: Live checks
XXXXXX-4: Prepays
Setup and Cross-Platform Mapping
User Management
Users must have the Payroll → Payroll Management → Payroll System Access permission in R365 to open APS Payroll from within R365.
‘Submit and release’ permissions are configured by R365 Support. Contact R365 Support to request updates.
All other APS user roles and permissions are managed directly in APS Payroll. Learn more about adding and editing users in APS Payroll [apspayroll.zendesk.com].
APS SSO (Single Sign-On)
APS SSO is an optional configuration that streamlines sign-in between R365 and APS Payroll. When enabled, authorized R365 users who open APS Payroll from R365 are signed in automatically. When SSO is not enabled, users must enter their APS credentials after APS Payroll opens.
To enable APS SSO, contact R365 Support.
Email Matching
APS Payroll and R365 link user accounts using the email address on the user record. The email address must match in both systems for SSO access to function.
When APS SSO is enabled, the email address on the R365 user record cannot be edited.
First-time Sign In
When a user accesses APS Payroll from R365 for the first time, they must enter their APS credentials and complete a validation code step.
Jobs
In APS Payroll, jobs are configured as departments. To ensure accurate payroll processing and reporting, APS departments must align with R365 job codes.
Department and Job Code Alignment
The Department Alt System ID in APS must exactly match the corresponding job code in R365. This one-to-one match ensures labor data maps correctly between systems.
Best Practice
Match APS department descriptions to R365 job titles to maintain clarity and consistency across systems.
R365 Configuration
Update each active job code in R365 so it exactly matches the APS Department Alt System ID. Matching values are required for payroll calculations and reporting to function correctly across systems.
Multi-Location Numbering
Organizations with multiple locations should use a consistent numbering structure for departments and job codes. A common format uses a two-part number:
The first part represents the location number.
The second part represents a shared job ID used across locations.
This structure supports consistent reporting and easier maintenance.
Employees
Employees are linked between Restaurant365 (R365) and APS Payroll through the Payroll ID on their R365 employee record.
The Payroll ID assigned by APS must match the value entered in R365 for labor and payroll data to transfer correctly between systems.
POS Employee ID Alignment (Recommended)
When R365 creates employee records from imported POS data, any Payroll ID included in the import is populated to the Payroll ID field on the R365 employee record. Each POS system stores this value differently and may label it as the Employee ID or a similar identifier.
To maintain consistent employee records across systems, the identifier used in the POS should align with the Payroll ID used for APS. Misaligned values can result in duplicate or disconnected employee records in R365.
GL Mapping
APS general ledger setup must mirror the Restaurant365 general ledger and locations. Every APS department needs a complete mapping so payroll posts to the correct R365 accounts and locations. Use the ‘APS to R365 Payroll Journal Entry’ export only after all departments are fully mapped. Learn more about GL mapping in APS Payroll [apspayroll.zendesk.com].
Mapping Structure
Each department in APS requires line‑level mapping so payroll activity lands in the right place. Map every earnings, tax, deduction, and net‑pay line to a valid R365 GL account and location using this format:
GL Account Number | JE Location | Detail Location
Location Roles
JE Location is typically a corporate location in R365 and can be shared across locations within a legal entity. Detail Location is the specific operating location for the department so payroll hits the correct store or location in R365.