Change POS Systems

If your organization is looking to change POS systems in the near future, it is important to note that R365 has an Integration with over 90 POS systems, but not all. View the list of POS systems that have an Integration with R365 here.

The process of requesting and preparing for a POS change typically takes about one week. It is recommended to submit an R365 POS Swap Request at least 7 days before the new POS's go-live date. 

Changing the POS for a Location will create new Records in R365, including:

In preparation for the POS changeover

Complete the following steps:

• Reconsider your current Payment Type Separation, Sales Accounts Separation, and Menu Item Separation POS setup. Since you will be transitioning to a new POS system, it is recommended to review and update these selections. This can be done on the 'Miscellaneous' tab of System Preferences.

• Copy your current Menu Item List over to the new POS. If Menu Item names are spelled differently or incorrectly, they will be brought into R365 as new Menu Item Records.

• Reach out to your R365 Coach or Customer Success Manager to determine the best practices for your organization.

• Provide the 'End of Day' time for the new POS to your CSM for review. The R365 'Start of Day' time for the Location may need to be adjusted to be in alignment with the new POS 'End of Day' time.

7 days prior to the POS changeover

Complete the following steps:

• Submit an R365 POS Swap Request

• Sign and return the provided ASR for the new POS Integration

  Once the ASR is signed, a POS Swap support ticket for the POS changeover will automatically be created

On the day of the POS changeover

Complete the following steps:

• Confirm that all of the DSSs from the old POS have been polled and reviewed

  • Once the old POS has been disconnected, it will not be possible to repoll past DSSs.

• Refer to your POS Swap support ticket for additional information about configuring the new POS Integration

After changing POS systems

Complete the following steps:

• Review the To Do Checklist and Map GL Accounts for Payment Types

• Review the To Do Checklist and Map GL Accounts for Sales Accounts

• Review the To Do Checklist and Map GL Accounts for Jobs

• Map Recipes to Menu Items

• Merge Employee Records created by the new POS with existing Employee Records

• Review Job Records and configure them as needed for scheduling

• If enabled, review the POS Mapping Tool and update POS Accounts and Rules

• If enabled, request Schedule Writeback for the new POS and check Schedule Writeback configurations.

  • Schedule Writeback is not available for all POS systems.

• If enabled, request Intraday Polling

  • Intraday Polling is not available for all POS systems.

To troubleshoot any issues encountered when completing the checklist, please open a support ticket.