Restaurant365 supports three POS connection methods. The connection method is determined by the POS system and defines how data is transmitted to R365, as well as which setup steps are required during installation.
For supported POS systems, R365 connects directly to the POS vendor’s cloud service through an API. Once authorized, data flows automatically into R365.
No local software installation is required for a cloud connection. Consistent data transfer is dependent on the POS vendor’s cloud service availability and API schedule.
Learn more about connecting a Local Install POS or an FTP POS.
Initial POS Integration setup is covered in onboarding for new customers. To connect a POS for the first time, reach out to your Coach.
Security
Users must have the following permission(s) to connect a cloud POS.
Administration → Locations → Create Locations
Administration → Locations → Edit Locations
Administration → System Setup → Use Setup Assistant
These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.
Before Connecting
Confirm Availability
R365 integrates with a wide range of point-of-sale (POS) systems. Some systems support both sales and labor integrations, others support only sales, and a few non-POS systems provide labor-only data.
Before getting started, check the POS Integrations List to confirm that the POS and/or third party labor systems in use are supported by R365 for integration.
Create a New Location Record
Every POS integration is tied to a specific location record in R365. Before the POS can be connected to R365, the receiving location record must be added to the system.
Learn more about creating a location.
Connect a Cloud POS
Follow these steps to integrate the R365 location with a cloud POS:
Click steps to expand for additional information and images.
1) Complete the required fields in the location record.
These details ensure that data imports run correctly and that transactions post to the right accounts.
Learn more about configuring a location for a POS integration.
Setting | Tab | Summary and Importance |
|---|---|---|
POS Import Type | General | Defines what data will flow from the POS to R365. Options include None, Sales, or Sales and Labor. This choice determines which integration tabs and fields are available for the location. |
Default Accounts | Default Accounts | Sets required GL accounts for checking, over/short, deposits, and credit expected. The location record cannot save until these accounts are assigned. |
POS System | POS Integration Settings | Identifies the POS platform used at the location. This selection ensures that data is imported in the correct format. |
POS Import Start | POS Integration Settings | Establishes the date of the first DSS R365 should import from the POS data. Selecting the correct date prevents missing or unwanted DSS records. |
POS Import Time | POS Integration Settings | Defines the time when polling for the previous day’s data occur. Setting this after the POS 'End of Day' supports accurate DSS reporting and polling schedules. |
Labor Account Mapping | Labor Estimates | Maps required GL accounts for accrued payroll, manager payroll, payroll taxes, benefits, and other labor costs. These mappings are mandatory when Sales and Labor integration is selected and must be completed before the location record can save. |
2) Complete additional location settings to tailor data imports and R365 feature behavior. (Optional)
While these are not required to begin importing data, choosing the settings that best match the location’s operational structure ensure that the initial data imports as expected.
Data can be repolled if settings are changed after the integration is setup, however this may result in extra unwanted data, such as menu items and sales/payment account records.
Business Day and Location Hours
In R365, a business day is the 24-hour period that begins at a location’s configured start of day time. This setting is managed in the Location Hours configuration and determines how R365 groups imported POS data for sales and labor reporting.
Tip Import Settings
The Petty Cash in Daily Close and Pay Tips with Payroll settings direct the flow of tip data to the appropriate gl accounts. The DSS is also adjusted to either include petty cash tracking or add the ‘Unpaid Non-Cash Tips’ line item, depending on the settings used.
Setting | Purpose and Impact |
|---|---|
Petty Cash in Daily Close / Petty Cash Account | Adds petty cash tracking to the DSS for locations that fund or deposit tips through petty cash. Typically, organizations that use petty cash in daily close are paying out non-cash tips (credit card tips) in excess of the cash receipts for the day. The remaining non-cash tips are then funded From Petty Cash, depleting the Petty Cash balance. In the event that the cash receipts for the day were sufficient to cover non-cash tips, the excess cash could be deposited To Petty Cash, increasing the Petty Cash balance. |
Pay Tips With Payroll / Tips Payable Account | Records tip liabilities in payroll and accounting entries. A 'Tips Payable' account is required when tips are paid through payroll. If any amount of tips are collected by the restaurant and paid out to employees with payroll, this option should be selected to divert non-cash tips out of cash payment and deposit calculations. If the restaurant pays out some portion of tips in cash, these should be entered in the POS as paid outs. |
Enable Manual Tip Import | Allows manual import of tips for the location when enabled. This option appears only if punch edits are active and tip automation rules are not in use. |
Additional Settings
Learn more about optional location record settings.
Setting | Purpose and Impact |
|---|---|
Online Order Employee | Assigns a default employee for online orders that are not linked to a staff member in the POS. Ensures all sales and tips are attributed correctly. |
POS Group | Groups locations by concept or POS type to simplify mapping for large organizations. Typically used by enterprise clients. |
Include CC Tips in Labor Burden % | Determines whether credit card tips are factored into labor burden calculations. |
Punch Edits | Determines where punch edits are managed for the location, either in the POS or within R365. This field only appears if punch edits are enabled for the organization. |
Sales Account Import Type | Determines how sales data is categorized during import. Options vary by POS system and may include service type, revenue center, or both. |
Payment Type Import Type | Defines how payment data is categorized during import. Availability and options depend on the POS system. |
3) Consider any add on integrations required to import data as expected. (Optional)
Third Party Labor integrations connect to labor-only systems used in place of the POS time clock at many restaurants. These integrations are combined with the POS sales integration to generate a single DSS with sales data from the POS and labor data from the third party labor system.
See the labor-only section of the POS Integrations List for the list of supported integrations. Third party labor integrations are cloud- or FTP-based and will require their own API credentials or FTP connection steps to complete.
Intraday Polling 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.
Learn more about compatible POS Systems.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.
Revenue Center Splits allow businesses to potentially treat each revenue center (service area) as a separate location in R365.
To use revenue center splits, the POS must support revenue centers and an R365 location record must be created for each revenue center that is to be imported. R365 Support will provide additional information to facilitate revenue center splits in step 6.
Alternative Configurations are available for many POS integrations to fine-tune the way that data is imported and reported in R365. Depending on the POS, these may include options to import sales accounts by major or minor menu category, modify the way that menu item modifiers appear on sales tickets, or otherwise define what data in the POS is imported for a specific data type when there is more than one option.
R365 Support uses the default integration configuration for that POS when setting up a new location. If other integrations exist in the system, R365 will use the same configuration in use at the existing locations.
Contact R365 Support to learn more about alternative configurations available for your POS.
4) Obtain API credentials from the POS. (Optional)
Cloud integrations require authorization credentials provided by the POS to retrieve data from the API. The credentials required vary from system to system, and may include an access token, location ID, username and password, or a combination of this and other information.
R365 Support knows the required API credentials for every cloud-based POS integration and can provide specific instructions to obtain these in step 6.
5) Complete the Location Add-On Form.
Each POS polling location is a billable item, and completing this form will connect you with the R365 Growth team to make sure the billing details of this request are squared away.
Once this form is complete, a request will be created with the Growth team to send an ASR to your team within two business days.
If required, include the third party labor provider in the 'New Location(s) Information' field. Include any API credentials from step 4 or other add on integrations from step 3 in the 'Customer Notes' field.
6) R365 Support completes the integration.
After the Growth team has received the signed ASR, they will create a second ticket with the POS Integrations Support team to finalize the integration.
An agent will reach out with any information required to complete the integration, such as steps that need to be completed to finish the location record setup or specific instructions to obtain the API credentials.