This article reviews the steps to add a new location for use in R365 Payroll.
Locations are created and managed from the Locations page. Add a new location to represent a restaurant, commissary, or accounting entity tied to an existing legal entity. Each location tracks its own operational and financial activity.
If the new location is linked to a legal entity configured for payroll processing, R365 automatically validates the address using SmartyStreets (USPS-certified) before saving, and syncs the location to your payroll provider (Everee/Bridge) within 1–2 minutes of a successful save.
Security
The following permission is required to create a location.
Administration → Locations → Create Locations
Create a Location
To create a location, follow these steps:
1) Navigate to the Locations page
Open the Admin application.
Expand the Locations & legal entities category.
Select Locations.
2) Click Create
Click Create to open a new location form.
3) Enter the required fields
The required fields are:
Name
Number
Legal Entity
Time Zone
Address
Learn more about fields on the location record.
If Sales and Labor data should be polled from this location's POS, ensure to update the location record with the following POS Integration Settings.
If the new location belongs to a new Legal Entity, create the new Legal Entity and its fiscal years first.
Payroll address requirements
When the selected Legal Entity is configured for payroll processing, R365 validates the address against SmartyStreets on save:
Use a 2-letter state abbreviation (e.g., TX — not Texas)
Use a 5-digit ZIP code (e.g., 78701 — not 78701-1234)
If the address cannot be validated, save is blocked and an error message appears.
4) Save the location
Hover over Save and select the desired save option.
Option | Result |
|---|---|
Save | Saves the location and keeps the record open. |
Save and New | Saves the location and opens a blank new location form. |
Save and Close | Saves the location and returns to the Locations list. |
For payroll-linked locations
Selecting any save option triggers SmartyStreets address validation. If validation passes, the location saves and syncs to the payroll provider within 1–2 minutes. If validation fails, an error appears and the location is not saved.
After Saving a Payroll Location
When a location linked to a payroll-configured legal entity is saved successfully:
The location syncs automatically to the payroll provider within 1–2 minutes.
Latitude and longitude coordinates are auto-populated from the validated address.
The location becomes available for T&A scheduling, labor pull, and payroll import.
Adding a New Location to R365
Before a location can be activated for R365 Payroll, a Location record must be created. Location records can be created using the Restaurant365 Setup Assistant.
If the Location record being added will be a POS-integrated location, submit an R365 add-on form to begin the process of enabling polling for the location. Once polling has been enabled, update the POS integration settings on the Location record.
Once the desired Location record is created, the location can be configured for use in Accounting and Operations. Please refer to the Add a New Location article to learn more about creating a Location record, establishing polling, and configuring the location for use in Accounting and Operations.
Enabling a New Location for R365 Payroll
After the Location record is created, it will need to be connected to R365 Payroll. Follow this checklist to enable the location for R365 Payroll:
Confirm that the legal entity for the location is enabled for R365 Payroll.
If the legal entity is not enabled for R365 Payroll, please contact your CSM to discuss enabling the legal entity for R365 Payroll.
Add the location to the Payroll Locations page.
The location name added to the Payroll Locations page must exactly match the name on the R365 Location record.
The following payroll settings are associated with the location's legal entity and apply to pay runs associated with the location:
The location's legal entity will determine the payroll company for the location. The following payroll settings are associated with the payroll company and apply to all pay runs associated with the location:
Setting up a New Location for use in R365 Payroll
Once the desired location has been enabled for use in R365 Payroll, labor setup, tax setup, and employees associated with the location should be reviewed. Follow these steps to set up the new location:
Tax Setup:
Confirm that the jurisdictions and tax filing frequencies for the location have been added to the Company Tax Profile. Please contact R365 Support for assistance with jurisdiction configuration.
Confirm that the state unemployment insurance rates for the location's state have been added to the Company Tax Profile page.
When a new state is associated with a payroll company, R365 will reach out to the tax contact on file to request SUI rate information. It is the responsibility of the payroll company to supply R365 with accurate SUI rate information.
Labor Setup:
Add the location to R365 overtime rules and other labor rules.
Review Job records and configure them as needed for payroll.
Review SOC codes on Job Records for the location. Some states require SOC codes for SUTA reporting and other unemployment compliance filings. Confirm that each Job Record associated with the location has the correct SOC code assigned.
Employee Setup:
Merge Employee records for employees who work at multiple locations.
Create Employee records for salaried employees who do not already have an Employee record.
Add salary jobs to salaried employees.
Confirm that all fields required for payroll are complete on all Employee records associated with the location:
First Name
Last Name
Phone Number
Email
Hire Date
Job Assigned
FLSA Status
Employment Type (Full Time/Part Time)
Expected Weekly Hours
Grant mobile app access to employees who do not have app access.
Onboard employees to Payroll.
Add deductions to Employee records.
Add PTO accrual rules to employees.