Location Sync Overview

Location Sync automatically synchronizes location data from R365 to your payroll provider in real time, eliminating the need to manage locations in two separate systems. Before Location Sync, location changes only synced during pay runs, which could be days or weeks later. With Location Sync, changes appear in your payroll provider within 1–2 minutes, keeping payroll data accurate and preventing the location mismatches that cause payroll processing errors.

How Location Sync Works

Location Sync keeps location data consistent through three core behaviors.

• Real-time updates — When a location is created, updated, or deleted in R365, the change is sent to the payroll provider automatically. Changes typically appear within 1–2 minutes. During busy periods, sync may take up to 5 minutes. If a temporary issue occurs, the system retries automatically.

• R365 as the single source of truth — R365 is the only place where locations are managed for payroll. The payroll provider displays locations but cannot edit them. This prevents mismatched location names, forgotten updates in one system, and the support issues that came with managing location data in two places.

• ID-based location tracking — Each location is tracked by a unique ID, not by name. Before this approach, renaming a location (for example, from "Downtown" to "Downtown – Main St") caused the payroll system to treat the rename as a deletion and a new creation, producing duplicate locations. With ID-based tracking, renaming a location always updates the correct existing record.

If a location has an invalid address, payroll operations that depend on that location will be blocked until the address is corrected and sync completes.

Setup and Prerequisites

Location Sync activates automatically when a location is linked to a legal entity that is configured for payroll in R365.

For Location Sync to work, each payroll-linked location must have a verified shipping address. Locations without a verified address cannot sync to the payroll provider.

Locations existing before June 2026 were migrated automatically when Location Sync was enabled. No action is required for locations already in the system.

Labor pull, payroll import, and payment submission are blocked for any location without a verified, synced address. Resolve address issues before running payroll operations.

Managing Locations in R365

All location changes go through the R365 Location form. When Location Sync is enabled, location pages in the payroll provider are view-only.

Entering and Verifying an Address

When a location is linked to a payroll-configured legal entity, an orange banner appears on the Location form when saving without a verified address:

To enter an address, select the shipping address field to open the Enter Address window. The window includes fields for country, street address (with autocomplete), apartment or suite, city, state, and postal code. Select Confirm to validate the address.

R365 validates the address before saving.

• If the address is valid, the form saves and the Address section displays ✓ Verified. The change syncs to the payroll provider within 1–2 minutes.

• If the address cannot be verified, the save is blocked.

Address verification is available for supported countries. A link to supported countries appears in the Enter Address window.

Confirming Sync Status

The Address section of the Location form shows the current sync status:

• — The address is valid and the location is synced to the payroll provider.

• — The address has not been validated. Payroll operations for this location will be blocked.

After correcting an invalid address, wait 1–2 minutes (up to 5 minutes during busy periods) before retrying payroll operations.

Available Actions

From the R365 Location form:

• Create new locations

• Edit existing location details

• Link locations to legal entities for payroll

All changes trigger automatic sync to the payroll provider within 1–2 minutes.

Error Screens

Labor Pull Error

When running a labor pull, if one or more locations have invalid or unsynced addresses, R365 displays a "Wages not pulled - location error" window. This lists each affected location and its issue (for example, "unverified address, unable to sync to payroll provider") and includes a Go to Locations button.

To resolve: correct the location address in R365, wait 1–2 minutes for sync to complete, then retry the labor pull.

Payroll Import Error

During payroll import, R365 checks that all locations referenced in the import file exist and have valid addresses. Affected rows are flagged with an "Invalid Location Address" error. The import summary shows how many rows are valid and how many have errors.

Common causes:

• Location name in the import file does not match the location name in R365

• Newly created location that has not yet synced (wait up to 5 minutes)

• Location with an address that failed verification

To resolve: correct the location in R365, or update the import file to match existing location names, then re-import.

Automatic Safety Checks During Payroll Operations

R365 performs additional location checks during payroll operations to catch sync gaps before they cause errors. When all checks pass, operations continue without any additional prompts.

• During payment submission: The system checks that all locations in the payment are synced. If a location is not yet synced, R365 attempts to sync it immediately before processing the payment.

• During payroll import: The system checks that all locations referenced in the import file exist and are synced. If any are not, R365 attempts to sync them before the import runs.

If locations cannot be synced and location sync validation is enabled, the operation stops and displays an error. If validation is disabled, warnings appear but the operation can proceed.

Legal Entity and Common Payer Handling

Locations sync to the payroll system associated with their legal entity. When a location's legal entity changes, R365 automatically archives the location from the previous payroll system and creates it in the new one, preventing orphaned records.

For organizations using common payer structures — where child legal entities share payroll processing with a parent entity — Location Sync automatically maps locations to the appropriate parent legal entity's payroll system, ensuring consistent processing across related entities.

The legal entity structure also determines the scope of migration operations. Migration tools can be filtered by legal entity to move locations one group at a time, which supports a gradual rollout.