This feature is in beta for select customers. Contact your CSM for more information.
During onboarding, Calendars are created from the Calendar setup step of the Onboarding dashboard. The Calendar setup step defines each legal entity’s initial fiscal and operational calendars in Restaurant365. Each row creates a calendar record with structure and start date; end dates calculate automatically. To complete this step, all legal entities must have a calendar set up.
Additional calendar settings can be managed from the Fiscal Period Setup page.
Security
Users must have the following permissions to create fiscal years in the Calendar Setup step:
Administration → Dashboards → View Onboarding Dashboard
Administration → Fiscal Years → View Fiscal Years
Administration → Fiscal Years → Edit Fiscal Years
Administration → Fiscal Years → Create Fiscal Years
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.
Setup Calendars in the Onboarding Dashboard
Each legal entity must have a calendar assigned to complete the step.
R365 Best Practice
To expand the table view, click expand in the Calendars section.
To create a calendar in the Onboarding dashboard, follow these steps:
Click steps to expand for additional information and images.
1) From the Home application, select the Onboarding dashboard.
2) Click Get started in the calendars step.
3) In the Calendars table, select the legal entities the calendar will be applied to.
Select one or more legal entities that share fiscal and operational calendars.
4) Set the fiscal calendar structure.
The fiscal calendar sets the framework that will be used for financial reporting, budgets, and year end close. It defines each fiscal period and each fiscal reporting week.
Fiscal calendar structure options include:
Calendar months: Uses standard calendar months. Recommended for small and midsize businesses that report on a monthly basis.
13/4: Uses 13 periods of four weeks each year. Simplifies operational reporting with equal-length periods.
4/4/5: Uses two 4-week periods and one 5-week period per quarter. Balances reporting across quarters.
4/5/4: Uses one 4-week, one 5-week, and one 4-week period per quarter. Common for retail and restaurant operations with varying period lengths.
5/4/4: Uses one 5-week and two 4-week periods per quarter. Provides consistent quarterly length for operational reporting.
Custom periods: Uses custom created periods where each period’s start and end is defined individually. Use when the fiscal calendar does not match any of the predefined structures.
5) Use the dropdown to set the 52/53 week setting.
Available only when the fiscal calendar structure uses a weekly pattern: 13/4, 4/4/5, 4/5/4, or 5/4/4 — this setting does not apply to Custom Periods.
These options control the fiscal year‑end date and allow a 53rd week when a full extra week (7 days) remains at year‑end. Options include:
Last date this weekday occurs
Sets year‑end to the last time the reporting week’s ending weekday occurs in the final calendar month (for example, the last Sunday in December). Use when year‑end is defined as ‘the last [weekday] in [month].’Weekday nearest month end
Sets year‑end to the reporting week’s ending weekday that falls closest to the last day of the final calendar month (for example, the Sunday closest to Dec 31, before or after). Use when year‑end is defined as ‘the [weekday] closest to month‑end.’Do not use 52/53 week rule
Keeps all fiscal years at 52 weeks with no automatic 53rd week. Use when the organization does not follow a 52/53‑week cycle.
6) Use the date picker to set the Fiscal calendar start date.
7) Review the auto-calculated fiscal calendar end date and Fiscal reporting week.
Fiscal calendar end date:
The fiscal calendar end date is calculated using the fiscal calendar structure and fiscal calendar start date.
The fiscal calendar end date cannot be edited directly. Make adjustments to the Fiscal calendar structure or Fiscal calendar start date to update the calculated fiscal calendar end date.
Fiscal Reporting week:
The weekday of the fiscal calendar start date becomes the first day of the fiscal reporting week, so all fiscal weeks in the year start on that same weekday.
The Fiscal reporting week cannot be edited directly. To update the reporting week, make changes to the fiscal calendar start date.
8) Set the Operational calendar structure.
The Operational calendar sets the framework that will be used for operational reporting, forecasts, and payroll cycles.
Options include:
Same as fiscal calendar: Uses the same structure defined for the fiscal calendar. Keeps fiscal and operational reporting aligned.
Calendar months: Uses 12 standard calendar months. Recommended for small and midsize businesses that report on a monthly basis.
13/4: Uses 13 periods of four weeks each year. Simplifies operational reporting with equal-length periods.
4/4/5: Uses two 4-week periods and one 5-week period per quarter. Balances reporting across quarters.
4/5/4: Uses one 4-week, one 5-week, and one 4-week period per quarter. Common for retail and restaurant operations with varying period lengths.
5/4/4: Uses one 5-week and two 4-week periods per quarter. Provides consistent quarterly length for operational reporting.
Custom periods: Uses custom created periods where each period’s start and end is defined individually. Use when the operational calendar does not match any of the predefined structures.
9) Use the dropdown to set the Operational 52/23 week rule setting.
Available only when Operational calendar structure uses a weekly pattern (13/4, 4/4/5, 4/5/4, 5/4/4). These options control the operational year‑end date and allow a 53rd week when a full extra week (7 days) remains at year‑end. Options include:
Last date this weekday occurs
Sets year‑end to the last time the reporting week’s ending weekday occurs in the final calendar month (for example, the last Sunday in December). Use when year‑end is defined as ‘the last [weekday] in [month].’Weekday nearest month end
Sets year‑end to the reporting week’s ending weekday that falls closest to the last day of the final calendar month (for example, the Sunday closest to Dec 31, before or after). Use when year‑end is defined as ‘the [weekday] closest to month‑end.’Do not use 52/53 week rule
Keeps all operational years at 52 weeks with no automatic 53rd week. Use when the organization does not follow a 52/53‑week cycle.
10) Set the Operational calendar start date.
This step is not required when the operational calendar structure is set to Same as fiscal calendar.
11) Review the auto-calculated Operational calendar end date and Operational reporting week.
Operational calendar end date:
The Operational calendar end date is calculated using the Operational calendar structure and Operational calendar start date.
The Operational calendar end date cannot be edited directly. Make adjustments to the Operational calendar structure or Operational calendar start date to update the calculated Operational calendar end date.
Operational Reporting week:
The weekday of the Operational calendar start date becomes the first day of the Operational reporting week, so all operational weeks in the year start on that same weekday.
The Operational reporting week cannot be edited directly. To update the reporting week, make changes to the Operational calendar start date.
This step is not required when the operational calendar structure is set to Same as fiscal calendar.
12) Click + Calendar to add an additional calendar. (Optional)
13) Repeat steps #3-12 until all desired calendars are represented in the Calendars table.
A Fiscal Year/Fiscal Period Setup page, which defines fiscal and operational periods for the given year, will be created for each calendar in the table.
Each legal entity must have an associated calendar to complete the step.
14) Click Complete and close to finalize the Calendar setup step.
Once completed, this step cannot be reopened. View created Fiscal and Operational Years or add additional Fiscal and Operational Years on the Fiscal Years page.
Setup Custom Periods
Use custom periods in the fiscal calendar structure or operational calendar structure when the period structure falls outside of the predefined options or when start and end dates of each period need to be defined individually.
When the Fiscal Calendar Structure is set to Custom Periods, the Operational Calendar Structure is set to Same as fiscal, the operational periods automatically mirror the fiscal periods. No separate period entry is required for the operational calendar.
The instructions below reference the fiscal calendar, but the instructions can be used for operational or fiscal calendars.
To setup custom periods, follow these steps:
Click steps to expand for additional information and images.
1) Click the desired calendar structure dropdown: fiscal or operational.
The custom period can be selected for the fiscal calendar structure and/or the operational calendar structure.
2) Select Custom period.
Important Note About Switching Calendar Structures
Switching from Custom Periods to a standard structure after periods have been entered permanently clears all custom periods. This action cannot be undone. A confirmation dialog appears before the switch takes effect.
3) Set the calendar start and end date.
Unlike other calendar structures, the end date does not calculate automatically when Custom Periods is selected. Enter the last day of the fiscal or operational year manually.
4) Set the details for the first period.
Period number: The period number is auto-numbered in ascending order and uneditable.
Period start date: The first period start date defaults to the fiscal or operational calendar start date and cannot be edited.
Period end date: Set the last day of the period.
Quarter number: Set the quarter the period belongs to: Q1, Q2, Q3, Q4.
Period name: Set a name for the period. (Optional) Alphanumeric text is accepted in this field.
5) Click + Period to add an additional period row.
6) Set the details for the period.
Period number: The period number is auto-numbered in ascending order and uneditable.
Period start date: The period start date defaults to the the day following the last period’s end date and cannot be edited.
Period end date: Set the last day of the period.
Quarter number: Set the quarter the period belongs to: Q1, Q2, Q3, Q4.
Period name: Set a name for the period. (Optional) Alphanumeric text is accepted in this field.
7) Repeat steps 5 and 6 until all periods in the custom calendar have been set.
The last period end date in the table must match the calendar end date defined in step 3.
To delete a period row, click the trashcan.
8) Click Add custom calendar.
Custom periods are validated before saving. The system checks for three conditions:
At least one period is defined: the calendar cannot save without at least one period entry.
No gaps or overlaps: Each period must begin the day after the previous period ends. If a date range is uncovered or two periods share dates, an error identifies the conflict.
Fiscal year length: the total span of all periods must fall between 364 and 377 days. Adjust the start date, end date, or individual period end dates to bring the year within range.
Previously saved custom periods can be edited by clicking the date cell on the calendar row.