POS Accounts Tab

1

Tabs

Navigates between the three tabs of the Mapping tool:

• POS Accounts

• Payroll Accounts

• Rules

2

Views

• All: Includes all POS Account types in both mapped and unmapped statuses.

• Unmapped: Includes all POS account types that have not been assigned a GL account.

• Sales: Includes all Sales Accounts, whether mapped or unmapped.

• Payment: Includes all Payment Accounts, whether mapped or unmapped.

• Job: Includes all Jobs, whether mapped or unmapped.

• Paid Out: Includes Paid Outs, whether mapped or unmapped.

Learn more about the default POS Accounts tab views.

3

Table Options

• Search - Filters the table for the entered text in the following columns:

  • Name

  • GL Account

• Columns - Opens the Columns menu, where table columns can be hidden, shown, and rearranged. The number of hidden columns is displayed next to the button.

  

• Menu - Contains the following additional table actions:

  • Export - Exports the table to a .csv file.

  • Refresh Data - Refreshes the table without changing the view.

  • Row Height - Switches table row spacing between tall, medium, or short. Changes made to the table using this selector apply only while the page is open. To make this setting permanent across all tables, update it in User Preferences.

  • Striped Rows - Enables or disables alternating row colors. Changes made to the table using this toggle apply only while the page is open. To make this setting permanent across all tables, update it in User Preferences.

  • Column Filtering - Turns column filtering on or off. When enabled, filters can be applied directly in the column headers. Changes made to the table using this toggle apply only while the page is open. To make this setting permanent across all tables, update it in User Preferences.

POS Account Row

An individual POS Account and the associated details from the POS.

Click to open the Mapping Details panel.

Type

The type of POS Account. Options include:

• Payment Type

• Sales Account

• Job Title

• Paid Out Type

Name

The name of the POS account, as entered in the POS.

GL Account

The GL Account is mapped to the POS Account.

Sales account type

Defines how each sales account is categorized and posted to the general ledger (GL).

Options include:

• Standard (none): Used for all sales accounts that do not belong to another specific type.

• Catering deposit: Used for funds received from a customer as a deposit for a catering job. Typically mapped to a Catering Deposits liability account to track unearned revenue. After the event, an invoice is issued that debits Catering Deposits and credits Catering Sales.

• Catering item: Used for POS items associated with catering events or jobs. These items can be generic or specific and are typically mapped to a Catering Sales revenue account.

• Tip: Used for tip amounts recorded in the POS. Because these funds are collected on behalf of staff, they are recorded as a liability. Typically mapped to a Tips Payable liability account.

• Tax: Used for tax amounts recorded on sales tickets in the POS system. Multiple sales accounts can use the Tax type.

• Cash refund: Used for POS transactions that refund money to customers. Typically mapped to the same GL account as the related Payment type account (for example, an Undeposited Funds asset account or a cash account).

• House account payment: Used for POS transactions that record receipt of payment from house account customers, such as those who were previously invoiced and later paid at the restaurant.

• Gift card: Used to map sales activity related to the issuance or redemption of gift cards.

This column is only included in the Sales view.

Payment group

Defines how each payment type account is categorized for reporting and general ledger (GL) posting. The selected payment group determines how transactions are grouped and recorded in R365.

Options include:

• Cash: Used for POS payment types that record customer cash payments. Typically mapped to a cash account (for example, Checking – Operating) or Undeposited Funds, representing funds collected but not yet deposited.

• Catering receivable: Used when a catering sale is recorded without full payment, creating a receivable balance. Typically mapped to a Catering Receivables asset account.

• Credit card – combined: Used to group multiple credit card tenders (for example, Visa, Mastercard, Discover) into a single deposit for simpler bank reconciliation. Typically mapped to the bank account receiving the deposit or to Undeposited Funds.

• Credit card – individual: Used for credit card tenders that deposit individually (for example, American Express). Typically mapped to the specific daily deposit bank account or Undeposited Funds.

• Coupon: Groups coupon payment types for reporting. Typically mapped to a Coupons contra-revenue or expense account. Can optionally be mapped directly to Food Sales for net-sales reporting.

• Comp: Groups comp payment types for reporting. Typically mapped to a Sales Discounts and Comps contra-revenue or expense account. Can optionally be mapped directly to Food Sales for simplified reporting.

• Discount: Group discount payment types for reporting. Typically mapped to a Sales Discounts and Comps contra-revenue or expense account. Can optionally be mapped directly to Food Sales for net-sales reporting.

• Gift card: Used for customer payments made with gift cards. Typically mapped to Unredeemed Gift Cards, a liability account. Revenue is deferred until redemption. When redeemed, the liability is reduced and revenue is recorded for the items sold. Multi-location operators should periodically adjust inter-store liabilities if stores are in separate legal entities.

• Void: Used for voided POS transactions. Typically mapped to Food Sales or a specific GL account (for example, Wine Sales) depending on the voided item. Represents deleted sales retained for audit purposes. Voids do not affect end-of-day journal entries.

• P.I.A. (Paid in Advance): Used when a customer deposit is applied as payment. Typically mapped to the same liability account used to record the original deposit.

• House accounts: Used for sales placed on terms. Typically mapped to an Unbilled House Accounts receivable account. Once invoiced, the balance moves from Unbilled House Accounts to Accounts Receivable.

  • Avoid mapping directly to Accounts Receivable, as this causes duplicate postings and inaccurate aging reports.

This column is only included in the Payments view.

Source DSS

The Daily Sales Summary that brought in the corresponding POS Account

If a Source DSS is missing, it is because that DSS was deleted. Follow these steps to regenerate it.

Created by

Date when the POS account was created.

Created on

Date when the POS account was created.

Modified by

Name of the person who last updated the POS account.

Modified on

Date when the POS account was most recently updated.

Category

The sales category was imported from the POS system.

This column is only included in the Sales view.

Service Type

The service type is imported from the POS system.

This column is only included in the Sales view.

Exception type

Designates the payment type as an exception. When enabled, the system tracks each use and displays it on the Exceptions tab of the Daily Sales Summary.

This column is only included in the Payments view.

Exception comment

Provides a default comment for the Reason field on the Daily Sales Summary for payment type accounts designated as exceptions. The comment appears automatically but can be edited in the Daily Sales Summary as needed.

This column is only included in the Payments view.

Customer

The customer is associated with a house account payment. This field is only applicable when the payment group is House Account.

This column is only included in the Payments view.

Job code

Unique identifier for the imported job.

This column is only included in the Jobs view.

Location

Specifies the location of the job.

This column is only included in the Jobs view.

Department

Specifies the department where the job is assigned.

This column is only included in the Jobs view.