The Mapping details panel is accessed from the POS accounts tab of the Mapping tool and contains the GL account and mapping details for an individual POS account. From this panel, users can:
Map an individual POS account
View mapping for an individual POS account
Edit the mapping for an individual POS account
The available fields vary based on the POS account type.
Some fields of the Mapping details panel are included for all POS Account types (#1-5). The remaining fields are specific to the POS account types (#6-14).
Button/Field
Description
Fields for all POS account types
(These fields are included on all POS account types: Sales Accounts, Payment Type Accounts, Job Titles, and Paid outs.)
1
X
Closes the Mapping details panel without saving changes.
2
Account name
The name of the POS account, as entered in the POS.
The name is derived from the POS integration and cannot be edited.
3
Account type
The type of POS Account.
This field is derived from the POS via integration and cannot be edited.
4
GL account
The GL Account that will record the POS account activity.
5
Save
Saves the changes to the mapping details panel.
Payment Type Fields
(These fields are only included for payment type accounts.)
6
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.
Payment Group Options (click to expand)
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.
When selected the ‘Credit Card Group’ field appears.
Credit Card Group: The custom name that will be used to group several payment type accounts to one line on the DSS and in reporting.
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: Groups 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.
When selected, the Customer and Exclude discount on house account invoicing fields appear.
Customer: The customer associated with a house account payment.
Exclude discount on house account invoicing: Determines whether customer-level discounts are applied when generating house account invoices. When selected, any discount set on the customer record (for example, a 3% discount) is excluded from invoices created with this payment type. When not selected, the customer discount is applied automatically.
This is only displayed for Payment type accounts.
7
Exception
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.
payment.
When selected, the following additional fields appear:
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.
Consolidate on flash: Determines whether individual instances of an exception payment type are summarized on the Flash Report. When selected, all uses of the payment type for the day are combined into a single total displaying the count and total dollar amount. Individual comments entered on the Daily Sales Summary are hidden.
This is only displayed for Payment type accounts.
Sales account fields
(These fields are only included for sales accounts.)
8
Service type
The service type is imported from the POS system.
This is only displayed for Sales account types and cannot be edited.
9
Category
The sales category was imported from the POS system.
This is only displayed for Sales account types and cannot be edited.
10
Sales account type
Defines how each sales account is categorized and posted to the general ledger (GL).
Sales account type options (Click to expand)
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 is only displayed for Sales accounts.
Job title fields
(These fields are only included for job titles.)
11
Job code
Unique identifier for the imported job.
This is only displayed for Job titles and is not editable in the Mapping details panel.
12
Location
Specifies the location of the job.
This is only displayed for Job titles and is not editable in the Mapping details panel.
13
Department
Specifies the department where the job is assigned.
This is only displayed for Job titles and is not editable in the Mapping details panel.
Paid out fields
(These fields are only included for paid out fields.)
14
Exclude from POS import
Prevents a paid-out type from being imported into the Daily Sales Summary (DSS). When selected, the paid-out type is excluded from future POS imports and will no longer appear on the DSS.
