Restaurant365 integrates with Toast POS, enabling seamless data flow between a location’s POS and the R365 platform. This allows daily sales, labor, and payment information to automatically drive reporting and accounting processes in R365. Learn more about POS integrations.
Data Transfer from Toast to R365
R365 connects directly to Toast POS’s cloud service through an API. Once authorized, data flows automatically into R365. Learn more about connecting Toast below.
The POS system is the source of record for all daily sales and labor activity. R365 reports on, but does not alter, the information recorded in the POS.
The daily polling cycle imports Toast data from the previous business day and creates corresponding records in R365 for financial and operational reporting, including the Daily Sales Summary (DSS).
Sales Data from Toast
When sales data is imported, R365 creates detailed records based on the information received from the POS. Learn more about POS Sales integrations.
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Sales ticket records generated from Toast data include:
Receipt number (display number in Toast)
Date (opened date)
Server
Service type/revenue center.
Guest count
Menu items, including modifiers.
Tax
Charge tips
Payments
Discounts.
Credit card fees
Voids
Learn about alternative polling configurations which change the way sales data is imported below.
Paid outs and paid ins are imported to R365.
By default, paid outs in R365 are named by the reason entered in Toast. Learn about alternative polling configurations below.
Deposits entered in the POS are imported to R365.
Multiple deposits can be configured to import as a single deposit in R365. Learn about alternative polling configurations below.
Labor Data from Toast
When labor data is imported, R365 creates employee-related records derived from POS data. Learn more about Labor integrations.
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POS employee records are created in the next polling cycle after an employee is added to Toast POS whether or not they have clocked in.
If a new Toast employee needs to be imported immediately, repoll the latest DSS.
Employee records created from Toast include:
Hire date (created on date in Toast)
Payroll ID (external ID in Toast)
Email address
Job records created from Toast include:
Payrate (default wage in Toast)
Labor details created from Toast time punches are polled with a 14 day labor lookback window to capture updates made in the POS after the initial import.
This means that changes made in Toast to labor data from the last 14 days will automatically import with the next regular polling cycle, or by repolling a DSS within the lookback period for a date after the adjusted business day.
For example, if a shift from Monday is edited in Toast on Tuesday, the shift in R365 will automatically update on Wednesday when the DSS imports, or by repolling the Monday DSS.
Declared cash tips are imported to R365.
R365 does not import undeclared cash tips.
Repolling Data
When changes are made within the POS to correct missing or inaccurate data, the DSS must be repolled in order to transfer the updated data to R365.
If the affected DSS is less than 21 days old, the fastest way to trigger a repoll is to delete the DSS record from the Daily Sales Summary (Classic) page. R365 regularly checks for missing DSS dates, and a deleted DSS will automatically repoll with the most current POS data within about 30 minutes.
For DSS older than 21 days, please contact R356 Support to assist with repolling the data
Customization
Toast POS Integration Configurations:
R365 Support uses the default polling configuration when setting up a new location. If other Toast integrations exist in the system, R365 will use the same configuration in use at the existing locations.
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The default Toast configuration imports discounts as they are named in the POS. This can be changed to import discounts grouped by sales category:
The below examples show the discounts section of the same DSS, originally polled with the default configuration and repolled with the discounts by sales category configuration.
Default configuration | Import by sales category |
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The default Toast configuration imports sales items grouped by minor categories (menu group in Toast). This can be changed to import sales items grouped by major category (sales category in Toast):
The below image shows an example Toast menu. Major categories are in blue. Minor categories (the default polling option) are in red.
The default Toast configuration includes the following setting:
Name | Description |
Block Special Request Menu Items | Blocks the import of ‘special request’ additions which prevents R365 from creating new menu item records for these requests. |
The following alternative polling configurations are available for Toast POS:
Name | Description |
Convert Cash Entry Type to PIPO | Polls specific cash entry values as paid outs or paid ins. |
Block Process Day Tips for Future Orders | Blocks tips from importing on the process date of future order sales. |
Do Not Use Reasons for Cash Entry PIPO | Ignores the ‘reason’ given in the cash entry details for paid outs and paid ins. |
Main Item Price | Imports the ‘main item price’ on sales details instead of the modifier price replacement. |
Menu Tree | Checks all paths in Toast menu groups and uses the lowest-level result in each sequence as the category when minor categories are enabled. |
Import Open Item Sales Categories | Uses the category name instead of the menu item name if a menu item contains “ADD” and is not a food item. |
Single Deposit | Combines deposit details into a single deposit. |
Block Deferred Revenue | Blocks deferred revenue of any name from Toast summary DSS. |
Combine Paid Out Types | Combines a list of paid out types into single imported paid out by type. |
Applied Discount Concatenation | Adds discounts to the payment type. |
Discount Names | Imports value-added tax (VAT) from Digital Dining comp certificates. |
Include Excess Waste Order | Imports the daily $0 Toast waste order as a sales ticket and includes a ‘Waste’ payment type to offset the ticket amount without creating a waste log entry. |
Discounts/Comps by Category | Renames applied discounts using the format ‘{discountName} - {salesCategory}’. |
Captured Payments | Includes payments with a status of “PROCESSING”. |
Open Items Categories | Imports open items using the name “Open” plus the category name. |
Override wage values | Uses wage override values instead of default employee wage values. |
Split Facilitator Taxes | Imports Toast ‘Marketplace Facilitator Taxes Paid’ as a separate line on the DSS. |
Use Close Time for Ticket Time | Sets the ticket time in R365 to the Toast ticket close time instead of the open ticket time. |
Append card type to to credit card fee | Adds the credit card type to the payments types ‘Credit Card Fee’ and ‘Refund Credit Card Fee’ and to the menu item ‘Refund Credit Card Fee’. |
Ignore Close Out Imbalances for Tills | Ignores the cash entry types ‘CLOSE_OUT_OVERAGE’ and ‘CLOSE_OUT_SHORTAGE.’ |
Append Tax Exempt to Toast Sales Category | Appends ‘ - Tax Exempt’ to the sales category of items flagged as tax exempt in Toast. |
Import Toast Sub Category in Modifier Group Name | Imports modifier group names with subcategory names to support full modifier group imports within major categories. |
Enabled Option Group Pricing Mode Modifier | Uses Toast ‘OptionGroupPricingMode’ when calculating modifier selections. |
Fetch Refund for empty sales dates | Imports refunds for days with no sales data. |
Use Receipt Line price | Imports the ‘receipt line price’ for modifiers. |
Strip “Amount” from Redeem Points | Removes the dollar amount prefix from ‘Redeem Points’ menu item names. |
Prefix PLU to Menu Item | Adds the price look-up (PLU) value to menu item names. |
Ignore Pay Balance Details | Imports house account ‘Pay Balance’ menu items without check number and date in display name. |
Add On Integrations
The Toast POS integration supports the following add on integrations:
POS Employee Management (beta)
Connect a Toast POS to R365
Follow these steps to connect a Toast POS to R365:
Click steps to expand for additional information and images.
1) Add the Restaurant365 integration to ‘My Integrations’ in Toast
Search for “Restaurant365” on the ‘Add Integrations’ page in ‘My Integrations’ and click Add Now.
Leave the ‘Partner Location ID’ and ‘Group ID’ blank.
If you cannot see the ‘My Integrations’ section in Toast, please reach out to Toast Support.
If you are not currently subscribed for Toast API access, you can submit a request to Toast to subscribe.
For more information, please see the links below:
2) Receive location GUIDs from Toast
Toast will send the ‘Restaurant Toast User’ and R365 an email like the one pictured below containing the required globally unique identifiers (GUIDs).
3) Follow the instructions to Connect a Cloud POS.
Include the location GUIDs from step 2 in the ‘Customer Notes’ field of the Location Add-On Form (step 5).
