Daily Sales Summaries are created automatically each day from the prior day's sales and labor data. If a DSS is missing, R365 will continually scan the POS every 15 minutes looking for it. The system will automatically attempt to import any DSSs that are missing or have been manually deleted.
Missing Daily Sales Summary
A DSS may not be automatically created as expected when there is insufficient data available in the POS to populate a DSS, or when R365 is unable to connect to the POS.
In the event that the DSS is missing, try the following steps before contacting R365 Support:
Ensure that the POS Import Type selector on the location record is properly set to import ‘Sales’ or ‘Sales and Labor’ data.
Confirm that the POS Import Time on the location record is sufficiently scheduled after the POS end of day.
Check that all required end of day or closeout process were completed in the POS.
For local install integrations, ensure that the back office computer is running and has an active internet connection. Once reconnected, the missing DSS will automatically repoll.
For further assistance, contact R365 Support and request help importing the missing DSS. Include the following details:
Instance name (https://domain.restaurant365.net)
Location Name / Number
Date(s) of missing DSS(s)
Out of Balance Daily Sales Summary
In the event that a DSS has imported but a journal entry is out of balance, the DSS should first be repolled to transfer the current data to R365
If the affected DSS is less than 30 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 30 days, please contact R365 Support to assist with repolling the data.
If any discrepancies are still present in the DSS, additional steps can be taken to determine the reasoning for the discrepancy. Comparing a POS Report and a DSS data can assist in determining where the issue lies.
Step 1: Obtain a POS Report
The POS report needed reviews the sales for the day and is often referred to in many systems as the 'Sales Report'. Regardless of the report name, ensure that the report includes the following data:
Gross Sales
Net Sales
Total Tax
Total Tip
Total Paid Outs
Total Discounts/Promotions/Comps
Refunds
Sales Category Totals
Payment Type or Tender Totals
Once found, download the report as a CSV, or a PDF if a CSV is not available, to a local computer. Examples of these reports used in POS Sales Validation are displayed in Step 2.
Step 2: Compare POS Reports with DSS Data
POS System | POS Report Example | DSS Journal Entry Example |
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Once the POS Report is pulled, compare the report to the DSS Journal Entry to find where the discrepancy lies. It is highly recommended to run the DSS Validation report as well to view a more detailed breakdown of both Sales and Payment Type Accounts for the corresponding day.
While comparing reports, ensure to mark each row that ties out with a checkmark and each row that does not tie out with an 'x'. Return to the rows that do not tie out after the initial review and further analyze their amounts to determine the reasoning for any variances.
Potential variances can be due to:
Sales Accounts
Sales are Gross Sales, with the Comps included
Comp values ,ay need to be added or subtracted from the Sales values to compare the POS Report and the DSS data
R365 records the sale of Gift Cards as a Liability and does not include them as 'Sales'
Ensure that the Gift Card Sales Accounts are properly mapped to the Gift Card Liability Account
If necessary, subtract any Gift Card Sales from Gross Sales on the POS Report to find the correct comparison number
If Tips Payable or Sales Tax Payable appear to be cut off, double check that each Tip and Tax Account was properly assigned to the 'Tip' and 'Tax' Sales Account Type, respectively
After the review, confirm that they are mapped properly. If not, this could mean that the DSS is polled too early or that the DSS was polled when there were open or missing Sales Tickets
To assist in Troubleshooting, follow these steps:
Recreate the Journal Entry to see if this solves the problem
Manually delete the DSS, then review the updated DSS when it re-imports. If the issue is cleared up, it was likely an isolated import error and should not occur again
If the issue is still present, contact your Coach or CSM to assist in resolving the issue
Payment Type Accounts
Verify that each Comp and Discount Payment Type has not been mistakenly mapped to a Sales GL account or Incorrect Payment Group
The GL Account that is mapped to each 'Comp' or 'Discount' Payment Type must have the GL Type 'Sales' in order for Net Sales to calculate correctly
Usually when this is an issue, the GL Account in use has a GL Type of 'Operating Expense'
Refer to the 'General Ledger' section of the R365 Academy for more information on GL Accounts and assigning GL Types
Verify that the Void Payment Type is correctly assigned to the Void Payment Group and the Food Sales GL Account. No other Payment Types should be mapped to void
Payment Types like 'Do not Make' that may be considered Voids should be mapped to the 'Comps' Payment Group
Verify that each Cash and Credit Card Payment Type is assigned to either the Undeposited Funds GL Account or to the Bank Account
Step 3: Contact Your CSM
Contact your Organization's CSM to discuss your findings and to assist in resolving this discrepancy.