Restaurant365 integrates with Square 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 Square to R365
R365 connects directly to Square POS’s cloud service through an API. Once authorized, data flows automatically into R365. Learn more about connecting Square 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 Square 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
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 Square data include:
Receipt number
Date
Server
Service type
Menu items
Tax
Charge tips
Payments
Discounts
Credit card fees
Voids
Learn about alternative polling configurations which change the way sales data is imported below.
Menu item modifiers are not imported on sales tickets by default.
The Concatented Menu Item Modifiers and Create Menu Items with Concatenated Modifiers alternative polling configurations allow modifiers to import as shown below:
Square ticket | Default R365 ticket | Alternate polling ticket |
|---|---|---|
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Paid outs and paid ins are imported to R365.
Deposits entered in the POS are not imported to R365.
Labor Data
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 the POS whether or not they have clocked in.
If a new Square employee needs to be imported immediately, repoll the latest DSS.
Employee records created from Square include:
Email address
Hire date (created at date in Square)
Job records created from Square include:
Pay rate (from time card wage)
Labor details created from Square 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 Square 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 Square 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
Square POS Integration Configurations
R365 Support uses the default polling configuration when setting up a new location. If other Square integrations exist in the system, R365 will use the same configuration in use at the existing locations.
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The default Square configuration includes the following settings:
Name | Description |
|---|---|
Import Payments | Uses ‘Total Money’ as payment if there are no tenders present. |
Use Order Close Time | Imports sales tickets assigned to close date rather than open date. |
Import Fulfilled Invoices | Imports sales detail data for invoices on the pickup date. |
Exclude Canceled Orders | Canceled orders are not imported. |
The following alternative polling configurations are available for Square POS:
Name | Description |
|---|---|
Concatenated Menu Item Modifiers | Allows the import of concatenated menu item modifiers. |
Create Menu Items With Concatenated Modifiers | Creates Square menu items with modifiers included in the item name. |
Substitute Payment Type With Payment Note | Substitutes the payment type with |
Category Concatenation | Concatenates the line item and menu item values. |
Concatenation Separator | Adds hyphens as separators between concatenated values. |
Reverse Concatenation | Reverses the order of concatenated item values. |
Exclude Open Orders | Excludes Square orders where the order state is open. |
Use ID as Payroll ID | Uses the team member reference ID instead of the POS ID as the payroll ID. |
Use Variation Price Instead of Gross Total | Uses the variation price instead of the gross total. |
Use Employee Number as Payroll ID | Imports payroll IDs from the employee number field in Square employee data. |
Exclude Unfulfilled Orders | Excludes orders with null or empty fulfillment values. |
Import Square Loan Fee | Imports paid-out |
Add On Integrations
The Square POS integration supports the following add on integrations:
Connect a Square POS to R365
Follow the instructions to connect a cloud POS.
The Square POS integration does not require API credentials (step 4).
R365 Support will provide detailed instructions to authorize the integration for each requested location (step 6).