When configuring payroll on a legal entity record in Restaurant365, all locations linked to that legal entity must have verified addresses before payroll-related fields become available for editing.
If any linked location is missing a verified address, a warning card appears in the Payroll section of the Legal Entity record. The warning card identifies the affected locations and provides direct links to correct each one. Payroll-related fields remain locked until all listed locations have verified addresses.
Prerequisites
Access to Legal Entity records in Restaurant365
Permission to edit Location records
Understanding the Warning Card
The warning card appears in the Payroll section of the Legal Entity record when one or more linked locations do not have a verified address. The card shows:
UI Element | What It Shows |
|---|---|
Warning headline | The number of linked locations blocking payroll setup — for example, "4 locations need a verified address before payroll can be enabled" |
Explanatory text | States that payroll requires a verified address for every location linked to the Legal Entity, and instructs resolution of the listed locations to unlock payroll-related fields |
Locations list | Names each affected location so the exact records requiring correction are clear |
Fix address link | Opens the specific Location record that requires address correction |
Hide details / Show details toggle | Collapses or expands the list of affected locations |
Refresh button | Reloads the warning card to check whether address issues have been resolved after making updates |
Payroll-related fields below the warning card remain locked while any address issues are unresolved. This is not an error with the Legal Entity record itself. Resolving all location address issues is a required step before payroll can be processed on the Legal Entity.
Resolving Address Issues on Linked Locations
Review the locations listed on the warning card
Select ‘Fix address’ next to the first location on the list.
The Location record opens, navigating directly to the record that needs attention.
Correct the address on the Location record.
Common issues include:
Full state name used instead of a 2-letter abbreviation — for example, "Texas" instead of "TX"
Extended ZIP code format instead of a 5-digit ZIP code — for example, "75201-1234" instead of "75201"
Incomplete street address — missing a house number or street name
City name that does not match USPS records exactly
Repeat for all remaining locations on the list
Return to the Legal Entity record and refresh
After correcting addresses for all listed locations, return to the Legal Entity record. Select Refresh on the warning card to reload the status. If all linked locations now have verified addresses, the warning card clears.
If the warning card still shows locations, one or more address corrections may not have saved successfully. Review the remaining locations using Steps 2 and 3.
What Happens After the Warning Clears
After the warning card clears, what changes depends on whether the Legal Entity is already linked to a payroll company:
Not yet linked to a payroll company — Payroll-related fields on the Legal Entity record become available for editing and payroll setup can continue.
Already linked to a payroll company — Payroll-related fields remain locked. Verified addresses are a prerequisite for payroll processing, but field availability is controlled by the payroll company linkage once that connection exists.
Completing this step before processing pay runs prevents payroll validation errors.
Troubleshooting
The warning card still shows a location after the address was saved.
The address correction may not have passed validation. Open the Location record again using the Fix address link and confirm the address saved without an error message. If the error "Address could not be verified. Please correct the address and re-import." appeared during save, the address still requires correction.
The address appears correct but validation keeps failing.
Verify the address using the USPS postal lookup tool at usps.com to confirm the exact format. Common mismatches include city name spelling — for example, "St. Louis" vs. "Saint Louis" — and street directionals — for example, "N Oak" vs. "Oak N". If the address appears correct but continues to fail, contact Restaurant365 Support.
All locations were fixed but payroll fields are still locked.
Select Refresh on the warning card. If fields remain locked after refreshing and the Legal Entity is not yet linked to a payroll company, confirm that each location's address saved with a verified status by opening each Location record and checking for pending validation errors. If the Legal Entity is already linked to a payroll company, address verification alone does not unlock those fields — field availability is controlled by the payroll company linkage.