Menu Items

  • Updated on Oct 1, 2026
  • Published on Jul 16, 2024
  • 8 minute(s) read
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Menu item records are automatically created once the POS integration has been completed. R365 will automatically import each menu item that appears in your POS. Similar to the relationship between Employees and POS Employees, a menu item and a point of sale (POS) item will be created for each menu item that appears on each POS that is integrated with R365.

  • Menu Items - Allows the user to set the details for each menu item including: Display Name, Estimated Cost, Price, Target Margin, etc.

  • Point of Sale Items -  Items from the point of sale (POS) system that allow the user to link together more than one menu item. This is especially helpful when a menu item has a different name (in the POS) at each location. Read more about point of sale items.

When POS System-Level Matching is enabled, POS item records are scoped to individual POS systems. Cross-system linking is preserved — multiple POS systems can each have their own POS item record that all link to the same Menu Item in R365, supporting multi-POS reporting and recipe depletion accuracy.

POS System-Level Matching is currently in beta.

Read more about mapping Recipes to Menu Items.

Navigation Steps

  1. Open the Sales & Forecasting application.

  2. Expand Menu Items.

  3. Select Menu Items.

Search

Navigate to pages with the R365 global search bar:

  1. Enter all or part of the page name in the R365 global search bar.

  2. Select the page from the results list.

Only enabled pages can be searched for. If the desired page is not enabled, contact your CSM for assistance.


Menu Items Page

Field

Description

1

Create

Opens a new blank menu item record. Read more about how to create menu items.

2

Menu

Opens the menu with the following options:

  • Archived Items - Opens the list of archived menu items.

Previously, this menu held the Classic View toggle, which enabled users to view and open classic menu items. This toggle was removed in January 2026.

3

View Actions

Saved table filters and column settings. The highlighted view is currently displayed. Click on a view to display the table with the saved filter and columns settings. 

Learn more about managing table views.

R365 Best Practice

For users that want to keep their Menu Item list in order, R365 recommends using the Menu Item Categories and creating a saved view for the menu item list.

Users can set the filters to only include the categories that they want to see, or specifically exclude the categories they do not want to see, such as 'NOT MENU ITEM'.

4

Table Actions

  • Search - Filters the table for the entered text.

  • Filter - Opens the Filter menu, where filters based on column values can be applied. When filters are applied, the number of conditions is displayed next to the button. 

  • Columns - Opens the Columns menu, where table columns can be hidden, shown, and rearranged. The number of hidden columns is displayed next to the button.

  • Export - Exports the table to a .csv file.

  • Refresh Data - Refreshes the table without changing the view.

  • Row Height - Switches table row spacing between tall, medium, short, or compact. Changes made to the table using this selector apply only while the page is open. To make this setting permanent across all tables, update it in User Preferences.

  • Striped Rows - Enables or disables alternating row colors. Changes made to the table using this toggle apply only while the page is open. To make this setting permanent across all tables, update it in User Preferences.

  • Column Filtering - Turns column filtering on or off. When enabled, filters can be applied directly in the column headers. Changes made to the table using this toggle apply only while the page is open. To make this setting permanent across all tables, update it in User Preferences.

5

Columns

Names of columns are listed in this row. The columns pull the information from the menu item record.

The menu item record is broken up into sections listed on the Section Menu (#2).

Button/Field

Description

1

Menu Item Name / Type

Name and type of the open menu item.

  • Menu item name is as it appears in the Name field.

  • Type may be Menu Item or Modifier. If a menu item has no type, the type is unknown.

2

Section Menu

Sections of the menu item record.

3

Section Details

Informational and editable fields by section. Read more about each section below.

4

Menu Item Status

The status of the menu item. This will be one of the following:

  • Active

  • Archived

5

Menu

Opens the menu item menu options, including the following:

  • Archive Item / Restore Item - This archives (deactivates) or restores (activates) the menu Item in the system. When the status of the item is Active, this option will be Archive Item. When the status of the item is Archived, the option will be Restore Item.

6

Save

Saves any changes or edits made to the menu item record.

7

Close

Closes the menu item record without saving.

In Beta

This feature is in beta. Contact your CSM to learn more.

When the selected item is a menu item, this tab will be Menu Item rule. When it is a Modifier, it will be labeled as a Modifier rule. When the item is unknown. this tab will be Rule.

Button/Field

Description

1

Search

Searches the list of existing modifier rules,

2

Add Rule

Opens the rule builder to create a new menu item rule.

3

Menu Item Rule

Configured menu item rule. This has the name of the rule as well as the preview of the conditional statement. Ex. WHEN Menu Item is [Menu Item] THEN deplete [Recipe].

4

Edit

Opens the associated menu item rule for editing.

5

Delete

Deletes the associated menu item rule.

There is no confirmation when deleting, and deleted modifier rules cannot be recovered once the record has been saved.

Add / Edit Rule Window

The Add Rule / Edit Rule window opens when the Add Rule or edit buttons are clicked.

Button/Field

Description

1

Name

Name given to the menu item rule. This should be a name that allows users to identify the rule.

2

Automation Description

Read-only preview of the rule trigger(s) and action(s) in plain language. Updates automatically as conditions and actions are added.

3

WHEN Section

Section header for rule conditions. Defines the ticket context that must be true for the rule to trigger.
Triggers have three selectable fields:

  • Type ( Menu Item, Modifier, Sales Category, Modifier Group)

  • Is / is not

  • Value (options based on the type selected in the first field)

4

Primary Indicator

Notice indicating the locked primary entity. The primary entity is the menu item the rule belongs to and the entity that receives cost attribution when the rule triggers.

5

Add Condition

Adds a new condition to the WHEN section.

6

THEN Section

Section header for rule actions. Defines the depletion or replacement that executes when the WHEN conditions are met.

7

Delete Condition / Action

Removes the associated condition or action.

8

Add Action

Adds a new action row to the THEN section.

9

Menu

Opens the rule action menu. From here, the delete option is accessible.

10

Add Rule / Update Rule

Saves the rule with its settings. When creating a new rule, this button will say Add Rule. When editing an existing rule, this will say Update Rule.

11

Close

Closes the menu item rule without saving.

A rule appears on a menu item's record either because the item is the rule's primary entity or because the item is referenced as a condition in a rule that belongs to a different record. Rules referenced this way display without Edit or Delete options.

Modifiers

This tab only appears for menu items that have modifiers that have appear on sales tickets.

Button/Field

Description

1

Modifiers table

Lists all the modifiers that this menu item is linked to. The table contains the following information:

  • Modifier

    Clicking the Modifier name will open the menu item / modifier record.

  • Rule Count

    This is the number of rules that this modifier is associated with. When set to 0, the modifier appeared on a sales ticket but it is not added to any rule

Relationships

Button/Field

Description

1

Point of sale items table

Lists all the point of sale items that this menu item is linked to. The table contains the following information:

  • POS Item Name

    Clicking the POS Item name will open the POS item record.

  • Menu Item

  • Created on

  • Modified On

  • Is Menu Item toggle

Settings

Button/Field

Description

General Information

1

Name

The menu item name, as it appears in your POS system, will be populated in this field.

2

Entree Indicator

Select Yes if the menu item is an entree. This will allow for filtering on various Reports and on the menu item list.

Menu Item Categories

3

Category 1

Create and assign Menu Item Categories 1 through 3 to categorize and group menu items. Menu item categories are very useful in performing reports on menu items. Click here for more information on Menu Item Categories

Menu item categories are different from item categories.

4

Category 2

5

Category 3

Costing

6

Target Profit %

The target profit % for the menu item. Informational only.

7

Estimated Cost

The estimated cost for the menu item. Informational only.

8

Estimated Price

The estimated price for the menu item. Informational only.

Users with the appropriate permissions can view or run menu item reports. These allow users to:

  • Visually review the performance of each menu item with ease.

  • Analyze menu items with greater efficiency.

  • Easily see how items are doing well and where the menu can be improved.

A few reports exist to calculate and analyze recipe costs and more reports are added often. Two primary reports used in this module are:

Menu Item Analysis Report


FAQ

What does it mean if a menu item's type shows as "Unknown"?

A menu item's type is set automatically based on how it appears in POS sales ticket data. If R365 can't determine whether an item sells as a standalone menu item or as a modifier, it's classified as Unknown until enough sales data resolves it. Read more about Menu Item Types.

I can't find the Classic View toggle on the Menu menu anymore. Where did it go?

The Classic View toggle was removed in January 2026. Classic menu item records are no longer accessible from that menu. See Classic Menu Item Record for what that legacy view contained.

Are Menu Item Categories the same as Item Categories?

No. Menu Item Categories (used to group menu items for reporting, e.g. Category 1–3) are a separate structure from Item Categories, which apply to inventory items. They should be created and organized differently. Read more about Menu Item Categories.

Can I undo deleting a menu item rule?

No. Deleting a menu item rule shows no confirmation prompt, and once the record is saved, the deleted rule cannot be recovered. Review a rule carefully before deleting it. See Configure Menu Item and Modifier Rules for how rules are built.

What is the "primary entity" shown in the menu item rule builder?

The primary entity is the menu item or modifier that the rule belongs to — it's locked to that record and is the entity that receives cost attribution when the rule triggers, regardless of which other items appear as conditions. Read more about Configure Menu Item and Modifier Rules.