Restaurant365 integrates with a wide range of point-of-sale (POS) systems, enabling seamless data flow between a location’s POS and the R365 platform. These integrations import daily sales, labor, and payment information from the POS and convert it into records used throughout R365 for reporting, accounting, and analysis.
POS integrations are a core part of the R365 ecosystem, alongside other system connections such as vendor, payroll, and HR integrations. Together, these integrations keep operational and financial data consistent across the business.
R365 supports three POS connection methods: local install; cloud connection (API); and FTP. The connection method is determined by the POS system and defines how data is transmitted to R365, as well as which setup steps are required during installation. Learn more about connecting a POS integration below.
How POS Data Flows Into R365
The POS remains the source of record for daily sales and labor activity. R365 reports on this data but does not modify the information stored in the POS.
During each polling cycle, R365 retrieves the latest available POS data and creates corresponding records. These records supply the foundation for financial entries, labor analysis, and operational reporting.
Sales Data
When sales data is imported, R365 creates detailed records based on the information received from the POS. These records include:
Sales tickets, representing each transaction processed in the POS.
Menu items, reflecting individual products or modifiers sold.
Labor Data
When labor data is imported, R365 creates employee-related records derived from POS data. These include:
POS employees, which link R365 Employee records to the POS source data.
Job records, corresponding to roles or job codes used for scheduling and labor tracking.
Labor details, matching recorded employee time punches.
R365 applies additional calculations where needed—such as labor rules, tip distributions, and audit-tracked timecard edits—without overwriting the original POS entries.
Daily Sales Summary (DSS)
The Daily Sales Summary (DSS) compiles all imported sales and labor activity for a single business day. It serves as the central record that drives accounting entries, reporting, payroll estimates, and operational analysis.
R365 generates the DSS during the scheduled daily poll after the POS close of day. Each DSS includes sales totals, payment types, discounts, taxes, deposits, and employee time punches.
The DSS generates key financial records and drives reporting across R365:
DSS Journal Entries record daily sales activity summarized from the DSS and post to the general ledger.
Estimated Payroll Journal Entries are calculated from labor data tied to the same business day, providing estimated labor costs before payroll processing.
Mapping POS Data
The POS Mapping tool organizes and maps accounts imported from the POS into R365. The POS Accounts tab lists and filters all imported accounts, while the Rules tab automates mapping by applying predefined criteria during POS imports. When active rules match incoming accounts, R365 maps them automatically and updates the related DSS Journal Entry; any unmapped accounts can then be handled manually.
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
Types of POS Integrations
Sales Integrations
The Standard POS Sales Integration imports transaction-level detail, including menu items and payment information, and generate a fully detailed DSS.
When sales tickets include server information, employee records and jobs will also be imported to associate employees with sales tickets and support scheduling.
Some POS systems only provide summary-level information. In these cases, POS Summary Integrations use aggregated financial data from the POS to create a DSS designed for accounting and reconciliation. Summary integrations do not include item- or order-level detail, limiting them to financial rather than operational reporting.
The Sales data available varies by POS. Contact your CSM or R365 Support for additional information on what Sales data is available for your POS.
Labor Integrations
The Labor Integration imports time and attendance data from the POS, including employee details, job codes and pay rates, and clock-in and clock-out times. This data is polled from the POS and processed in R365 to support labor reporting, scheduling analysis, and payroll-related calculations.
Labor integrations can operate independently from Sales integrations. Labor and Sales data may originate from the same POS or from separate systems entirely. R365 also supports third-party labor integrations and the R365 Time Clock, providing flexible options for how labor data enters the platform.
The Labor data available varies by POS. Contact your CSM or R365 Support for additional information on what Labor data is available for your POS.
Add On Integrations
Intraday Polling retrieves partial-day sales and labor data at frequent intervals to support real-time dashboards. Intraday data does not generate or update the DSS.
Schedule Writeback sends published schedules from R365 to the connected POS so that shift information aligns across systems. Once the schedule is written back, many POS systems can apply schedule enforcement, such as preventing early clock-ins or out-of-schedule punches. These enforcement settings are managed entirely within the POS.
Till Management uses data imported through the POS integration to track and reconcile cash activity.
Menu Item Modifier Management (beta) creates a clean way to ensure the accuracy of recipes and actual usage of POS modifiers by creating specific menu Items for modifiers that reference their parent Menu Item.
Revenue Center Splits create separate DSS records by service area (such as bar, dining room, or patio) when supported by the POS configuration.
POS Employee Management integrations (beta) allow R365 to become the source of record for employee details, including job and location assignments. When enabled, R365 pushes employee record data created or modified within R365 back to the POS to update that system with the new or changed data, reducing manual entry and keeping employee details aligned across systems.
Add on integration compatibility varies by POS. Learn more about POS system compatibility.
Business Day and Location Hours
R365 groups imported sales and labor activity into business days based on each location’s configured start of day. Cross-day shifts are split as needed to ensure accurate overtime and daily totals.
The default start of day is 12:00 am, but locations that operate overnight or 24 hours should adjust this time to align with their operational day in the POS. Matching the start of day between the POS and R365 ensures consistent DSS results.
Because both business days and workweeks are defined independently in R365, they may not align with standard calendar days or weeks.
Polling and Connection Methods
Each POS system uses one of three connection methods:
Local install: A lightweight R365 application polls data from a POS computer or back-office server.
Cloud connection: R365 connects directly to the POS vendor’s cloud platform to retrieve data.
FTP connection: The POS places exported files in a secure folder that R365 monitors and imports.
Polling schedules, capabilities, and data formats vary by POS system. Contact your CSM or R365 Support for information on what connection method is supported for your POS.
POS Integration Setup Overview
Several elements of the POS integration settings are managed on the System Preferences screen. These settings determine how R365 interprets POS data at all locations.
Before data can import correctly, each location requires:
A defined POS import type (sales or sales and labor)
Required general ledger accounts
POS platform selection
Import start date and polling time
Labor account mappings when labor data is included
Additional optional settings, such as tip handling, menu item separation, payment type configuration, and mapping groups, allow organizations to tailor how R365 interprets POS data at specific locations.
Learn more about configuring a location for a POS integration.