Locations, like Legal Entities, are critical to both Accounting and Operations in Restaurant365. Click here for more information on how to Create a New Location.


The Location Record is where the Location specific information for each Location resides in the system.  Once you have opened a Location Record, the General Tab of the record will be displayed. Click here for more information on how to Create a New Location.



Each Location in Restaurant365 will exist as a Location record, found in the 'Locations' list, under the 'Administration' section in the Accounting Module.


 

Upon selecting the 'Locations' list, the Locations grid with populate with each Location in your Organization. To open a Location Record, double click on the Location record and it will open in a new tab. To open a Location Profile, click the blue icon next to the desired Location Name. Click here to learn about the Location Profile.


General


On the General tab the Location Name and Number, contact information, POS Import Type and other Restaurant365 Location settings will be established.



1) Location Name - The value in this field will be the display name for your Location.  Location Name must be unique.

2) Location Number - The value in this field will be the Location number. In 'Preferences', on the 'Miscellaneous' tab (accessed via the 'Administration' menu on the top navigation), you have the option of displaying locations by 'Name Only', or 'Number first then Name' (both options shown below)

location-pref-lookup 


3-10) Address and Contact Info - Fields 4 through 11 are for Location Address and Contact information.  This address information will be displayed when AR Invoices are generated for this Location.

11) Location Manager - Once the Location has been POS Integrated, employee information will populate in to the system (for POS systems that track labor).  In this field the Location Manager can be selected from the list of employees.  This enables restaurant organizations that are utilizing the Scheduling Module in Restaurant365 to assign a Location Manager to receive push notifications for requests.  Click here for more information on the Scheduling Module, and here for more information on Scheduling Requests.  For non-labor tracking POS systems, Employee records can be created manually, which would then allow a Location Manager to be assigned to a Location.  Click here for more information on how to Create Employee Records

12) POS Import Type - Each Location has the option to be POS integrated.  Some Locations will not need POS integration, as they are not Operations Locations.  This field is where the user can select the type of POS import for this Location.  The three options are: None, Sales, and Sales and Labor.  By selecting a value other than 'None', additional tabs appear on the Location Record.  Below are screenshots showing the difference in the Location Record depending on the selection in this field

        

        A) None - With 'None' selected, no additional tabs appear    



        B) Sales or Sales and Labor - With 'Sales' or 'Sales and Labor' selected, 'POS Integration Settings' tab appears

       

13) Date Established - This is the date that this Location was established

14) Commissary - For restaurant groups utilizing the Commissary Module in Restaurant365, the Commissary Location for this Location is selected in this field.  Click here for more information on the Commissary Module

15) Enable R365 Messaging - Check this box to turn on R365 Employee Messaging for all active Employees at this Location

16) Sales Tax Rate - The value in this field, entered as a whole number, will reflect the Sales Tax Rate, or Percent, for this Location.  For example, a Sales Tax Rate of 8% would be entered as '8'

17) Location Type - Select the Location Type for the Location.  Location Types determine how this Location will be used throughout R365.  Click here for more information on Location Types, options include: 

  • Accounting Entity 
  • Commissary
  • Restaurant

18) Edit Location Profile - This profile includes additional details about your restaurant, which can be used to compare your restaurant's performance to other restaurants with the same attributes. Click here to learn more about the Location Profile 

  • Note: This link will only show if the Location Type (#17) is set to Restaurant


POS Integration Settings


The POS Integration Settings tab appears when the POS Import Type is set to 'Sales' or 'Sales and Labor' (as shown in the 'General' section). On this tab additional POS settings such as Petty Cash in Daily Close, Pay Tips with Payroll and Overtime Tracking values are set.



1) POS System - Select the name of the POS system this Location utilizes

2) Download Setup - This button is solely used during implementation and at the request of a POS Integration Specialist to download the R365 Connect Installer. Click here to learn more about using the R365 Connect Installer

3) Polling Period - When Intraday Polling is enabled, the number of Locations with this active feature will be displayed alongside the two options below:

  • Previous Day - This is the default option and will display the Sales and Labor data for the previous day in the Smart Labor Experience
  • Current Day (XXX)- This will display what the selected POS is capable of. Options include:
    • Current Day (Not Available) - The POS is not capable of providing current day data or the integration has not been set up for the current day
    • Current Day (Hourly) - The POS is only capable of hourly updates
    • Current Day (30 minutes) - The POS can only provide updates every half hour
    • Current Day (15 minutes) - The POS is capable of providing updates every 15 minutes. This is the most real-time option available

4) POS Import Start - Select the Go Live Date in R365.  The POS Integration tool will import DSSs starting on this Date (if the data is available). Sample Data will be polled to use for testing purposes  

  • Note: The POS Integration tool continually looks back at the previous 30 days to see if any DSS records are missing or updated. During initial setup, the previous 30 days worth of DSSs will be imported after your integration has been completed. When you arrive at your Go Live date, you can delete the test data. The POS Integration tool will no longer import test data from before the date set on this field.

5) Petty Cash In Daily Close - Check this box to include two additional value fields on the Deposit tab in the Daily Sales Summary (DSS) for this Location.  Typically organizations that use Petty Cash in Daily Close are paying out non-cash tips (credit card tips) in excess of their cash receipts for the day.  The remaining non-cash tips are then funded From Petty Cash, depleting the Petty Cash balance.  In the event that the cash receipts for the day were sufficient to cover non-cash tips, the excess cash could be deposited To Petty Cash, increasing the Petty Cash balance.  By checking this box, the following value fields are included on all DSS files for this location: To Petty Cash and From Petty Cash. 



Any DSS file that has been imported prior to this box being checked will not have the 'To Petty Cash' or 'From Petty Cash' value fields.  If you need to retroactively add these value fields to your previously-imported DSS file, the DSS will need to be deleted and re-imported.  Work with your Setup Coach to determine if the POS Data is still available and can be re-imported.

6) Pay Tips with Payroll - Check this box if your organization pays tips via payroll. This will create a line item on the DSS Journal Entry where tips are recorded as a liability in the account specified in the Tips Payable Account value field (#12). When entering a Payroll Journal Entry, tips will then be disbursed

7) POS Import Time - Set the daily DSS import time for this Location.  Import Time should be set to a time after your POS has run end of day. A common Import Time for most Locations is 3 or 4 AM

  • Note: the DSS being imported at this time is the prior day's sales, not the current day's sales

8) Petty Cash Amount - Select the Petty Cash Account in which Petty Cash debits/credits will be recorded for this Location

9) Tips Payable Account - Select the Tips Payable Account in which the Tips Payable will be recorded on the DSS Journal Entry and Payroll Journal Entries

Day Parts


Each Location can have separate and distinct Day Parts.  Create and manage Day Parts on the Day Parts tab.  Click here for more information on Day Parts.



1) Day Part Name - Enter the Day Part Name

2) Day Part Start Time - Enter the Day Part Start Time (End Time will be determined by the next Day Part Start Time)

3) Day Part Avg Check Goal - Enter the Avg Check Goal for this Day Part


Reporting Categories


 

Reporting Categories are custom categories set in System Preferences or on the Setup Assistant.  These can be customized for your organizations use.  Any Location Reporting Categories that have been created will be listed on this tab along with a selector to choose the option within the Category.


Status



The Status tab enables Admin Users to mark the Location as inactive. From this tab, Users can mark the Location as unavailable on AP/AR Invoices, AP/AR Credit Memos, and Journal Entries, ensuring that no AP/AR Transaction is tied to a closed store. Click here to learn more about inactivating a Location.


Important Note: Transaction templates, such as Spreading Transactions, Memorized Transactions, GL Allocation, Preset Allocation, Reversal Transactions, and Voiding Transactions, will still be created for inactive Locations, but an error message will appear when the transaction is opened to alert the User that the Location is inactive and a new Location needs to be selected.