The Location record is where information related to a specific restaurant location resides in the system. When a location is selected from the list on the Locations page, the Location record opens with the General tab selected by default. 

In addition to the information found on the General tab, the record provides more details about the location on the following tabs: Default Accounts tab, Goals tab, and the Day Parts tab.  


Important Note: If Sales and Labor data should be pulled for a location, ensure to update the POS Import Type field on the General tab and other POS Integration Settings in preparation for POS Implementation. Without updating this information, DSS records cannot be polled into your R365 instance.


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Navigation


In the Administration section of the left navigation pane, select Locations
The Locations list opens.



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Location Profile



Upon accessing the Location page, the table populates with each location in your organization. Double-click a location to open details in a new tab. To open a location profile, select the blue info icon.


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General


The General tab displays the location name, number, contact information, POS import type, and other Restaurant365 location settings.




 




FieldDescription
Location NameUnique name for the location.
This field is required.
Location NumberUnique identification number for the location.
This field is required.
Legal EntityLegal entity associated with the location.
This field is required.
Check NameClient associated with the location.
This field works in conjunction with the client record and is optional.

Note: Only one client can be connected to each location, unless the Set for All Locations toggle is ON in the client record.
AddressPhysical address of the location.
  • Street 1 - Street address. This field is required.
  • Street 2 - Street address, continued.
  • City - City. This field is required.
  • Time Zon- Time zone for the location. This field is required.
Validate AddressConfirm that the address entered above is valid.
Edit Location ProfileThe location profile includes additional details about your restaurant, which can be used to compare your restaurant's performance to other restaurants with the same attributes.

Note: This link only appears if the Location Type is set to Restaurant.
Select LogoUpload an image file to represent the location.
Upload FileUpload a file to attach to the Location record.




FieldDescription
Location ManagerPrimary manager for the location who will receive notifications for employee schedule requests. Learn more about managing schedule requests in the Manager Queue here.

If your organization is integrated with a labor-tracking POS system, employee information automatically populates in the field. Select an employee from the list to assign the employee as a Location Manager.

For non-labor tracking POS systems, employee records can be created manually, which would then allow a Location Manager to be assigned. Click here to learn how to create employee records.
POS Import TypeEach location has the option to be POS integrated. Some locations will not need POS integration, as they are not operations locations. Use this drop-down menu to select the type of POS import for this location. The three options are: None, Sales, and Sales and Labor. The following additional tabs appear depending on your selection:
  • None - No additional tabs appear    
  • Sales - The POS Integration Settings tab appears.
  • Sales and Labor - The Labor Estimates tab and the POS Integration Settings tab appear.
Date EstablishedDate when the location was first established or opened for business.
StateState, province, or territory in which the location is located.
This is a required field.
ZipZip code or postal code for the location.
This is a required field.
CommissaryFor restaurant groups utilizing the Commissary Module in Restaurant365, the Commissary Location for this location is selected in this field.
Catering Item Type TemplateSelect the catering item type template to assign to the location.
Exclude From ScheduleRemoves the location from the following screens:


Note: This checkbox is hidden if Scheduling is not enabled for your database.




FieldDescription
Sales Tax RateThe value in this field, entered as a whole number, reflects the sales tax rate or percent for the location.  For example, a Sales Tax Rate of 8% would be entered as 8.
Phone / FaxOptional fields used to record up to two phone numbers and one fax number for the location.
Comp Start Date / Comp End DateEnter comparison dates to group locations that are comparable with prior years' data in reports.
  • Comparison Start Date - If a location has been open more more than one year, it is considered comparable with prior years data. When a location reaches this benchmark, the Comp Start Date can be selected here. Going forward on various reports in Restaurant365, this location will be listed with the Comp Locations, as opposed to the non-Comp Locations.
  • Comparison End Date - If a location is closing temporarily or permanently, you can specify a Comp End Date in this field to remove the location from Comp Locations on various reports.
Location TypeSelect the Location Type for the location. Location Types determine how the location is used throughout R365. Options include:
  • Accounting Entity 
  • Commissary
  • Restaurant


Note: Ensure that all restaurant locations have this field set to Restaurant to gain access to current and future Operations screens.
Food TypeIn a future release of the software, this field will allow you to identify the food type for the location.
 IRS Establishment NumberThe IRS requires that an establishment number is assigned to each location for reporting in IRS Form 8027. Including this establishment number on the Location Record helps to ensure accurate reporting and filing.
This number can include up to 5 digits.


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Default Accounts


Use the Default Accounts tab to set the Default Checking, Over/Short, Deposit, and Credit Expected Accounts.



FieldDescription
Checking AccountSelect the default checking account for the location. If no accounts are available, ensure that the bank accounts on the GL are set up correctly.
For more information, see Bank Account Setup and Bank Creation.
Deposit Account (Undeposited Funds)Select the default deposit account for the location. As a best practice in Restaurant365, we recommend using Undeposited Funds as opposed to a checking account.
Over/Short AccountSelect the default over/short account for the location.
Credit Expected AccountSelect the default credit expected account for the location. This account is used to track credits that are owed to the location.


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Labor Estimates


The Labor Estimates tab appears when POS Import Type is set to Sales and Labor (as shown in the General section). On this tab Accrued Payroll, Manager Payroll, and Payroll Tax, Benefit, and other settings are established for the location.



FieldDescription
Accrued Payroll AccountSelect the accrued payroll account. Restaurant365 can keep track of your daily labor costs (when utilizing a POS system where labor is tracked) and post a daily labor accrual to the selected account.
Daily Manager SalaryTo obtain a true daily snapshot of labor costs, salaried employee wages must be captured as well. Restaurant365 can account for the Daily Manager Salary expense via a static amount we enter as a number value in this field.

For example, if the weekly expense for salaried management labor is $1000, that amount is divided by 7 to calculate the daily expense.
$1000 / 7 = $143.00
Similarly, if the annual expense for salaried management labor is $52,195, the amount is divided by 365 to calculate the daily expense.
$52,195/365 = $143.00
In both examples above, the Daily Manager Salary is 143.
Manager Payroll AccountSelect the account in which the Daily Manager Salary is recorded.
Payroll Location IDEnter the payroll number associated with the location. This information can be found on the Payroll Connect screen.
Payroll Tax % EstimateEnter the Payroll Tax Percent Estimate for this location (8% = 8).
Payroll Benefit % EstimateEnter the Payroll Benefit Percent Estimate for this location here (2.5% = 2.5).
Payroll Other % EstimateEnter the Payroll Other Percent Estimate for this location here (1.5% = 1.5). This is commonly used for worker's compensation.
Payroll Tax Estimate AccountSelect the account in which the Payroll Tax Percent  Estimate is recorded.
Payroll Benefit Estimate AccountSelect the account in which the Payroll Benefit Percent Estimate is recorded.
Payroll Other Estimate AccountSelect the account in which the Payroll Other Percent Estimate is recorded.


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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. Click here for more information about POS Integration Settings.


Note: Be cautious when changing the POS System on a location. If you have any questions or concerns, please contact Customer Support for assistance.


FieldDescription
POS SystemName of the POS system used at this location.
Download SetupThe POS Integration Specialist uses this button to download the R365 Connect Installer. Click here to learn more about the R365 Connect Installer.
Online Order EmployeeFor the purpose of tip automation, all sales must be associated with an employee. The employee selected from the drop-down will be associated with all sales tickets that are not already associated with an employee or shift. Tips and sales totals from these sales tickets are attributed to the online ordering employee in tip distributions.

Note: Only employees with Directly Tipped jobs are available to select from the drop-down. For more information about tip designations for jobs, see Tip Management.
Polling PeriodWhen Intraday Polling is enabled, the number of locations with this active feature will be displayed alongside the two options below:
  • Previous Day - Displays the Sales and Labor data for the previous day in the Smart Labor Experience. This is the default selection.
  • Current Day (XXX) - Indicates the capabilities of the POS system. 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.
POS Import StartDate on which the POS integration tool begins importing DSS data. Sample data is polled 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.
POS GroupSelect the POS Group for the location. This field is typically used only by enterprise clients with 100 locations or more. Click here for more information on POS Groups.
SOS SystemName of the system from which R365 polls speed of service data, if enabled.

Note: This field is only available if speed of service is enabled. For more information about speed of service, see Operations Dashboard.
SOS Start DateDate on which the speed of service integration begins polling data, if enabled.

Note: This field is only available if speed of service is enabled. For more information about speed of service, see Operations Dashboard.
Schedule WritebackIf selected, the Schedule Writeback feature is enabled for this location. Schedules created in R365 are sent to the POS to limit early clock-in and gain more control over labor costs.

Note: This field is only available with certain POS systems.
Petty Cash in Daily CloseIf selected, two additional fields appear 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 the 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.

If the checkbox is selected, the following value fields are included on all DSS files for this location: To Petty Cash and From Petty Cash.


Note: Any DSS file that was imported prior to selecting the checkbox will not include these additional fields. If you need to retroactively add these fields to your previously-imported DSS file, the DSS must be deleted and re-imported. Work with your Setup Coach to determine if the POS Data is still available and can be re-imported.
Pay Tips With PayrollIf selected, the location pays out tips via payroll. Selecting this checkbox creates a line item on the DSS Journal Entry where tips are recorded as a liability in the corresponding account.
DTSIf selected, Data Transfer Service (DTS) must be installed on the physical location for integration to flow correctly.
Till ManagementIf selected, the location uses the Till Management feature in Smart Ops.
POS Import TimeSets 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 03:00 or 04:00.

Note: The DSS that is imported at this time is the prior day's sales, not the current day's sales.
Start of Business Day TimeTime at which the new business day begins. Click here to learn about Start of Day configuration.

Note: The Start of Business Day Time should match the POS End of Day Time and must be earlier than the POS Import Time.
Effective DateDate when the Start of Business Day Time is effective for this location.
Petty Cash AccountAccount in which petty cash debits/credits are recorded for the location.
Tips Payable AccountAccount in which the Tips Payable is recorded on the DSS Journal Entry and Payroll Journal Entries.
Punch EditsDictates how punch edits are managed for this location. Options include: Managed in POS and Managed in R365.

Note: This field only appears if Punch Edits have been enabled for your organization.
Enable Manual Tip ImportIf selected, Tip Import is enabled for the location.

Note: This field only appears if Punch Edits have been enabled for your organization.
Overtime TrackingDetermines how OT values are calculated and displayed on the Labor tab of the DSS. Options include:
  • Tracked in POS - Any OT Calculations will occur on the POS and OT Values will be imported after they have been calculated on the POS. R365 will not perform any OT calculations
  • R365 OT Rules- R365 will calculate OT values based on the User-created OT Rules setup on the Overtime Rules tab of the Admin page in the Smart Ops Release.
    Note: If your organization is utilizing R365 Punch Edits, this option is the only available option.

Note: The Over 40 hrs/wk and Over 8 hrs/day and 40/wk options were deprecated in May 2023. Any locations using these options have been converted to R365 OT Rules.
Sales Account Import TypeType of Sales Account that is imported from the POS. This field has three options:
  • Service Type
  • Revenue Center
  • Revenue Center & Service Type

Note: This field is only available for certain POS systems.
Payment Type Import TypeType of Payment Type that is imported from the POS. This field has two options:
  • None
  • Revenue Center

Note: This field is only available for certain POS systems.


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Goals


On the Goals tab, Labor %, Sales Increase and Daily Target Avg Check are identified for each location. Additionally, Sales and Labor % Goals can be entered by day. The values entered on the Goals tab are used on the Weekly Sales & Labor report (found in My Reports, in the Sales section), as well as the Schedule Calendar in the Scheduling Module. With the release of New Scheduling, SPLH Goals and Labor % Goals can also be set on the Department record.




FieldDescription
Status Based OnThis selector was used on legacy operations reports and is currently deactivated. It will be removed or re-purposed in the future.
Labor % GoalLabor Percent Goal for the location.
Sales per Labor Hour GoalSPLH Goal for the location. SPLH Goals are used to calculate Suggested Hours in the Scheduling Module.
Sales Increase % GoalSales Increase Percent Goal for the location.
Daily Target Avg CheckDaily Target Average Check amount for the location.
Enable Smart Labor for this LocationIf selected, this location is enabled in Smart Labor Experience.
Sales Goal by DaySales Goals by Day for the location.
Labor %  Goal by DayLabor Percentage Goals by Day for the location. Labor % Goals can also be set on the department record.
SPLH Goal by DaySPLH Goal by day for the location. SPLH Goals are used to determine Suggested Hours in the Scheduling Module. SPLH Goals can also be set on the department record.


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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.


FieldDescription
Day Part NameName for the part of the day.

Note: The Flash Report - Advanced Report will only contain DSS data from Day Parts with the names of Lunch or Dinner.
Day Part Start TimeTime when the corresponding day part begins. The end time is determined by the next Day Part Start Time.
Day Part Avg Check GoalAverage check goal for the corresponding day part.


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Breaks & Split


The Breaks & Split tab was deprecated in May of 2023. Break and Split Shift Rules are now configured on the Smart Ops Labor Admin page. Documentation for the deprecated Breaks & Split tab can be found here


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Reporting Categories



Location reporting categories are custom categories set in System Preferences or on the Setup Assistant. These categories are the parent location reporting categories, which can be customized for your organization's use. Any parent location reporting categories that have been created will be listed on this tab along with a selector to choose the option within the category. 


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Additional Info


The Additional Info tab appears if you have set up Location Additional Info categories in System Preferences.  


These fields can be used for identification and reference on the location record. There are 3 numeric fields and 2 text-based fields available for use and customization.


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Active Logs



The Active Logs tab contains a list of all available logs from the Manager Log. Activate or deactivate logs using this tab. For more information, see Manager Log.


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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.


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.



A new Status column appears on the Locations page and shows which locations are fully active or partially active. This column will be listed before the Created By column but can be moved as needed to better display active locations. The available statuses include:

  • Active - No transactions are selected as inactive on the location's Status tab.
  • Partially Inactive - At least one transaction is selected as inactive on the location's Status tab.


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