In this final task of the POS Integration, you will validate the Sales journal entry from your DSS against the corresponding POS report. Please keep in mind that several days' worth of DSSs should be reviewed before the POS Account Mapping is considered valid. When the Sales and subsequent Labor Validation have been confirmed, the POS Integration is complete.
Validation
Step 1: Open and Review DSS
Navigate to the 'Sales' section of the Operations Module and select the 'Daily Sales Summary' list.
- The initial batch of DSS records that were imported in to R365 arrived immediately after a POS connection was established. Usually several weeks' worth of DSSs are imported at this time.
- For all future DSSs, representing regular Daily Sales, the DSS record will be automatically imported around 4 am local time, the morning following the completion of the daily sales.
- For example: if my POS connection was established in early December, and today is January 2nd, the most recent DSS that will be present in the Daily Sales Summary list will be January 1st, with a create date of January 2nd around 4 am local time.
To begin, double click on a DSS to open the record in a new tab. If any Sales Accounts or Payment Type Accounts were missed during the mapping process, the 'Assign ...' tabs will appear here. All POS Accounts must be mapped to continue the validation process. When ready, click on the Journal Entry tab.
If the DSS you opened has not been recreated or re-imported to update the Net Sales after you completed POS Account mapping, you may notice some formatting errors:
- A Difference warning will appear at the top of the Journal Entry.
- The names of each individual POS Account will be listed in the 'Comment' column.
Each of these issues is usually cleared up by manually recreating the Journal Entry. Hover over the 'Action' menu and select 'Recreate Journal Entry' to perform this function. Return to the Journal Entry tab after the recreate function is complete, and you will see that Journal Entry lines have been consolidated.
Each mapped GL Account is now listed in the 'Account' column, and several Payment Groups are listed in the 'Comment' column. If a difference warning is still present, there is either an error in your POS Account Mapping, or the DSS may need to be re-imported. Delete the DSS and open a new DSS to continue.
Review the mapped GL Accounts and Account Groupings. If any appear to be incorrect after using the 'Recreate Journal Entry' function, return to the Sales or Payment Type Account lists in the Accounting Module and update accordingly. Refer to the POS Mapping Course for more information on Mapping your POS Accounts.
Step 2: Obtain POS Report
The Reporting capabilities of each POS may vary, and the individual POS Reports will have different names and appearances. The Report that is needed for validating your DSS numbers will usually have 'Summary' somewhere in the report title. Regardless of the appearance or title, the report should include the following information:
- Gross Sales
- Net Sales
- Total Tax
- Total Tip
- Total Paid Outs
- Total Discounts / Promotions / Comps
- Refunds
- Sales Category Totals
- Payment Type or Tender Totals
When you have identified the correct POS Report type, obtain the report for the Date and Location of the DSS from Step 1. Be sure to include only the date that you are reviewing as you will be performing a one-to-one comparison.
Step 3: Compare & Validate
When you have the correct report, begin your validation by starting at the first line of the Journal Entry. Review the value, then find the corresponding value in the POS Report. The Sales values on the DSS are Gross sales, with the Comps included. Therefore, depending on the layout of your POS Report, you may need to perform some quick calculations to properly compare the values.
For example, Aloha POS separates Sales and Comps in to two separate columns. These values must be added together in order to compare the numbers with the Sales value in the DSS. Refer to the related articles section for additional side by side comparisons of POS Reports.
If the value in the first line of the Journal Entry is identical to the POS Report, great work! You correctly mapped these POS Accounts! If the values are off, make note of it, then continue to the next line. We will review any issues after each line has been checked. Continue until all lines have been reviewed. If every line ties out, congratulations! You mapped your POS Accounts perfectly!
However, if there are some issues or discrepancies, all is not lost. We likely need to update the Payment Group, or adjust the GL Account to some of our mappings. Once we identify and make the changes, we can recreate this journal entry and review and compare the updated numbers. Review the following potential issues and solutions to troubleshoot your mapping:
Sales Accounts:
- Sales are Gross Sales, with the Comps included
- You may need to add or subtract the Comp values from the Sales values to compare your POS Report to the DSS
- R365 records the sale of Gift Cards as a Liability and does not include them as 'Sales'
- Make sure that the Gift Card Sales Accounts are properly mapped to the Gift Card Liability Account
- If necessary, subtract any Gift Card Sales from Gross Sales on the POS Report to find the correct comparison number
- If Tips Payable or Sales Tax Payable appear to be off, double check that each Tip and Tax Account was properly assigned to the 'Tip' and 'Tax' Sales Account Type respectively
- If after your review, you can confirm that they are mapped properly, the POS Poll could be occurring too early, or there could be open or missing Sales Tickets
- Follow these steps as you troubleshoot:
- Step 1: Recreate the Journal Entry to see if this solves the problem
- Step 2: Manually delete the DSS, then review the updated DSS when it re-imports. If the issue is cleared up, it was likely an isolated import error and should not occur again
- Step 3 (if necessary): If the issue is still present, contact your Setup Coach to work with the POS team to resolve the issue
Payment Type Accounts:
- Verify that each Comp and Discount payment type has not been mistakenly mapped to a Sales GL Account or Incorrect Payment Group
- The GL Account that is mapped to each 'Comp' or 'Discount' payment type must have the GL Type 'Sales' in order for Net Sales to calculate correctly.
- Usually when this is an issue, the GL Account in use has a GL Type of Operating Expense
- Refer to the General Ledger Section for more information on GL Accounts and assigning GL Types
- Verify that the Void Payment Type is correctly assigned to the Void Payment Group and the Food Sales GL Account. No other payment types should be mapped to Void.
- Payment Types like 'Do not Make' that may be considered Voids should be mapped to the 'Comps' Payment Group
- Verify that each Cash and Credit Card Payment Type is assigned to either the Undeposited Funds GL Account, or to the Bank Account
Hopefully these suggestions have helped you clear up the discrepancies and now the DSS numbers are tying out. If you reviewed every issue and the troubleshooting solutions, but are still dealing with differences, please reach out to your Setup Coach for further assistance.
POS Report Side x Side Comparisons:
The following links will provide you with a Sample POS report, and an image of the corresponding Journal Entry found on the DSS. Each line in the Journal Entry will be tickmarked to tie out directly with the Sample POS Report.
Please refer to these examples as you perform your own POS Sales Validation:
Step 4: Confirm POS Validation
When you have concluded your DSS and Account mapping review, having validated several days' worth of DSSs for each POS Integrated Location, please email your Setup Coach and inform them that you have completed your POS Account Mapping and Validation.