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POS Integration Settings: Overview	Sales Accounts Overview
Payment Type Accounts Overview

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Overview

This Lesson will demonstrate how to map the Sales and Payment Type Accounts that have been imported from your POS. These are the records that were created based on the separation settings you updated on System Preferences before your POS Integration. Now that the accounts have been separated, it is time to map them to our General Ledger.

POS Account Mapping allows the DSS to automatically group your sales, and payments received, as well as automatically create your Daily Sales Journal Entry. The POS Integration must be complete before we can start this step.

Ways to Map POS Accounts

POS Account mapping can occur in the following places within R365:

1. on the DSS itself, on the 'Assign ...' tab
2. on the 'To-Do Checklist', located in the Accounting Module
3. on the specific POS Account lists within the 'Administration' subsection

This Lesson will demonstrate the POS Account list, as it is the most efficient for mapping multiple records at once. Refer to the next Lesson to learn more about the other methods as they will be useful as you maintain your POS Accounts going forward.

Sales Accounts

Select the 'Sales Accounts' list to start the Sales Account Mapping. Once loaded, click 'Clear Sort' then set the ascending filter on the 'Category' column. This will group all of the Sales Categories together in alphabetical order for easy mapping.

Select each row that will be assigned to a specific Sales GL Account, then click the 'Edit' button. Next, select, or type, the name of the GL Account. Finally set the 'Sales Account Type':

The only three sales account types that are typically used include:

• Tax - used for all 'Tax' categories
• Tip - used for all 'Tip' categories
• Standard (none) - used for all food, beverage, merchandise and Gift Card Sales

You can use the remaining types for Catering, House Account Payments and Cash Refunds where applicable.

Click 'Save' to save the mapping and close the prompt.

That's it! Those Sales accounts are now mapped. Any time a menu item is sold from this Sales Account, the sale will be recorded in the assigned GL Account.

Map the remaining Sales accounts, then continue to 'Payment Type Accounts' list.

Payment Type Accounts

We will now be assigning Payment Type Accounts to GL Accounts and Payment Groups. Payment Groups are important because they will determine how the deposits are separated and ultimately matched in Bank Activity, or reconciled on the Bank Rec.

To start, type 'Cash' in to the payment type column to filter all Cash payment types. Select each of the payment types, then click 'Edit' to open the mapping prompt.

Mapping to Undeposited Funds vs. Deposit Account

With the Cash and Credit Card payment types, we can choose to map them to the 'Undeposited Funds' GL Account, or map them directly to the depository account. Most customer choose to map cash payment types to Undeposited funds, while mapping credit card payment types directly to the deposit account.

• If you plan on using the Bank Activity feature, mapping to 'Undeposited Funds' will allow you to seamlessly create bank deposit transactions, make adjustments to your cash deposits, as well as group multiple R365 deposits into a single Bank deposit for matching and reconciliation purposes.
• Alternatively, if you map directly to the depository account, you will not have to create bank deposit transactions to record your deposits. However, any deposit adjustment will have to be entered as a manual adjustment. As a reminder, any transaction that is not matched in bank activity, must be manually reconciled on the Bank Rec

Enter, or select the GL Account, then click on the 'Payment Group' selector. Unlike the Sales Account Types, we will likely use the majority of these payment groups. For our current selection, we'll choose 'Cash', then click 'Save'.

Payment Groups

• Cash - all cash payment types, representing cash and check receipts
• Catering Receivable - used for catering payments received and recorded in the POS
• Credit Card - the two credit card groups are important as credit card processing merchants tend to vary in how they combine their deposits. You will want to select the group that reflects how your card processing company deposits your disbursements in to your bank account.
  • If Visa, MasterCard, and Discover are all deposited in a single deposit from your credit card processor, each of these payment types would be assigned to the 'Combined' Payment Group to create a single deposit that would then be matched in Bank Activity
  • If American Express is always deposited by itself, it would be assigned to the 'individual' Payment Group to create it's own separate deposit for matching. Each account assigned to the 'individual' group will create a separate deposit line on the DSS Journal Entry
  • The key takeaway is to assign the credit card group based off of how your credit card processor deposits disbursements in to your bank account.
  • If you have multiple card processing companies, one for in-store and another for online for example, you can enter a Credit Card Group name to separate the different combined payment groups.
• Coupon and Discount - These separate payment groups are used to reduce the net sales by the coupon or discount amount.
• Comp - used for comps and employee meals. Comps result in full value of the comp being reduced from net sales
• Gift Card - used for gift card redemption and reducing your gift cards outstanding liability account
• Void - used to record any voids that come through the POS. Map all 'Voids' to the Food Sales GL Account
• PIA - used for Paid in Advance payments
• Noncashtips - used in recording non-cash tips
• House Account - used to record the customer Liability to their House Account. House Account invoices can then be created and billed to the customer.
  • When selected, the Customer selector appears, along with the 'Exclude Discount on House Account Invoicing' checkbox. If the Customer has a discount via a specific payment term on their customer record, that discount can be excluded on all House Account invoices by checking this box
    • If the Payment Type is a generic House Account button on your POS, the Customer selector should be left blank, and the 'Exclude Discount' checkbox should remain unchecked. The Customer would then be assigned during the DSS review for House Account invoicing
    • If the Payment Type is specific to a single House Account Customer, the Customer can be selected, and each house account transaction going forward will be automatically assigned to the customer record for house account invoicing

House Accounts and 3rd Party Delivery Services

You have the option of setting up third-party delivery services, such as GrubHub, Postmates, or Uber Eats, as invoiceable house account customers, or simply recording all of these sales against a designated receivable account.

• Non-House Account Setup:
  1. Set the Payment Group to 'Credit Card - Individual'. These transactions will not be created as House Account transactions and therefore will not need to be assigned on the DSS.
  2. Assign the GL Account to the designated Receivable Account
  3. Use Bank Activity and Bank Rules to match the deposits (credits) to the payments (debits) and complete the process
• Invoiceable House Account setup:
  1. Set the Payment Group to 'House Account' and select the Customer. Each House Account transaction will be automatically assigned to the Customer account
  2. As DSSs are approved, Uninvoiced House Account transactions will be created for each transaction
  3. Create a single A/R Invoice containing each Uninvoiced House Account transaction for the disbursement period (daily, weekly, monthly etc.), even if the invoice will not be delivered to the Customer
  4. When disbursement is received, create a Customer Payment to offset the A/R Invoice and complete the process

Determine which option is best for your organization then update the settings and save. Refer to the Accounts Receivable Section in the Academy for further information on Customers and House Accounts.

Exception Types

The exception type checkbox allows you to indicate if this payment type is an exception that requires additional review. Exception types will appear on the 'Exceptions' tab of the DSS, as well as on the Flash report. Typically, comps and employee meals are set as exception types to allow managers to easily review these transactions.

When checked, we can enter a default comment for the exception, as well as choose to consolidate each occurrence of the exception on the Flash Report. Here is an example of several non-consolidated exceptions, and here is the same set consolidated.

With your new knowledge, proceed to map the remaining Payment Types, ensuring to group your credit card types according to your bank disbursements. As with our Sales Accounts, now the payment type on each sales ticket will be grouped and recorded to the assigned GL Account.

Daily Sales entries that used to take several minutes and hours of manual entry and review will now be created automatically with data directly imported from your Point of Sale!