This article is part of the Scheduling Module training. Click here for more information on the Scheduling Module
Purpose & Overview
Jobs are used in various ways by the system. They are assigned to employees and used by the scheduling module. They are also used in conjunction with the POS integration to track employee punches which make up the labor accrual journal entry. The job form will be described directly below followed by sections describing the job’s effect on the POS integration and labor accruals.
Jobs can be created in 2 ways. They are most often created by the POS integration if a new job shows up in the POS that doesn’t exist in Restaurant365. They can also be created manually by going to Scheduling – New Job in the top ribbon.
To view existing jobs, go to Scheduling – Jobs or to Accounting – Administration – Job Titles in the left hand navigation pane and double click the row you wish to edit. An image of the job form is included below along with descriptions of the various tabs on the form.
This tab contains the majority of information about the job as explained below:
- Job Title – The name of the job in Restaurant365. Normally if this job was created by the POS integration you would leave it the same value as the POS, but it can be edited.
- Job Code – The Job Code name as defined in the POS system. Do not change this field. If you are creating this job manually, you can leave this field blank.
- Representing Color – The color this job will show up as in the scheduling screen. It helps to color code different jobs as different colors so at a quick glance on the schedule its easy to see which jobs are assigned
- Description – A user defined field that may be used to enter a more detailed description of the Job Title.
- POS ID – This is the ID of the job according to the POS. Do not change this field.
- Exclude From Schedule – Check this box if you don’t want this job to show on the schedule
- Location – Each job is location specific, so if you have 10 locations and a job titled Cook in the POS at each location then you would have 10 jobs named Cook (each assigned to a different location). The reason is because each location’s POS will likely have a different POS ID for the job and you may also have other differences such as Pay Rate or the GL Account you wish to post to
- GL Account – This is where you specify which account you want labor accruals to debit for labor punches of this job. Common accounts might be BOH Labor, FOH Labor, or more detailed accounts such as Line Cook Labor.
- Pay Rate – The default pay rate for this job. Individual pay rates for each job can also be assigned for specific employees.
Use this tab to view, add, or remove employees assigned to this job. To add employees, select the employee in the dropdown above the grid and click the Add button. To unassign this job to a specific employee, click the trash can icon on the far right of the row you want to remove.
This also has a Rating field. The rating is used in scheduling so that you can set that a specific shift must be filled by an employee with a certain rating (i.e. only 4 star or above bartenders can work the Friday night shift). You can use this to limit the possible employee’s for that shift based on the rating. Ratings can be easily managed by clicking the appropriate stars on the row next to each job
This tab shows which responsibilities are assigned to this job. You can add them by selecting from the dropdown above the grid and clicking the Add button and can remove them by clicking the trashcan icon on the row you want to remove. Job responsibilities allow you to break a job down into more detailed responsibilities/qualifications/certifications and only certain employees will meet that criteria, then you can set those on the employees that have them. Then on shifts in scheduling you can specify what responsibility they must have in order to fulfill that shift and this will limit which possible employees can be selected. For example if you have a job called Cook but schedule where one shift is working the grill and another the fryer, then Grill and Fryer would be setup as responsibilities on the job and then assigned to whichever employees are qualified to do each of those. Then on the shift in the schedule you can specify it will be for job = Cook and responsibility = Fryer and then only employees with the Fryer responsibility qualification will be able to be assigned to that shift.
Job Responsibilities are described in more detail in the job responsibility training
Job Titles and the POS Integration and Labor Accrual Entry
Job Titles offer an optional labor accrual tracking feature to POS integrations to Restaurant365.
A Job Title’s purpose is to tell Restaurant365 what GL Account to debit when making labor accrual entries from time punches entered in the POS system. It is a ‘mapping’ of POS job codes to Restaurant365 GL Accounts.
Here is a diagram & example:
The Restaurant365 POS integration automatically creates Job Title records (in R365) for every job codes imported from the POS to R365 and assigns them to a Location. Each of these newly created Job Titles must be manually mapped to a GL Account during setup (as highlighted in yellow above.)
When the Job Titles feature is activated, the POS integration to Restaurant365 sums up all the time punches made by your staff each day and calculates the total daily spend on hourly labor using the pay rates from the POS system for that day. The entry that is created is separate from the journal entry created from Sales Accounts and Payment Type Accounts on the Daily Sales Summary transaction.
Job Titles are used to map the debit side of the labor accrual transaction and the credit side of the entry comes from the Accrued Payroll Account on the Location setup.
Correcting Labor Accrual Entries for Previous Days
Managers will often make adjustments to labor entries in the POS system many days subsequent to when the labor was performed. For example, there might be workers who forgot to clock out on a given day, thereby causing the daily labor accrual to expense more labor than what was really used. Managers periodically review the hours in their POS system and make appropriate corrections. In order to update Restaurant365 with these POS corrections, and keep labor accruals accurate, the Restaurant365 integration re-sweeps all labor entries from the POS system for the previous 14 days and updates all the accrual entries for each day, each time the integration is run.
To learn more about how the accrual entries are reversed when you book your payroll entries from your outside payroll provider, see the training on the Payroll Journal Entry transaction.
To learn more about how the system can accrue daily labor expenses for salaried labor, see training for the Location Setup window.
The full list of Job Titles created from the integration with your POS can be seen in the Job Titles list view, accessed from the navigation pane. To get there, click on the Accounting module in the lower left, then Job Titles under the Administration node on the navigation pane. From this view it is easy to identify which Job Titles need to be assigned GL Accounts and assigned to a Location.
Updating Job Titles on an On-going Basis
After the initial setup, and all the Job Titles have been mapped to GL Accounts, there are occasions where new Job Titles are added to the POS system. On the day these are used in the POS system, the Restaurant365 integration will pick these up and auto-create a new Job Title that will need to be assigned a GL Account and updated with the appropriate Location. There are two places to administer this on an on-going basis.
- Using the Job Titles List view as described above.
- The Accounting To-Do List Dashboard displays a list of any Job Titles missing a GL Account.