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Locations, like Legal Entities, are critical to both Accounting and Operations in Restaurant365.  In this training we will review the Location record in detail.  Click here for more information on how to Create a New Location

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Location List View

Location Record: Overview

Location Record: General

Location Record: Default Accounts

Location Record: Labor Estimates

Location Record: POS Integration Settings

Location Record: Goals

Location Record: Day Parts

Location Record: Breaks & Split

Location List View

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

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Upon selecting the ‘Locations’ list view, you will see the Locations grid with all of your organizations Locations listed. To open a Location Record, double click on the Location line item in the Location list view.

location-list

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Location Record Overview

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.  In addition to the information found on the General tab, Default Accounts, Goals, Day Parts, and Breaks & Splits tabs are available to users.  Click here for more information on how to Create a New Location

location-overview

Legend:

1) Location Name – The Location name will be displayed on the header in this location.  The format will be ‘Location – XXX’, where ‘XXX’ is replaced with the Location name

2) Location Settings Tabs – These tabs are where all Location specific settings are managed.  These will be detailed below

3) Save – The Save button allows users to save the changes they have made on the Location Record

4) Select Logo Button – If this Location will be generating AR invoices, you have the option of displaying your Location logo on those invoices.  Click here for more information on adding Location logos

5) Upload File Button – Records in Restaurant365 can have files uploaded and attached to them.  Click here for training on uploading files

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General

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

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Legend:

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) Legal Entity – Select the Legal Entity to which this Location pertains in this field

4 – 11) 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.

12) 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’

13) 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

14) Date Established – This is the date that this Location was established

15) 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

16) Comp Start Date – Comparison Start Date.  For Locations open more than one year, they are considered ‘comparable’ with their prior years data being available in the system.  When a Location reaches this benchmark, the Comp Start Date can be selected here, then going forward on various reports in Restaurant365, this Location will be listed with the Comp Locations, as opposed to the non-Comp Locations

17) Comp End Date – Comparison End Date.  If a Location is closing temporarily or permanently, you can specify a Comp End Date in this field to indicate that this Location will no longer appear in the Comp Locations on various reports

18) 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

location-pos-none1

B) Sales – With ‘Sales’ selected, ‘POS Integration Settings’ tab appears

location-pos-sales1

C) Sales and Labor – With ‘Sales and Labor’ selected, both ‘Labor Estimates’, and ‘POS Integration Settings’ appear

location-pos-saleslabor1

 

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Default Accounts

On the Default Accounts tab users will set the Default Checking, Over/Short, Deposit, and Credit Expected Accounts

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Legend:

1) Checking Account – Select your default Checking Account for this Location here.  If no accounts are available, your bank accounts on the GL have not been set up correctly.  Click here to review Bank Account Setup, and Bank Creation

2) Deposit Account (Undeposited Funds) – Select your Deposit Account here.  As a best practice in Restaurant365, we recommend using Undeposited Funds as opposed to a checking account

3) Over/Short Account – Select your Over/Short account here

4) Credit Expected Account – Select your Credit Expected account here.  In Restaurant365, you can track credits that are owed to you.  This will be the account where those credits will reside for this 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

location-labor-estimates

Legend:

1) Accrued Payroll Account – Select your Accrued Payroll Account here.  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 this specified account

2) Daily Manager Salary – To obtain a true daily snapshot of your 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.  As an example, if your salaried management labor expense for the week is $1000, you would divide that amount by the number of days you are open during the week (7 in this example).  $1000 / 7 = $143.00.  You would enter 143 as your Daily Manager Salary.  Conversely you can divide the annual salary for your manager by 365 to capture the Daily Manager Salary ($52,195/365 = $143.00)

3) Manager Payroll Account – Select the Manager Payroll Account in which the Daily Manager Salary will be recorded

4) Payroll Tax % Estimate – Enter the Payroll Tax Percent Estimate for this location here (8% = 8)

5) Payroll Tax Estimate Account – Select the Payroll Tax Estimate Account in which the Payroll Tax % Estimate will be recorded

6) Payroll Benefit % Estimate – Enter the Payroll Benefit Percent Estimate for this location here (2.5% = 2.5)

7) Payroll Benefit Estimate Account – Select the Payroll Benefit Estimate Account in which the Payroll Benefit % Estimate will be recorded

8) Payroll Other % Estimate – Enter the Payroll Other Percent Estimate for this location here (1.5% = 1.5).  This is commonly used for Worker’s Compensation

9) Payroll Other Estimate Account – Select the Payroll Other Estimate Account in which the Payroll Other % Estimate will be 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.

location-pos-int-settings1

Legend:

1) 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. Petty Cash DSS Example

Click here for more information on the DSS.  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 re-imported.  Click here for more information on Manually Re-importing DSS

2) Petty Cash Account – Select the Petty Cash Account in which Petty Cash debits/credits will be recorded for this Location

3) 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 (#4 on the image above).  When entering a Payroll Journal Entry, tips will then be disbursed.  Click here for more information on Payroll Journal Entries

4) Tips Payable Account – Select the Tips Payable Account in which the Tips Payable will be recorded on the DSS Journal Entry, and Payroll Journal Entry

5) Overtime Tracking – Select one of three options: ‘Tracked in POS’, ‘Over 40 hrs/wk’, and ‘Over 8 hrs/day and 40 /wk’.  For states that specify OT as more than 8 hours per day, the third option would be the appropriate selection.  ‘Tracked in POS’ is the default selection

location-overtime-options

6) POS Import Start – Select the Date in which the POS system started importing DSS files at this Location

7) POS System – Enter the name of the POS system this Location utilizes

 

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Goals

On the Goals tab Labor %, Sales Increase, and Daily Target Avg Check can be 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

location-goals-new

Legend:

1) Labor % Goal – Enter the Labor Percent Goal for the Location

2) Sales Increase % Goal – Enter the Sales Increase Percent Goal for the Location

3) Daily Target Avg Check – Enter the Daily Target Average Check amount for the Location

4) Sales Goal by Day – Enter Sales Goals by Day for the Location

5) Labor % Goal by Day – Enter the Labor Percentage Goals by Day for the Location

 

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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

location-day-parts1

Legend:

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

 

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Breaks & Split

Labor Breaks and Split Shifts can be tracked differently for each Location on the Breaks & Split tab.  Click here for more information on Breaks and Splits

location-breaks-splits

Legend:

1) Break After (no waiver) – Enter the maximum number of minutes an Employee can work without a waiver on file before they must take a Break

2) Break After (waiver) – Enter the maximum number of minutes an Employee can work with a waiver on file before they must take a Break

3) Break Minutes – Enter the minimum number of minutes required for a Break

  • Note: if a Break must be 30 minutes, and an Employee only takes a 20 minute break, the Break Penalty still applies as the 20 minutes wouldn’t qualify as a full 30 minutes Break

4) Minimum Wage – Enter the dollar amount of the minimum wage in the state of this Location

5) Break Penalty Minutes – Enter the number of minutes that must be paid to an Employee as result of a break penalty

  • Note: 60 minutes = 1 hour of pay

6) Break Penalty Rate – Select the Pay Rate for Break Penalty Pay: Regular, Time and a half

7) Break Penalties Per Day – Enter the maximum number of break penalties an employee can incur in a single day

8) Split Minutes – Enter the maximum number of minutes allowed before a split shift premium is owed

  • Example: If an Employee is working two shifts in one day, and the split is set to 120 minutes (2 hours), the time between their first shift (when they clock out) and their second shift (when they clock in) is more than 2 hours, they are owed a split shift premium

9) Split Penalty Minutes – number of minutes that must be paid to an employee as result of a split shift premium

  • Note: 60 minutes = 1 hour of pay

10) Split Penalty Rate – Select the Penalty Rate to pay the Employee

  • Regular – Employee’s regular pay rate
  • Minimum Wage – minimum wage at this location as defined in the Minimum Wage field on this tab
  • Minimum vs Regular Difference – this means the premium gets paid at minimum wage but only if the Employee hasn’t made more on the day at their regular rate than they would have at minimum wage and the premium.  For example, if minimum wage is $10/hour and the employee gets paid $12/hour and they worked 8 hours but are owed a split shift premium then this would be the calculation:
    • Actual Pay = $96 (12*8)
    • Minimum Wage Pay = $80 (10*8)
    • Split Premium = $10 (split penalty is 1 hour of minimum wage)
    • Minimum + Premium = $90 ($80 + $10)
    • Premium Owed = $0 (because actual pay of $96 is greater than what they would earn at minimum wage with premium of $90, therefore no premium is owed)

11) 2nd Shift Minimum Minutes – Enter the minimum number of minutes required for a second shift

 

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