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R365 and Paycom have teamed up to create a seamless payroll integration that will automate the following processes:

  • R365 will electronically deliver Employee Punch Data, which has imported from your POS systems, to Paycom with a single click
  • When payroll processing is complete, Paycom will automatically export the Payroll Journal Entry based on a schedule set within Paycom. All exported files will be automatically imported in to R365
  • R365 will provide an option to automatically overwrite R365 Employee records with Paycom Employee setup data, allowing you to centrally manage all of your employee data in Paycom (TBA Q4-2017)

Prerequisites:

Client must have an active POS Integration with the ‘POS Import Type’ set to ‘Sales & Labor’.  Refer to the Location Record for more information on POS Import Types.

Requirements:

  1. Client must request services to be turned on within Paycom and request an API token needed by R365.
  2. Paycom’s Department/Allocation settings need to be setup in R365 by the Client
  3. Paycom Data (exe: Job codes, employee ID’s, GL Accounts, Location Numbers) must be identical to R365 Data
  4. Client must have GL Codes mapped in Paycom
  5. To send payroll punch data, R365 user must have either ‘Accounting Manager’ or ‘Accounting Clerk’ Role assigned

Additional details:

  1. Reach out to your Paycom Rep to request an API token as well as request to setup a “Push Reporting Group”. The API token will need to be emailed to R365 Support (support@restaurant365.net).  Once R365 has confirmed and closed the ticket, you can attempt to send punches to Paycom.
  2. Client must verify setup of Paycom’s custom Department/Allocation settings in R365
    • Within R365, hover over the ‘Account’ menu and select ‘Payroll Connect’ to open the Payroll Connect prompt

                            

    • Once in the prompt, click on the ‘Advanced Setup’ icon (shaped like a gear)

                           

    • On the Advanced Setup page, use the ‘Location Number’ and ‘Job Code’ dropdown selectors to map both fields to your Paycom setup. Most clients will map the Location Number as the Department Code

                            

    • If you are unsure of the Paycom Setup settings, work with your Paycom representative
  1. Paycom Data (exe: Job codes, employee ID’s, GL Accounts, Location Numbers) must be identical to R365
    • The following table can be used to help clarify what fields are labeled in each system:

 

#R365 FieldsPaycom Fields
1Payroll ID (exe A016)Employee Code
2Location Number (Laguna = 1, Miramar = 5, etc.)Department Code (Usually Location number) (Laguna = 1, Miramar = 5, etc.)
3Job Code (Break = 5, Cook = 4, Cashier = 101, etc)Labor Allocation (Break = 5, Cook = 4, Cashier = 101, etc)
4GL Account NumberGL Code
  1. The Payroll ID/Employee Code is setup in the POS. R365 pulls whatever is setup in the POS, so if changes need to be made, they should be updated in the POS.  Different POS systems have different names for the Payroll ID (Exe. External ID).  Please be sure to NOT change the POSID, as this will create duplicate employees in R365.   The end goal is to have the Payroll ID/Employee ID, match in all three systems
  2. If Location Numbers do not match, please work with your Paycom Representative. Changing R365 location numbers may result in issues with Vendor integrations
  3. If Job Codes do not match, we recommend creating new Job Codes in Paycom. Please work your Paycom Representative for assistance
  4. GL Account Numbers/GL Codes and mappings can be updated in Paycom. R365 GL accounts cannot be marked as disabled, or be a Parent Account. Accounts much match exactly including trailing zeros

 

How to send punch details to Paycom: 

  1. In R365 hover over the ‘Account’ menu and select ‘Payroll Connect’ to open the Payroll Connect prompt
  2. Choose ‘Paycom’ as the Payroll System
  3. Enter the Start and End Dates, choose the Locations, then click ‘Export Details’
  4. A confirmation dialog box will confirm success of transmitting the data to Paycom or will provide an error message with suggested next steps.

How to import Journal Entries from Paycom:

  1. Paycom will automatically save a Journal Entry template to a secure FTP folder
  2. R365 will check the FTP folder every 15 min for new files and import them as an unapproved Payroll Journal Entry
    • If the JE import seems to not be working, please ask your Paycom Representative to verify the JE file being saved in the FTP folder, and email it to R365 Support so it can be reviewed
    • If the file was saved in the FTP folder and was not imported, an error file will be created with which specific GL accounts did not match / do not exist

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