Purpose and Overview:
Sales Accounts are required for all POS integrations to Restaurant365 in the same way that Payment Type Accounts are. A Sales Account’s purpose is to tell Restaurant365 what GL Account to credit when accounting for individual sales tickets imported from the POS. It is a ‘mapping’ of POS Sales Categories and POS Service Types to a Restaurant365 General Leger Account.
Here is a diagram & example:
The Restaurant365 POS integration automatically creates unique Sales Account records (in R365) for every combination of Sales Category and Service Type from sales tickets imported from the POS to R365. Each of these Sales Accounts must be manually mapped to a GL Account during setup (as highlighted in yellow above.)
The full list of Sales Accounts created from the integration with your POS can be seen in the Sales Accounts list view, accessed from the navigation pane. To get there, click on the Accounting module in the lower left, then Sales Accounts under the Administration node on the navigation pane. From this view it is easy to identify which Sales Accounts need to be assigned GL Accounts and assigned a Sales Account Type.
Field-by-Field Description of Sales Accounts
A Sales Account’s purpose is to tell Restaurant365 what GL Account to credit when accounting for individual sales tickets imported from the POS. This guide walks through each of the fields in the window.
Category: This is the sales category imported from your POS system. It is auto-assigned to the Sales Account when the POS import is first run. Do not edit or change this value.
Service Type:This is the Service Type imported from your POS system. It is auto-assigned to the Sales Account when the POS import is first run. Do not edit or change this value.
GL Account:This is selected manually on each Sales Account. ***Special Note: All amounts booked to the GL Accounts from Sales Accounts will be credits on the Daily Sales Summary Journal Entry.
Name: This is the name of the Sales Account. By default, it is computer generated as a combination of the Service Type, then Sales Category and should typically not be changed. It is used to identify the unique combination of each Sales Category, Service Type, and GL Account.
Sales Account Type: The Sales Account Type is used to tell the system how to account for each Sales Account. There are a variety of line items on POS transactions that require a ‘Credit’ other than menu items that you sell. The Sales Account Type is used to identify these.
Here are descriptions of the sales account types you can select from the dropdown:
- Standard (none): This should be selected for all Sales Accounts unless they specifically belong to one of the other Types.
- Catering Deposit: This is used for money received from a customer as a deposit for a catering job. Typically, the GL Account you would want to assign to this Type of Sales Account would be “Catering Deposits” – a liability account to track the amount of money received for services you have not yet performed. (After the event was delivered, you would issue an invoice to the customer and debit ‘Catering Deposits’ and credit “Catering Sales” – a revenue account.
- Catering Item: This is used for items setup in your POS system that are used for selling catering events/jobs. They might be generic or specific in nature. Typically, the GL Account you would want to assign to this type of Sales Account would be “Catering Sales” – a revenue account.
- Tip: This is used for amounts recorded in your POS system as ‘tips’ from customers for your staff. Money collected by from your customers on behalf of your staff is a liability to your company. The typical GL Account for these Sales Accounts would be ‘Tips Payable’ – a liability account.
- House Account Payment: This is used for transactions recorded in your POS system that record the receipt of money from ‘House Account’ customers (i.e. you invoice your customer via an invoice and then the customer walks into your restaurant and pays the invoice at the counter by giving you their credit card.)
- Cash Refund: This is used for transactions that you enter in your POS system to refund money to your customers. Typically, the GL Account assigned to these Sales Accounts is the same GL Account you assigned to the Payment Type Account used for recording the collecting of ‘Cash’ from customers (i.e. the Payment Type Account with the Payment Group of ‘Cash’ as shown below). Typically, the account is either an Un-deposited Funds asset account or a cash account directly (as shown in the example below).
Assigning Sales Accounts on an Ongoing Basis
After the initial setup, and all the Sales Accounts have been created and mapped to GL Accounts, there are occasions where new items are setup in 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 Sales Account that will need to be assigned a GL Account and flagged with the proper Sales Account Type.
There are three places to administer this on an on-going basis:
- Using Sales Account List View.
- The Accounting To-Do List Dashboard displays a list of any Sales Accounts missing a GL Account.
- On the Journal Entry tab of each Daily Sales Summary transaction, there is an ‘Assign’ button whenever a Sales Account associated with that day is missing a GL Account. The Sales Account Setup screen can be accessed directly from the Daily Sales Summary record by clicking on the ‘Assign’ button highlighted below. This makes it easy to quickly assign the GL Account and then Approve the Daily Sales Summary transaction.
That covers the Sales Accounts Overview. Thank you for attending this training session. This article is one of many training sessions available to you on-demand. We invite you to continue your training so that you can get the most out of Restaurant365 to help your restaurant reach it’s full potential.