This article is part of the GL Sales Module.




GL Sales mapping must be free of 'Problems' in order for GL Sales to post. Once posted, the GL Sales data is used for all GL-level reporting, including GL exports and the Ops Statement. 


If discrepancies are found in the GL-level reporting, the GL Sales mapping should be audited, as well as the POS data. 

  • Important Note: If discrepancies are found within the POS data, the issue must be resolved at the POS level before the discrepancies in GL Sales can be resolved. 


This article reviews:

GL Sales Rules Validation Problems


The GL Sales Rules are auto-validated before each posting. The GL Sales Rules page lists all of the potential problems within the GL Sales Rules. If any problems are present, the GL Sales Rules must be repaired before GL Sales can post. 


Reading GL Sales Problems



Each 'Problem' listed in the GL Rules Problems section contains the following information:

1) Type of Problem 

  • All/Choose/Only - An issue exists with conflicting Advanced Options settings for multiple Rules

  • All Present Check - An issue exists where a Subcomponent within a Sale Type category is not mapped

  • Duplicate - An issue exists where a Rule is duplicated

  • Grouping Check - An issue exists where a Subcomponent is assigned to multiple Rules within the Advanced Options

2) What - Specifics of what is causing the issue


3) Where -  Which Sale Type Category or specific Rules that are impacted


Repairing Issues


Refer to the 'Create and Edit a GL Sales Rule' article to learn more about adjusting GL Rules.

  • All/Choose/Only
    • Check each Rule within the Sale Type Category and adjust them so that either All or Choose/Only are used.
      • All - Applies the Rule to all Subcomponents of the selected Sale Type
        • Important Note: If 'All' is used, no other Rules for the selected Sale Type can be created. Creating additional Rules will cause errors, and GL Sales will not post.

      • Choose - Applies the Rule to only the selected Subcomponents of the Sale Type

      • Only - Applies the Rule to all Subcomponents except the selected Subcomponents

  • All Present Check 
    • Edit an existing Rule, or create a new Rule to map the missing Subcomponent. 
      • Note: Sometimes, missing Subcomponents can be a mystery. In these cases, the POS Log can be used to view the date and Location associated with the Subcomponent's first import from the POS.

      • Note: Occasionally, a new GL Code will need to be created to map new Subcomponents. GL Codes can be added at any time on the GL Codes page within Company Configuration.

  • Duplicate
    • Remove the duplicated Rule

  • Grouping Check
    • Edit the existing Rules, and ensure that each Subcomponent is only mapped once.


When all Rules are repaired, autopost GL Sales to ensure that the new mapping is applied to past days. 


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POS Log


The POS Log is used to determine when a Subcomponent was imported, and from which Location. This log is frequently used to investigate new Comps, Promos, and Paid In/Outs. However, all Sale Type Categories are listed, as well as Jobs and Order Modes.


The POS Log is found within Company Configuration. This page lists each Subcomponent imported from the POS by Sale Type.  


Follow these steps to review the POS Log:

  1. Navigate to the POS Log
  2. Select the Sale Type for the Subcomponent in question
  3. Review the name, date logged, and Location



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UnSpecified and Blank Name


UnSpecified

Revenue Centers, Order Modes, and Day Parts will have an 'UnSpecified' subcategory created when the POS does not provide a definition for the Revenue Center, Order Mode, or Day Part.

Important Note: If Advanced GL Mapping is being used to break out Sales by Revenue Center, Order Mode, and/or Day Part, the Sales for the 'UnSpecified' subcategory will not be posted, and a System Balance will be created to balance the Journal. 


'UnSpecified' Revenue Centers, Order Modes, and Day Parts can be audited on the POS Sales Report. 


 Blank Name


The Sale Department 'Blank Name' is created by Radar when no Sale Department is associated with the sale of a Menu Item. Once 'Blank Name' has been created as a Sale Department, it must be assigned to a GL Sales Rule. Frequently, this Sale Department is mapped to a placeholder GL Code, such as 'Ask My Accountant'. 


The Consolidated Pmix report can be used to identify the specific Menu Items in the 'Blank Name' Sale Department. These Menu Items do not have a Sale Department assigned in the POS. Each Menu Item will need to be corrected in the POS to ensure proper mapping moving forward. 


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Consolidated Pmix


Occasionally, it is unclear which Menu Items are included in a newly-imported Sale Department. 


Important Note: The Sale Department 'Blank Name' is created by Radar when no Sale Department is associated with the sale of a Menu Item.  


To determine which Menu Items are included in a Sale Department, the Consolidated Pmix report is used. This report will list all Menu Items sold within the mystery Sale Department. 


Follow these steps to run the Consolidated Pmix report:


  1. Confirm that the Sale Department is assigned to an MSD (Master Sale Department)
    • Important Note: The Consolidated Pmix report will not include Sale Departments that are not assigned to an MSD.

  2. Navigate to the Reports module

  3. Open the Consolidated Pmix report


  4. In Step 1 Options - Select 'All Locations'
  5. In Step 2 Options - Select a week when the mystery Sale Department was used
  6. In Step 3 Options: 
    • Change the 'View By' filter to 'Location'

    • Select the mystery Sale Department from the 'Sale Department' drop-down



  7. Run and review the report
     

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GL Sales Audit


If all Rules have been mapped and discrepancies are still present, the following steps can assist in tracking down and correcting potential issues:


  1. Autopost - Autopost the date of the discrepancy with the current GL Sales Rules configuration. 
    • Note: If this resolves the discrepancy, the issue was that the current Rules had not been applied to past days.

  2. Review the General Ledger - Run the General Ledger report for the last week and review the postings. This report will show each amount that has been posted to each GL per day. In reviewing the General Ledger, confirm that each amount and GL are accurate.



  3. Review the GL Rules Audit Export - The GL Rules Audit Export will list each mapping in a simple CSV table. This export can help identify any incorrect mappings.




  4. Review the 'Checks Out of Balance' Export - This export will list all checks that are out of balance in the POS data. Checks out of balance will cause 'System Balances' to be created in Radar.

    • Note: If checks are out of balance, the issue most likely originates from the POS. Please audit the POS data and reach out to R365 Support with any discrepancies.

  5. Correct Mappings - If any mappings are incorrect, navigate to the GL Sales Rules page and edit the mappings. 
    • Note: Remember to autopost after adjusting the mappings.

  6. Contact Support for Assistance - If the discrepancy is not resolved with the above steps, contact R365 Support. When submitting the discrepancy request, please include the following information:
    • The date of the discrepancy
    • A copy of the report or export where the discrepancy was found
      • Note: If the discrepancy was found on a Radar page, please include a screenshot of the discrepancy. 
    • What Radar is reporting
    • The expected reporting
    • Any troubleshooting steps already performed



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