When switching between Point of Sale (POS) systems, it is important to understand the changes in data that can occur. This acknowledgement outlines certain caveats about the change procedure and possible ramifications of implementing a change. Restaurant365 requires an acknowledgment that you have read and understood this document before proceeding with a POS change.
Please review this document carefully. Also, note that any POS change can take between 7-10 business days to complete.
Sales and Product Mix Reporting
Data and modules affected by changes may include, but are not limited to, the following:
- PMIX Reporting If you do not enter identical data in the new POS, we will not resolve menu items and sales categories as the same.
- Employee Resolve If you do not make the adjustments listed below prior to a system change, employees across POS platforms and locations may not resolve as the same for payroll and overtime calculations.
- Custom Work Any custom work (including payroll exports) previously created based on the configuration of your original POS may require changes. This would be outside any warranty of custom work and would therefore be billable.
- Labor Scheduling A change can affect the scheduling of existing employees if employee resolve issues are unaddressed prior to the change.
Radar Reporting:
Radar is name-based, so it is important that all items and corresponding sales categories are identical in your new POS system prior to the change. This ensures accurate reporting and a seamless transition.
Advantage Reporting:
If you would like to retain your current mappings, please ensure the POS codes or each item match in your new and old POS systems. Not all POS systems require a POS code, so it is important to monitor items to ensure the POS codes are entered properly and uniquely for each item. There are certain POS systems that require a specific field for the POS codes. If you are unsure of the proper field to enter these POS codes in, please reach out to R365 Support to confirm.
Employee Resolve
To ensure that employees resolve as the same person between systems, it is crucial that employees match several criteria prior to a change:
- Employee Name
- Employee POS Number
- SSN
- Employee Payroll ID
- Location
Our system uses one of the following four configurations to resolve employees:
- First Name/Last Name/Location/Employee (POS) Number– Default for all clients
- First Name/Last Name/SSN/Employee (POS) Number
- First Name/Last Name/SSN/Payroll ID
- First Name/Last Name/Location/Payroll ID
When looking across locations or between POS systems, we look for a 3-out-of-4 match to identify and resolve multiple instances of the same employee. Based on the four resolve methods above, your new POS system must have identical names or numbers prior to the change. Many POS systems may not have all the employee data points listed above, so the resolve method may need to be changed beforehand.
If we are resolving by First Name/Last Name/SSN/Employee (POS) Number and the new POS does not have an Employee Number field, we may need to identify which fields are common between the new POS system, then choose another resolve method prior to the change.
If you have multiple POS systems, you will need to ensure that any employees who work across locations also have identical information, so they continue to resolve the same across POS platforms and locations.
IMPORANT NOTE: It is highly recommended that all POS system changes happen directly after a payroll run to ensure accuracy.
POS-Specific Integration Features
Certain integrations are POS-specific. Any current features will need to be reconfigured after the installation of your new POS. In some instances, your new POS may not be compatible with your current integration features. Please reach out to R365 Support if you have questions regarding current POS integration feature compatibility with your new POS.
Install Fees
Install Fees vary depending on the Product and the POS due to the amount of time and resources required to remap the items from the POS to Advantage and/or Radar.
Radar-Only Install Cost
Standard Point of Sale installation costs vary depending on the POS. Most POS systems are between $75-150 per location. InfoGenesis POS install is $1,000 per location. Our Polling Team can confirm the installation fee upon request.
Advantage Install Cost
$1,200 for the first location and $200 for each additional location.
POS Change Request Form
By submitting the POS Change Request Form, I acknowledge that I have the authority to request this change and have read and understood the impact of changing POS systems on my company’s database. I recognize that implementing these changes may impact my data as described above, but is in no way limited to instances outlined in the acknowledgment.