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R365 Integration

Connect your Restaurant365 account for seamless data synchronization.

Overview

The R365 integration enables:

  • Automatic sales data import
  • Labor data synchronization
  • Streamlined payroll processing
  • Consolidated reporting

Prerequisites

Before setting up the integration:

  • [ ] Active Restaurant365 subscription
  • [ ] R365 API access enabled
  • [ ] Location numbers from R365
  • [ ] Admin access to both systems

Setting Up the Integration

Step 1: Enable Integration

  1. Go to Settings > Integrations
  2. Find Restaurant365
  3. Click Enable

Step 2: Enter Credentials

Provide your R365 API credentials:

Field Description
API Key Your R365 API key
API Secret Your R365 API secret
Company ID Your R365 company identifier

Getting API Credentials

Contact R365 support to obtain API credentials for your account.

Step 3: Map Locations

Match your platform locations to R365 locations:

  1. For each store, enter the R365 Location Number
  2. This is found in R365 under Location Settings
  3. Click Verify to confirm the mapping

Step 4: Configure Sync Settings

Choose what data to synchronize:

Setting Options
Sales Data Enable/Disable
Labor Data Enable/Disable
Sync Frequency Hourly / Daily
Sync Direction One-way / Two-way

Step 5: Test Connection

  1. Click Test Connection
  2. Verify all locations connect successfully
  3. Click Save

Location Configuration

For each location, configure R365-specific fields:

Required Fields

Field Description Example
Location Number R365 location ID 101
IRS Establishment Number For Form 8027 00001

Optional Fields

Field Description Example
Sales Tax Rate Local tax rate 7.75%
Date Established Store open date 01/15/2020
POS Import Type What data to sync Sales and Labor

Data Synchronization

What Syncs

Data Type Direction Frequency
Sales totals R365 → Platform Daily
Labor hours Platform → R365 Daily
Employee data Platform → R365 Real-time
Schedules Platform → R365 On publish

Sync Schedule

Default sync times:

  • Sales Data: 6:00 AM daily
  • Labor Data: 6:00 AM daily
  • Real-time: Within 15 minutes

Manual Sync

Force an immediate sync:

  1. Go to Settings > Integrations > R365
  2. Click Sync Now
  3. Select data type to sync
  4. Confirm

Form 8027 Support

The integration supports IRS Form 8027 (Tip Reporting):

Configuration

  1. Enter IRS Establishment Number for each location
  2. Ensure tip data is tracked in scheduling
  3. Configure tip pooling rules if applicable

Generating Reports

  1. Go to Reports > Tax
  2. Select Form 8027 Data
  3. Choose location and year
  4. Export for tax filing

Troubleshooting

Common Issues

Connection Failed

  • Verify API credentials are correct
  • Check that API access is enabled in R365
  • Confirm company ID matches

Location Not Found

  • Verify location number is correct
  • Check location is active in R365
  • Ensure location has API access

Data Not Syncing

  • Check sync schedule timing
  • Verify sync is enabled for that data type
  • Review error logs in Settings > Integrations

Error Logs

View sync errors:

  1. Go to Settings > Integrations > R365
  2. Click View Logs
  3. Filter by date or error type

Sync Status

Check current sync status:

Status Meaning
Synced Last sync successful
Pending Sync scheduled
Error Last sync failed
Paused Sync disabled

Best Practices

R365 Integration Tips

  1. Verify location mapping - Double-check location numbers
  2. Start with one location - Test before full rollout
  3. Monitor initial syncs - Watch for errors
  4. Keep credentials secure - Don't share API keys
  5. Review data regularly - Verify sync accuracy

Security

Data Protection

  • All data encrypted in transit (TLS 1.3)
  • API credentials stored securely
  • Access logged and auditable

Credential Management

  • Rotate API keys periodically
  • Use minimum required permissions
  • Revoke access when no longer needed

Need Help?

For R365 integration support: