Restaurants

The Restaurants activity in PAR OPs is crucial for managing and identifying each unique physical location within a company. Each Restaurant Unit represents a distinct location and must be created to accurately identify the unit and its corresponding POS data. This activity ensures that daily information is generated for each unit, linking it to the POS Linking Group and the Business calendar specific to the restaurant entity. Additionally, the Restaurants activity plays a key role in opening and closing periods for each unit, which is managed through Period Control. This setup helps maintain organized and efficient operations across all restaurant locations within a concept.

Period Control

Period Control options are available under the Actions button in Restaurants. This allows you to Open Previous periods or to Close periods.

This requires the Open/Close Periods Advanced Permission. To close periods with missing POS data, you need to have Close Periods with Missing POS Data Advanced Permission.

• A red dot in the Unit Number column indicates that the Period is not current. This means that the current date is outside of the period end date plus the extended days available to enter data for a period. A yellow dot indicates that the period data entry date range (period end plus extended days) is close to expiring.

How do I add New Units?

Once you have opened Restaurants, perform the following:

1. Open a support ticket at least 3 weeks prior to opening
2. Fill out the New Unit Request Form.
3. An invoice will be sent for the new unit. Once it is paid, the unit is created and the ticket is closed.

The PAR Ops team defines the initial Fiscal Calendar, Subscription Type, and Start Date for each new Unit. Customers are responsible for maintaining the configuration for their Restaurant Units including verifying the new unit detail lines, creating unit user logins, creating POS data sources, and assigning the appropriate Smart Groups.

How do I Maintain Restaurant Units?

The essential data to set up a Restaurant Unit includes:

• Unit Number
• Unit Name
• POS Linking Group
• Fiscal Calendar: Assigning the correct Fiscal Calendar is critical. If the incorrect calendar is assigned and data starts posting for the Unit, it creates period information that may not be able to be switched to another Fiscal calendar.
• Subscription Group: Subscription Group only displays in this activity to the PAR OPS Support Admin login. Although it can be switched, it is important to get the correct subscription group assigned as it impacts what Activities the restaurant will have access to, and the amount they are billed for their subscription.

After PAR OPS Support Admins have set up these initial details, administrators at your organization enter the additional details to maintain the Restaurant Units. The details below are not a comprehensive listing of all settings, but the most important for the majority of restaurants.

1. Open Restaurants.
2. Enter the correct Store Number.
3. Enter the unit name in the Store Name column.
4. Check Hide in the Hide column if this unit is no longer being used.
   • Easy mode does not have an option to show hidden rows. Carefully consider this before selecting this option.
5. Assign the correct option in the POS Linking Group column.
6. Select the appropriate calendar in the Fiscal Calendar column.
   • Assigning the correct Fiscal Calendar is critical. If the incorrect calendar is assigned and data starts posting for the store, it creates period information that may not be able to be switched to another Fiscal calendar.
7. In the Account Mask column, enter the mask that this unit should use when exporting data.
8. Check the box in the Allow Close Period with Missing POS Data column if you would like this selection for this unit.
   • You must have the Allow Close Period With Missing POS Data Advanced Permission to check this box. This Advanced Permission is only available for above-store and administrator roles.
   • This only affects the current period. You must save after checking the box prior to selecting the Close Period option under Actions. Once you close the current period, the check disappears (see Period Control for more information).
9. Enter the number of days that information can be entered in the Extend Days Default column.
10. Enter a time in the Adjusted Midnight for Business Date column.
    • It's important for restaurants that post sales after midnight to enter an adjusted midnight time. This prevents post-midnight sales from being assigned to the next business date.
11. Check the box in the Enable History column if you want to be able to import historical data for the store.
    • The historical data imported is set up in History tab of the Import Data activity.
12. Enter contact information for all columns in the Primary Contact and Address bands.
13. Select the group in the Payroll Group column.
14. Enter the ID in the Payroll Unit ID column.
15. Select an option in the Timecard Source column.
    • POS: Employees clock in/out using the POS.
    • DC Time Clock: Employees clock in/out using PAR OPS.
    • POS with DC Edit: Employees clock in/out using the POS, but edits can be done in PAR OPS instead of having to go back into the POS to make corrections.
16. Check the box in the Disable SSN Validation column.
17. Check the box in the Allow Manual Tip Distribution column.
18. Enter a date in the In-Service Date column.
    • This is the day that this store should first have sales in PAR OPS.
19. Enter a date in the Store Closed Date column.
    • To retain data for Closed stores, they would need to be moved to an Archive subscription group within 30 days.
20. Enter a time in the Business Day Start Time column.
21. Enter a time in the Store Close Time column.
22. Check the box in the Enable Inventory Estimating column to give this unit the ability to estimate inventory.
    • Please see Item Master for more information on estimating inventory.
23. Select the sales in the Forecast Format column.
24. Check the box in the Enable Purchase Measure Verification column.
25. Enter details for the columns in the Bank Information band if you'd like to enter the store's banking information.
26. The Unit Lock Control band shows details about edits for the current period (see Period Control for more information.)
    • Edit Start Date: The start date of the period which you may edit data for the current period.
    • Extend Days: The amount of days past the period close date which you may enter/edit data.
      • The Extend Day Default column will place a default value in this column, but you may override the default by entering a different value in this column.
    • Edit End Date: The Close date of the period plus the Extend Days value will produce the Edit End Date, which is the last date you can edit for the current period.
27. Select Save.

How do I close Periods?

Once you have opened Restaurants, perform the following:

1. Select the Store(s) you wish to close period(s) for.
2. Click Actions.
3. Make the appropriate selections from the Close Period Options dialog box.
   • This requires the Open/Close Periods Advanced Permission. To close periods with missing POS data, you need to have Close Periods with Missing POS Data Advanced Permission.
   • When you check the box to Allow Close with Missing POS Data column in Restaurants, you must save prior to attempting to close the period. After the period is closed, the box will uncheck and you must check and save prior to closing the next period with Missing POS Data.

When you have Unapproved Items, PAR Ops may not allow you to close the period. An error prompt alerts you to the fact you have unapproved items.

To find the items that need to be approved to close a period, launch the Approve for Accounting activity. This will enable you to review all unapproved items for the period.

The Approval Log (MU) Report (RDC_ApprovalLogs_Rpt) is a report to run to find any unapproved items which may prohibit you from closing a period.

How do I open Periods?

At times, a Unit will need to roll back a period to add information. This is only available through the Restaurants activity and requires the Advanced Permission Open/Close Period.

1. Select the Unit(s) you want to Open Previous Periods(s) for.
2. Click Actions > Period Control > Open Previous Period(s).
3. Enter the appropriate selections into Open Previous Periods Options.
4. Click Ok.

What is Available to View and Edit in the Account Mapping Tab?

Account mapping enables above-store users and administrators to link a configured PAR OPS account with a store-level identifier (like an individual account number or code) required for export by the store’s accounting software. This feature is available in both the Restaurants and Accounts activities.

Explanation of Columns:

• DC Account: The account name configured in PAR OPS.
• Mapped Account: The identifying code for the individual location, as configured in your accounting system for export.
• Start Date: The date that account mapping becomes active. Any exports from this date forward will use the mapped account rather than the DC Account.
• Visible: Toggle to the ‘On’ position to make the selected mapped account available for use.
  • If toggled to the ‘Off’ position, exports will use any enabled mapped account configuration with a prior start date. If no prior configuration is available, exports will use the Default configuration.
• Transaction Identifier: Additional configuration that may be needed to export to your accounting system.
• Mapped Account Description: Include any alternate description for the DC Account that should be used as part of your export (such as a different account name.)
• Default Memo: Additional configuration that may be needed to export to your accounting system.

How Do I Auto-Generate Mapped Accounts

When you auto-generate mapped accounts, PAR OPS uses the Account Mask (visible in the Accounting tab of the Restaurants activity) to define the structure of the mapped account identifiers that it generates for the selected store. You can only auto-generate mapped accounts in the Restaurants activity.

1. Go to the Restaurants activity.
2. Select the Accounting tab.
3. Select the check box next to the desired store.
4. Select the ellipses (...) button in the header bar.
5. Select Generate Mapped Accounts.
6. Select a Start Date.
7. Optional:
   • Check the box next to Generate Unmapped Only to only generate mapped accounts for PAR OPS accounts that are currently unmapped at this location.
8. Select Generate.

How Do I Manually Add a Mapped Account?

Mapped accounts can be added by above-store or admin users in the Accounts or Restaurants activity.

1. Go to the Restaurants activity.
2. Select the Accounting tab.
3. Select the Chevron > next to the desired store.
4. Select the Account Mapping tab.
5. Select +Add Account Mapping.
6. Select a DC Account.
7. Enter the Mapped Account identifier.
8. Optional:
   • Adjust the Start Date.
   • Choose whether the account is Visible.
   • Enter a Transaction Identifier.
   • Enter a Description for the Mapped Account.
   • Enter a Default Memo.
9. Select Save.

How Do I Modify a Mapped Account?

1. Go to the Restaurants activity.
2. Select the Accounting tab.
3. Select theChevron > next to the desired store.
4. Select the Account Mapping tab.
5. Make any necessary changes to the mapped account.
6. Select Save.

How Do I Delete a Mapped Account?

1. Go to the Restaurants activity.
2. Select the Accounting tab.
3. Select the Chevron > next to the desired store.
4. Select the Account Mapping tab.
5. Select the Trash Can icon next to the mapped account you’d like to delete.
6. Select Save.

FAQ

Who cares about restaurants?

Managers, administrators, and operations staff who oversee multiple restaurant locations care about the Restaurants activity to ensure each location is properly identified and managed.

What is the goal of restaurants?

The goal is to accurately identify each unique physical location within a company, ensuring that daily information and POS data are correctly linked and managed for each unit.

Where can this information be viewed?

This information can be viewed in the PAR OPs system, specifically within the Restaurants activity and related administrative settings.

What other reports or activities are impacted by an entry in restaurants?

Entries in the Restaurants activity impact daily information generation, POS data linking, and the opening and closing periods for each unit, which are managed through Period Control.

Can units be deleted?

Only in one very limited instance. A row can only be deleted if you have started to enter information for a row, and you click Delete prior to saving information for that Restaurant Unit. Once you save a row of data, it cannot be deleted. If you attempt to delete a row after data has been saved, it will result in an error.

There is no indication of this error when you delete the row. A prompt asks if you want to delete the row, and the row will disappear. This error is only triggered the next time you attempt to save changes.

To ensure a restaurant is not used, click the checkbox in the 'HIDE' column. This removes it from use, but preserves historical data.

How is a new subscription group added?

Currently, System Administrators have the ability to add a unit to an existing subscription group in their database. If you need a new subscription group, please complete a New Unit Request Form and Data Central will add a new subscription group.

How do I update a mapped account but maintain historical account data?

If you want to retain historical data when making a change to the account identifier or Start Date (such as for a planned account migration or process change), it’s recommended to add new line when updating the mapped account, then disable the old one by toggling the Visible column to off.