Union Best Practices

Union Menu Setup:

• Sales Categories
  • All items MUST be assigned to a Mater Sales Category or it will not poll into RASI
• Revenue Centers for Report Card reports will mirror what is set up in Union
• PLU's will generate in Union for each item
• Modifiers need to be built as individual items in order to generate the PLU for menu engineering

Union Employee Setup:

• Best Practice is to assign Jobs to an employee upon setup
  • New employees must be entered into Union on or before the first day they work a shift
  • Polling will not pick up hours that are manually entered into Union prior to the day the employee is built in the system
  • If employee is not built out in Union prior to the first shift, those hours will need to be manually entered into RASI
• Employee ID field in Union will differ from the Employee ID RASI will use to poll payroll information
  • Set up employees in Union and RASI on the day they are hired
  • After the first time the employee clocks in RASI will generate a POS ID which will need to be entered into the employee's RASI profile
  • Report Card, Employee Reports, Employee Information will display this POS ID number
• Best Practice is to give dummy users (i.e. Bar Terminal, FOH Training) and salaried employees zero dollar pay rates
  • If non-zero pay rate is assigned, these hours will need to be deleted prior to beginning payroll and the pay period repolled
  • RASI reports are still able to show zero rate clock-ins if ever necessary

Union Discount Setup:

• Best Practice is to use Item Level discounts instead of Check Level discounts
• Only predefined discounts in Union will poll to RASI report card mappings. Manually entered custom discounts will not poll
• Discounts will be mapped to GL's in RASI with consideration for compliance and use tax implications
  • Consider clear naming conventions for proper use by staff
  • Consider avoiding generic comps that don't give clear action to resolve in future (Open% & Open$)
  • Important Distinctions
    • Whether food, alcohol or carbonated beverage is being discounted
    • Whether the comp is for an employee, owner, to build business, or resolve a customer issue
    • Whether 100% of the item is being comped

Union Non-Cash Tenders:

• If any 3rd party delivery services are used they will need to be set up in Union as a non-cash tender
  • Order is placed in Union: Ring in the order as per normal and close it to the non-cash tender in Union. This will poll to the delivery service on the sales transmittal in RASI
  • Payment is Received: Will be entered as a misc. deposit in RASI against the Delivery Service GL
• If Catering Deposits are Taken:
  • Set up a non-cash tender called "Applied Catering Deposit"
  • Create a sale for the Catering Deposit and close it per the tender that is used. This will poll into the Catering Deposit line on the sales transmittal
    • If the deposit is given via check, it will be entered as a misc. deposit in RASI to the Catering Deposit GL
  • On the day of the event, the order will be rung in as per normal and closed to the non-cash tender "Applied Catering Deposit". If a balance remains, collect form of payment and close check as per normal.
  • Catering deposits will live on the balance sheet as a liability until applied.
• House Accounts - This is only to be used if the balance will be paid back. This is a person or organization that will place an order and pay for it at a later date.
  • Set up the name of the House Account as a non-cash tender in Union
  • Ticket will be rung in as per normal and closed to the House Account non-cash tender. This will poll to the House Account line on the sales transmittal
  • When the balance is paid, it will be entered as a misc. deposit to the House Account GL
  • Best Practice is to have one generic House Account GL in RASI which will live as an asset on the balance sheet

Union Refunds:

• If refund is due (customer complaint, incorrect charge, chargeback, etc...)
  • Refund amount from Union will be manually entered as a Paid Out to GL 5320 Bad Debt Expense
  • Refund amount from Union must be manually subtracted from polled credit card tender totals on the RASI sales page