RMS Cloud & Toast POS integration.

Overview

Toast is a cloud-based restaurant management software offering a comprehensive all-in-one point of sale (POS) system.

Unlock a seamless experience for both your staff and guests with the powerful integration between RMS and ToastPOS. Designed to streamline workflows and elevate guest satisfaction, this integration offers:

• Room Charges: Effortlessly post dining charges from ToastPOS directly to guest folios in RMS for accurate, real-time billing.

• Tipping: Simplify gratuity management with integrated tipping support, ensuring smooth and transparent transactions for your team and guests.

• In-House Reservation Search: Instantly locate in-house reservations within ToastPOS, empowering your staff to provide faster, more personalised service.

• Multiple Restaurant Support: Seamlessly manage multiple dining venues within a single property, improving operational efficiency and enhancing the overall guest experience.

CLICK HERE for more information about ToastPOS.

This article provides step-by-step instructions to connect your ToastPOS system with RMS, enabling seamless posting of charges and accurate revenue tracking.

Prerequisites

Before beginning the integration process, please ensure you have the following setup and information ready:

• Toast POS Portal Access

You must have Administrator access to your ToastPOS portal to configure and manage integration settings.

• RMS Cloud Access

Administrator access to your RMS database is required to complete the connection and configure charge mapping.

Toast POS Configuration Requirements

• Revenue Centres

Ensure Revenue Centres are set up in Toast POS to track sales by service area. These centres will be mapped to service periods and charges in RMS.

• Menu Items & Sales Categories

Charge mapping in RMS relies on Sales Categories from Toast POS. Make sure sales categories are created and assigned to your menus, menu groups, or individual items.

• Need Further Toast POS Support?

For help with setting up Revenue Centres or Sales Categories, please contact ToastPOS Support directly.

RMS Cloud Configuration Requirement

• Sundry Items

Create Sundry Items in RMS to map Toast POS charges such as menu items, tips, and service fees.

Setup Guide

1. Configure Integration in ToastPOS

Navigate to Menu > Integrations > Integration Management > Configure Integrations.

Go to My Integrations, then select Settings to continue.

Enter your RMS Cloud Client ID as the Group ID for each restaurant you wish to connect.

2. Activate ToastPOS Module in RMS Cloud

In the side menu of RMS, Navigate to Menu > Module Market.

1. Search for ToastPOS.
2. Toggle the switch to Activate.
   
    
3. Enter the ToastPOS Restaurant GUID (provided by Toast POS).
4. Read the Terms and Conditions
5. Read and Scroll Down to Activate POS.
   

3. Access ToastPOS Mapping in RMS Cloud

In the side menu of RMS, navigate to Setup > Accounting > Toast POS.

1. Select the relevant Property.
2. Choose the specific Restaurant.
3. Click on the Front Office Mapping menu.
4. Click the Add icon to add a new Revenue Centre mapping.
   

4. Add Revenue Centre Mapping

1. Select the Revenue Centre from the dropdown list.
2. Default Sundry: Assign a default sundry to be used if a charge is posted from ToastPOS that hasn't been specifically mapped.
3. Tip: Assign the dedicated Tip Sundry you created in RMS. This sundry will apply to all revenue centres for the selected restaurant.
4. Select Save (Don't Exit)
5. Click the Add icon within the Revenue Centre mapping to add service period mappings.
   

5. Configure Service Period Mapping

1. Navigate to Period.
2. Enter a Description for the period (e.g., "All Day").
3. Set the Start Time and End Time for this service period.
   

1. Navigate to Mappings.
2. Sales Category: This dropdown list will populate with the Sales Categories configured in your ToastPOS system.
3. Sundry Id: Assign the corresponding Sundry you created in RMS for posting charges associated with this ToastPOS Sales Category.
   

1. Navigate to Service Charges.
2. Service Charges: This list will populate with the Service Charges configured in your ToastPOS system.
3. Sundry Id: Assign the corresponding Sundry you created in RMS for posting these service charges.
4. Select Save/Exit.
   

1. Additional Periods can be added if required (Optional).
2. Select Save/Exit.
   

6. Configure Interface Options

This setting allows non-room charges from ToastPOS to be posted to a specific account in RMS Cloud at the end of the day.

1. Navigate to Interface Options.
2. Select the Property and Venue. (Optional)
3. AccountId: This is only required if point 5. POST EOD Sales, is selected. (Optional)
   Enter the ID of the RMS Cloud account where you want these non-room charges to be posted. This could be your property's general POS account or a dedicated Posting Master account.
4. Room Charge Receipt Id: Assign the ToastPOS payment type used for room charges to exclude these transactions from the EOD sales posting.
5. POST EOD Sales: Tick the checkbox to enable the automatic posting of end-of-day sales. (Optional)
   1. Auto EOD Run Time: Set the desired time for the EOD sales to be posted automatically.
      (Recommendation: Set this time to run before your RMS Cloud end-of-day process to ensure charges are posted with the correct accounting date.)
6. Restaurant GUID: This is Automatically populated and should not be changed unless directed to by RMS or ToastPOS.
   

7. Configure Receipt Mapping

1. Navigate to Receipt Mapping.
2. Assign the different ToastPOS Payment Types to the corresponding Receipt Types in RMS Cloud. This mapping is used for posting non-room charge receipts.
3. Select a Card Description if applicable.
4. Select Save/Exit.
   

Once you have completed these steps for a restaurant and its associated revenue centres, the integration between ToastPOS and RMS Cloud will be active. Remember to repeat this entire process for every other restaurant and revenue centre you intend to connect to your RMS system.

Connected

When the setup is completed and active, transactions from ToastPOS are displayed in RMS with the description and amount configured in the Service Period Mapping and Receipt Mapping.      

Reporting

The standard host of reports available in RMS will report on any transactions posted to an account. 

Some recommended reports include (but are not limited to): 

• Cash/Charge Report
• Flash Report
• Sundry Usage Report
• Audit Trail Report
• Night Audit Report