Setup Epos Now with RMS Cloud.

Overview

The Epos Now integration allows you to connect your Point of Sale (POS) with RMS so that charges, revenue and guest details stay in sync across both systems.

Prerequisites

• Epos Now App Store Access
  You will need access to the Epos Now App Store.
• RMS Cloud Access 
  You will need Administrator access to your RMS database.

• Menu Items and Sales Categories in Epos Now
  Charge mapping in RMS is done through Sales Categories in Epos Now. Make sure you have created and assigned sales categories to your menus, menu groups, or menu items in Epos Now. 

   

Functionality

With the Epos Now ↔ RMS integration, you can:

• Let guests charge purchases to their room.

• Ensure POS revenue is posted into the correct reservation or POS account in RMS.

• Use RMS reports for a consolidated view of accommodation and POS revenue.

• Configure which POS items map to which Sundry Charges in RMS.

This helps reduce manual data entry, minimise billing errors, and streamline reconciliation at the end of each day.
 

Charge to Room (Posting Transactions)

Guests can charge purchases from locations such as:

• Restaurants

• Bars

• Cafés

• Shops and other POS locations

• Completed Epos Now transactions can be:

  • Posted to the guest’s reservation account in RMS, or

  • Posted to a configured POS account in RMS (for non‑room charges or house accounts).
     

Guest & Stay Sync (Check‑In / Check‑Out)

The integration keeps guest stay status synchronised between the RMS and Epos Now.

At Check‑In

When a guest is checked in using RMS:

• RMS sends the check‑in event to Epos Now.

• An active guest/stay record is created or updated in Epos Now so that staff can search and select the correct guest/room when posting charges, and they are correctly linked back to the RMS reservation.

At Check‑Out

When the guest is checked out in RMS:

• RMS sends the check‑out event to Epos Now.

• The guest/stay record is updated/closed in Epos Now to prevent new room charges from being added after checkout, which will reduce the risk of incorrect postings.
   

POS Item to RMS Sundry Mapping

To ensure accurate reporting and financial categorisation, Epos Now items can be mapped to RMS Sundry Charges.

• Each POS item in Epos Now can be mapped to a specific Sundry Charge in RMS.

• Mapping is configured in RMS.

• You can group and categorise revenue in a way that matches your accounting and reporting needs.

Examples

• Epos Now “House Red Wine” → RMS Sundry “Beverage – Alcohol”

• Epos Now “Breakfast Buffet” → RMS Sundry “Food – Breakfast”

• Epos Now “Gift Shop Item” → RMS Sundry “Retail – Merchandise”

This ensures that when transactions post from Epos Now, they are automatically filed under the correct category in RMS.
 

Revenue Summary & Reporting

Once charges are posted from Epos Now to RMS, you can use RMS reporting to see revenue totals.

• All Epos Now POS charges that are posted to RMS:

  • Display on the guest reservation account (for room charges).

  • Display on configured POS accounts (for outlet or non‑room charges).

• These postings are then available in RMS reports, alongside:

  • Accommodation charges

  • Fees and sundries

  • Other on‑site charges
     

Configuration Validation

• RMS performs checks to confirm that:

  • Required integration settings have been entered.

  • POS outlets and Sundry mappings are correctly configured.

• Where configuration is incomplete, RMS displays clear error messages to assist your team or RMS Support in resolving issues.
   

Logging & Error Handling

• Events between RMS and Epos Now (such as postings and status updates) are logged.

• Failed postings can be identified and investigated, helping reduce missed or duplicate charges.

   

Near Real‑Time Posting

• Transactions are designed to be sent from Epos Now to RMS shortly after they are completed.

• This keeps guest folios and outlet revenue up‑to‑date throughout the day.

   

What’s Not Supported

The integration does not import historical Epos Now transactions that occurred before the integration was enabled and configured.

Epos Now Contact

• Need Help? 
  For information on creating and assigning sales categories, please refer to the Epos Now help center: https://support.eposnow.com/ 
• Further Epos Now Support
  If you require assistance with any POS related setup or performing a chargeback, please contact Epos Now Support directly: https://support.eposnow.com/