xtraCHEF: Sales Setup

In this Article:

• What Is Sales Setup?
• Step-by-Step Guide
  • General
  • Sales Mapping
• Next Step

What Is Sales Setup?

Once you've connected your Toast POS with xtraCHEF, the next step is to complete Sales Setup. This step creates the framework for xtraCHEF to break out your sales data in more advanced reporting automatically.

For QuickBooks users, this step also creates the automation for xtraCHEF to push daily sales journal entries to your company file.

Learn how to complete the sales setup steps so you can capture and break out sales from your POS and automate journal entries for accounting with QuickBooks and Intacct.

Note: As we roll out updates to the Sales Setup experience, the content in this video may differ from what you see in your xtraCHEF account.


 

Sales Setup Step-by-Step Guide

Select the gear icon in your account's top right corner. Then, select Sales Setup. This will bring you to your Sales setup page. Here, you will see General details ready for configuration. Read on to learn about specific selections for each setup category.
 

General

Note: If you do not use QuickBooks or Intacct for accounting, you can skip General details and move to the Sales Mapping section of this article.

Step #1: Breakout by Revenue Center

If you utilize revenue centers in your Toast account and want to post sales to your accounting software by revenue center, toggling on Breakout by revenue center will separate sales by revenue center. If you do not use revenue centers or don't want sales to post by revenue center, keep this toggled off.

Step #2: Discount Handling
 

Discount handling enables you to customize how discounts appear in your journal entries. By default, you have three options to choose from:

1. Post by sales category: This is your default selection and will post discounts according to the sales categories assigned in Toast.
2. Post by type: By selecting Post by type, you're indicating that discounts should be broken out by discount type rather than sales category.
3. Post by revenue center: This selection will break your discounts out by revenue center rather than sales category or discount type. You can only make this selection if revenue centers are in use by your restaurant and if revenue center breakout is enabled in step #1.

Step #3: Auto-Payout Tips
 

Toggling on Auto payout tips creates a cash payout entry. This is particularly beneficial If you pay credit card tips out as cash each night. Once toggled on, the total tip amount will be subtracted from the day's total cash amount.

If Auto payout tips are turned on, you will have the option to further customize this by selecting Cash Tips only.
 

Step #4: Auto-Adjust Journal
 

By default, Auto-adjust journal will be toggled on with a threshold amount of $10. When enabled, an overage/shortage greater than your threshold amount will automatically create an adjustment titled "Cash Overage/Shortage."

Step #5: Sales Sync
 

By default, Sales sync will be toggled on. This means xtraCHEF will post journal entries to your account system once sales mapping is configured. If you do not want Sales syncs to occur with your accounting system, you may toggle Sales sync off.

Note: If Sales sync is toggled off, steps 6, 7, and 8 of this guide will not appear for you. To proceed, finish your sales setup process by selecting Save.

Step #6: Journal Update Frequency
 

Need to automatically update previous sales in xtraCHEF? You can just set your Journal update frequency up to 30 days. If past records do not need to be updated, you can choose 0 as your journal update frequency day.

Step #7: Payments/Fees Posting Method
 

Payment/fees posting method allows you to choose how your credit card payments should appear in journal entries. By selecting Post as total sum, xtraCHEF will lump these amounts together and post them accordingly. Post by card type, on the other hand, will post these payments and fees separately.

Step #8: Amex (American Express) Posting Method
 

Want to break out Amex payments/fees separately from other credit cards? You can do this by selecting Post as separate total sum. Otherwise, xtraCHEF will default to Post with other credit cards for Amex transactions.

Step #9: Save Selections

Once these selections have been made, select Save in the top right corner of your xtraCHEF window. You can save anytime during Sales setup, but you will want to ensure your work is locked in before proceeding to Sales Mapping.

Sales Mapping

Sales mapping enables you to connect your  with corresponding COGS Groups and general ledger (GL) codes. This allows food cost and COGS-related reporting. If you plan to utilize QuickBooks or Intaact sales syncs, this will also configure how your journal entries post. To begin, select the Sales mapping button, located next to Save, and at the end of your General details setup.
 

Upon selecting Sales mapping, you will see a list tabs on the far left side, beginning with your sales categories. If your account is configured to integrate with an accounting platform, additional categories such as Tips, Discounts, Taxes, Service Charges, and more will populate alongside your sales categories. Use these to quickly navigate through this page.

Your sales categories have have been synced directly from your Toast account and will be displayed under the Description column. Match each sales category to a COGS group and a GL description.

• The COGS Group column is vital to proper accounting. Select each COGS group for each sales category. You can also select +Create to set up a new GL code right on the spot. If applicable, xtraCHEF will then sync this code into your accounting software.
• The GL Description column needs to be filled in and it will populate with suggested answers based on what words are in the Description column. They will be marked as Income too. You may select View all GL types is you don't see what you're looking for, but be careful as this can result in skewed accounting.
• Use the checkboxes to the left and select Bulk update at the top to quickly map many line items at once.

Note: If Sales syncs are toggled off (step 5 in ), you will only need to map sales categories to COGS groups. By default, these selections will be empty. This can assist when journal posting is disabled.
 

Step # 10: COGS Mapping

To begin mapping these categories, select an empty COGS group field and choose the group that best fits.

In instances where our default COGS group options don't accurately describe your sales category, you can simply select Create. Then, type in a new COGS group name and select Save.
 

Once you've mapped your sales category to a corresponding COGS group, be sure to select Save to lock in your selections.

You can repeat this step for your Discounts section to further breakout these line items by COGS group for reporting. If you do not use QuickBooks Online or QuickBooks Desktop, completing this step will finish your Sales Setup configuration.

Step # 11: GL Description Mapping

For xtraCHEF to send sales syncs from Toast Web to QuickBooks, you will first need to complete Sales Setup. To do this, you'll need to have first synced with your QuickBooks account and Toast Web. For more information on connecting with Toast Web, visit .

If your QuickBooks integration is enabled, you will see all of the framework Toast uses to record your transactions in addition to sales categories, such as Tips, Discounts, Taxes, Service Charges, Payments, Payment Fees, etc. A breakdown of these sections is in the chart below.
 

To map a GL code to a category, select the sales GL Description field and choose the most applicable option for the category.
 

Your mapped GL codes will not save automatically, so don't forget to select Save to lock in your selections.

Note: This includes all of your category groups (Sales Categories, Tips, Discounts, Taxes, Service Charges, Payments, Payment Fees, etc.) Failure to map all of these fields will result in an extraction failure. If you ever run into extraction failures, there's no need to fret! Failed extracts can always be re-extracted via your . 

Step # 12: Complete Sales Mapping and Save

Your mapped COGS groups and GL codes will not save automatically, so don't forget to select the Save button when you're done!


 

Next Step

By completing this step, xtraCHEF now knows how to distribute your sales by category for reporting. To maximize xtraCHEF's analytical capabilities and to view reports that compare sales and purchases, be sure to complete .