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Connecting [me] to Toast

Jenny Vaughn
Updated

*These steps are only applicable to customers who already have the "Restaurant Management Suite". All Toast integrations (including the MarginEdge integration) are only available to customers with the Restaurant Management Suite. You can view more info here.

In order to help maintain the API integration for MarginEdge, Toast does charge additional fees to their partners for each location each month. This fee is separate to your monthly MarginEdge subscription, since MarginEdge passes this fee from Toast to you, but is visible in your subscription billing module.

Here we go! Connecting to Toast requires you to first grab some information from MarginEdge and then head into your Toast account. There you will need to add a new integration (for us!) and enter that information you copied at the beginning of the process directly into Toast. 

Step by step instructions are below, or click here for a quick video tutorial! 

 

In MarginEdge

  1. In MarginEdge, navigate to Setup > Point of Sale
     

  2. Click the Connect to Point of Sale button.
     

  3. Select Toast from the dropdown list of choices
     

  4. Click "Copy Toast Location ID" button (if the copy was successful, you should get an immediate notification that it copied to your clipboard).

    Be sure to check the box "Use as Primary Point of Sale".

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  5. Open a new tab and navigate to Toast....

In TOAST

  1. In a new tab in your browser, log into to your Toast account. Click on Integrations in the navigation sidebar
    toastapi5.png

  2. Click on Browse & purchase integrations
    toastAPI22.png
     

    Note: Most Toast integrations (including the MarginEdge integration) are only available through the Restaurant Management Suite. Toast charges all US Customers $50/month per location to access this portal. If you have not yet activated this function on your Toast account then you will be prompted to subscribe to the Restaurant Management Suite.

  3. Search for MarginEdge and click Add Now
    toastapi8.png

    Note: If you do not see the 'Add Now' option, it's possible that you need to update your Toast subscription and subscribe to Toast's Restaurant Management Suite portal, as explained in Step #2. But what if you are not seeing the MarginEdge tile? Please double check that you don't already have it under your Toast integrations (under "Configure Integrations" in Toast). If none of these suggestions worked and you're still not seeing the tile then please reach out to Toast.


     

  4. If there are multiple locations in your Toast account, select the applicable ones and then click Confirm

    toastAPI24.png

     

  5. Back on the Integrations page, click on Configure Integrations to navigate to My Integrations
    toastapi6.png


     

  6. Click on the Manage IDs settings cog icon under "Actions"
    toastapi10.png

  7. Paste the copied Toast Location ID (from step #4) into the Location ID field
    Note: we want it in the Location ID, NOT the Group ID!
    toastAPI4.png
     

  8. Click APPLY

Back In MarginEdge

  1. Back to where you left off, click SAVE on the Point of Sale Integrations page.

  2. Navigate to Labor > Setup

    toastapiL1.png

  3. Click on Manage Time Sheet Rules
    toastapiL2.png

  4.  Select Set Custom Overtime Rules

    toastapiL3.png

  5. Fill out Weekly Overtime Rules
    Here's a little cheat sheet if you need some guidance...
    Reference - Explaining the Set Custom Overtime Rules screen.png
     

  6. If applicable, also fill out Daily Overtime Rules
     

  7. Click SAVE.
     

  8. Great, you're almost done! Now please send a quick email to notify help@marginedge.com so that we can finalize your integration. 

If you get stuck, feel free to reach out with any questions to help@marginedge.com. 

 

 

Including Credit Card Fees

Some restaurants want Credit Card Fees (Merchant Fees) to be included on their Toast Sales Entries. We provide this information under a line called "Deposit Summary: Fees" in the sales entry.

General Limitations:

Please note that credit card fees from Toast do not come into our system daily. Generally, there is a two to three-day wait until these appear. (This is not something that we control, but how they are released from Toast.)

The best practice is to check your sales entries before exporting them to your accounting system to make sure the fees have populated in our system. If you have your journals set up to automatically export we recommend changing the settings and placing a 3-day hold on your auto exporting. Once a sales journal has been exported our system will not populate the fees unless the entry is deleted and reprocessed.

More specific details: 

It can take up to 3 days for Toast to provide us with the CC Fee information for a sales entry. This means that we will make a Toast sales entry in MarginEdge, and the Deposit Summary: Fee line will be empty for ~3 days until Toast makes the data available. Once the data is available, we will update* the sales entry with the CC Fee data. *If the sales entry has already been exported to the accounting system, then this update will NOT happen.

If you're using the "Auto-export to accounting" feature, then it is suggested that you "delay" the auto export by 3 days for sales entries to ensure the CC Fee data is present before exporting it. In order to do this, go to Setup > Integration > Edit Configuration and find the "Days to delay sending sales entry to accounting" option and set it to "3".