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Heartland Retail Amazon Integration Manual

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About Octopus Bridge

Octopus Bridge is an application that enables brick & mortar retailer to connect their POS/ERP system with their e-commerce website and online marketplaces.

The flowchart below shows Octopus Bridge linking POS data to online stores and marketplaces. It also shows the item information uploaded from POS/ERP to E-commerce and order quantity pushed back to POS from the e-commerce platform so that the stock can be in Sync.


Octopus-online-integration
 

After you sign-up with Octopus Bridge, you will be given the login details. Login details are your Username and Password. You can login to your account at http://gui.octopusbridge.com/octopus

Once you login to Octopus Bridge using your login details, you are automatically redirected to the Product Management tab where you will be able to see all the items uploaded from the POS.

Product Management

When POS items are uploaded into Octopus Bridge, they show up under My Products’ tab in the Product Management module. This is where a user can further modify the products before they are pushed to an E-commerce platform.

The top most item or the first item displayed in this page is the last item uploaded from the POS. Example shown below: The item with Product SKU number “7909510673809” is the last item uploaded from the POS.


My Products - Octopus









8. Archive Product: To archive a product, click on the product(s), you want to archive and click on the delete button below. 9. Select Item(s): To select one or multiple items, click on the checkbox in front of it.  

My Product 2






Edit Product

Clicking on Product SKU or Item Name will redirect you to ‘Edit product’ page. This is where you can edit products’ information that are linked from the POS to Octopus Bridge. You can perform the following actions in Edit Product page:

  1. Edit Product Name: You can create new product name to be displayed in your E-commerce platform. Make sure to click on the box to prevent over-writing Product Name from the POS.
  2. Create Parent SKU: Make sure to create a Parent SKU for creating matrix items.
  3. Create Product Description: If you want to create a new description to be displayed in your E-commerce platform, make sure to check this box to prevent POS description from over-writing description in your E-commerce platform.
  4. Matrix item attributes: If you are creating a matrix item, make sure to input Style Name and Style Value.
  5. Upload Product Images: You can upload up to five images per item in Octopus. Make sure to reload page after uploading image/s.


Octopus-edit-products

Publish Items to Shopping Cart/Marketplace

After you have updated an item under ‘Edit Item’ page, you can go ahead and publish this item to a specific Shopping cart or Marketplace. Under Product Management tab.

1. First you need to select which item/s you want to publish. The example below shows we are selecting three items.

2. Next, select which Shopping cart or Marketplace you want to publish the item. In the example below we are selecting Shopify as our shopping cart.

3. Then click on the Add icon on the right to publish. Once you are done, items can now be viewed under the Shopify 'bucket.

Publishing-Items-to-eCommerce-Octopus

Note: Only Shopping carts and Marketplaces that you signed up for, will be shown in My Products page.


Shopping Cart Module

Once you have selected and added your product items to a specific Shopping cart module or Marketplace module ‘bucket’, they will start appearing under the respective bucket. Images are shown below.

Marketplace Tab

Marketplaces

Shopping Carts tab

Shopping cart

Import Products

If you do have a point-of-sale system or want to quickly edit items by Exporting / Importing multiple items, Import Products is a great option.

1. Click Add New Template to start .

2. Click History to select a file previously uploaded on Octopus Bridge.

3. Click Import New to import a new template after it has been created.

4. Action:
  • Notify- you can type in your email to get notifications if modifications are being made in the file.
  • Modify- click to update files.
  • Delete- delete existing files from the list.
All-Import-Templates-Octopus

Add New Template:

You can view the past import activities in the channel by clicking on Import History.

1. File Type: Clicking this will create a drop-down box where you can select the File Type.

2. File Name: Type in the name of the file you wish to create.

3. Column Delimeter and Text Qualifier: Use only if file type is a text file.

4. Save file after choosing the file type and the file name.



Add-New-Templets-Octopus

POS Code Mapping

You can use POS code mapping if you want to map POS values to octopus bridge values. POS values are commonly in a coded format. For example, blk. You need to set blk into black which is more understandable for users viewing the website. You can also map multiple values at the same time using a spreadsheet format.

  1. POS Code Upload Format: You can download the excel format by clicking on the “POS Code Upload Format” link.
  2. Choose File: Once you have made changes in the excel format, select spreadsheet file to upload.
  3. Click on upload after selecting file.
  4. Select Field Name.
  5. Replace All Value: Click to replace value after selecting Field Name.
  6. Item per Page: Clicking this will create a drop-down box where you can select how many product items to be displayed per page.
  7. Search: You can search specific value using the search bar.
  8. Channel Value: Edit Channel value here.


POS-Code-Mapping

Order Management

Order management tab is where you can view all the order details downloaded from your E-commerce platform. Click on View Orders and you will be redirected to the order management page.



Order-Management-Octopus


Order Search

You can search for a specific order with the following search criteria:

  • Source of Order: You can select the shopping cart/marketplace from where the order was placed
  • Order Status: Ordered/Shipped/Declined
  • Order No: Specific order number of shopping cart/marketplace
  • Username/email address: Customer’s username or email address
  • Date Filters: Sort order on a specific date period
  • SKU: Item SKU Number

order 2

All Orders:

Order Date: The date and time when the order was downloaded

Channel Mgr Order #: Each order, when downloaded into Octopus, is given an Octopus order number. This number is also pushed to the point of sale system for reference.

Marketplace Order #: This is the order number received from your website or marketplace. The number is prefixed by the platform abbreviation for easy reference. This number is also downloaded into the point of sale system.

Customer Bill To and Customer Ship-To Details are received from the website.

Total: The total amount of the order.

Status: Depending on where the order is coming from, it would be either in Pending/Processing or Paid status. Orders coming from marketplaces are marked Paid as they are already paid for. Orders coming from websites built on Magneto/Woo/etc might be marked as Processing depending on how the website is set up.

Tracking: This feature is only applicable for Offline POSs, such as RetailPro, RMS etc. Octopus Plugin updates the Tracking Number on our system generated by the Shipping company of the Merchant. It also works for the merchants, who uses Ship Station and Ship Work integration with Octopus.

Action: When orders are downloaded from website into Octopus, all items must match with items uploaded from the POS. For example, if an ordered item has a different SKU than what was uploaded from POS, the order will NOT be downloaded. In such cases, Edit link will show. This allows you to Edit the order and fix the SKU number so that it matches with one of the existing items. After the SKU has been fixed, the order would download during the next sync cycle. Orders not showing Edit indicates that the orders have been downloaded into POS and cannot be edited.

Page Tab: You can navigate to a particular page by clicking on that particular page number.

order management

Downloading Orders

Orders are downloaded automatically from the E-commerce platform to Octopus on a scheduled basis. You can also manually download orders from a specific E-commerce platform. Just click on the orders tab in the Shopping cart module you selected then click on the ‘Download orders from Shopify’ button.

download orders

Order Details

In order details page, you can view all the order information downloaded from the e-commerce platform to Octopus.

Order Details: Order details section contains the following information:

  • Order No
  • Order Date
  • Current Order Status
  • Billing Address
  • Shipping Address
  • Customer Contact Details

Order Summary: Order summary section contains the following information:

  • SKU
  • Identification number
  • Seller SKU
  • Description
  • Quantity
  • Unit Price
  • Shipping Amount
  • Tax
  • Discount
  • Grand Total

Order details

Logs

You will be able to View all the Octopus Bridge activities and errors in the ‘Logs’ tab.

1. You can search logs on a specific date period or search using a keyword in the search tab at the top.

2. You can export logs to a CSV in your local drive.

3. You can view Log details by clicking on the ‘view’ button on the right-hand side of the screen.



All-Logs
Log Details is where you can view the log activities or the error details in the channel.


Logs Details

About Heartland Retail

Heartland Retail, formerly Springboard Retail, is a cloud-based POS and retail management system. It has been designed by retailers, for multichannel and multi-store retailers. The dashboard of the POS allows users to better understand their shoppers by collecting information at the point of sale level. Using this data, the POS produces high-level reports about purchase history and customer’s buying habits. Heartland POS’ inventory management module facilitates inventory visibility across all store locations.

24Seven, in collaboration with Heartland, has developed a seamlessly POS eCommerce integration using Octopus.

Octopus is a cloud-based bridge that facilitates an integration between Heartland Retail and leading eCommerce platforms. The two-way automated synchronization of data eliminates the need for manual data-entry, saves time, and minimizes labor costs. Orders placed on eCommerce website are automatically updated into Heartland Retail POS, thus eliminating repetitive order and customer entry, and other data entry errors. Our Heartland Retail and eCommerce integration ensures stock levels remain updated across all online and offline sales channels.

Heartland Setting Details

  1. Go to https://gui.octopusbridge.com/octopus
  2. Login using user octopus account credentials.

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  1. Once you have logged in, go to POS>>Heartland.

Heartland-7

  1. Click on Settings.
  2. Enter the following details:
  • Base URL: Heartland Retail login.
  • Client ID: This will be provided by Heartland team.
  • Client Secret: This will be provided by Heartland team.

Heartland-8

  1. To generate an API token for Heartland, click on the Generate Token button.
  2. It will redirect you to the Heartland website and ask for the login details.
  3. Login and authorize Octopus application. Once the authorization is done, it will redirect back to the octopus settings page with the API token.
  4. Please select Sync Status to Enable if you want to update Octopus products from Heartland automatically.
  5. Click on the Save button.

Note: You can select the Sync Status as Disable while you’re still setting it up. Please remember to go back and change to Enable after setup is completed and tested.

Heartland Custom Rules

This is where we set up advance settings for the products. These settings include Heartland setting details and scheduling.

Please log into Octopus and go to POS >> Heartland >> Custom Rules.

Heartland Settings Panel

Please fill in the Heartland details here. This information is used when orders are pushed into your POS.

Heartland

Please follow the steps below for filling in the above Settings Panel:

  1. Shipping Method ID: To get a Shipping Method ID, login to your heartland account.
  • Go to Settings>>Shipping Method.
  • You will see a list of shipping methods.
  • Enter the name of the shipping method you would want to enter Octopus.

Heartland-4

  1. Sales Rep:
  • Go to Settings>>Users
  • You will see the list of users.
  • Enter the name of the user you would want to enter Octopus.

Heartland-5

  1. Payment Type:  
  • Go to Settings>>Payment Types
  • You will see the list of payment types.
  • Enter the name of the Payment Type you would want to enter Octopus.

Heartland-6

  1. Source Location ID:
  • Go to Settings>>Locations.

Heartland-1

  • Click on the Location.

Heartland-2

  • The Location ID will be shown in the URL.

Station ID:

  • Go to Settings>>Locations.
  • Click on Stations tab.
  • Copy the station ID and paste in Octopus.

Heartland-3

Schedule Setting Panel

You can set scheduler time for automatic updates or upload product data from Lightspeed. Scheduler time is set by time intervals.

  1. Sync All Inventory – Check this box if you want to sync all products from the POS.

Heartland-11

Heartland Sync

After applying all settings, please click on Start Synchronization. This will start pulling your POS data into Octopus.

Heartland-10

Generating MWS Auth Token

All Amazon Services accounts, except for Individual-Selling on Amazon accounts, are eligible to use MWS. If you are an individual seller and would like to use MWS, you can become eligible to register for MWS by upgrading to a Professional seller account.

Once you acquire Professional seller account.
Go to this link https://developer.amazonservices.com/ and Sign up for MWS

amazon-services

Next, make sure to select ‘I want to give a developer access to my Amazon seller account with MWS’. Type in Developer’s Name OmniChannel then enter the Developer Account number.

Amazon-MWS

Read and accept Amazon MWS License Agreement then click ‘Next’

Amazon-MWS-License-Agreement

Once you are done, you can now view your account identifiers which are the Seller ID, Marketplace ID, and MWS Auth Token, which OmniChannel will need to access your Amazon seller account.

Marketplace-ID

Connect Octopus to Amazon


  • Once you are logged in, go to Marketplace>> Amazon.
 
  • Click on Settings. In the settings page, enter the following details:
  • Marketplace: In the marketplace, select from the dropdown menu the region where you will be selling your products. It is important to select the correct region otherwise the inventory will not be populated to Amazon.
  • Shipping Days: Enter the no. of shipping days. Shipping days cannot be less than 1.
 

  • Click on Generate Token.
  • Once you click on Generate Token, you will be redirected to amazon seller central login page.
  • Login to the amazon seller central account.

   

  • Select the account in seller central.
 
 
  • Click on the Confirm button.

  • You will be redirected to the octopus settings page and the message will be displayed above Amazon Settings Saved Successfully.

Map items with Amazon account

When you want to map items with Amazon account, you must put them into the Amazon ‘bucket’. We can only map items if they are already present on Amazon. They need to create items first on Amazon itself and then push it from Octopus to Amazon to map and Sync.

  • Go to Product Management
  • Search for the item(s) you want to sync with Amazon. You can search for a specific item with the following search criteria:
  • Source Category
  • Item SKU
  • Item Description
  • Item Keyword
  • Parent SKU
  • Brand
  • Marketplace
  • Item Status
  • Location
  • Style
  • In stock?
  • Supplier
  • Date Added
  • Price Range
  • Stock Level
  • Image Status
  • Custom Fields
  • Store
  • Select item(s)
  • Check Amazon box
  • Click on + sign to add items to Amazon bucket

After this, the item is listed under Marketplace – Amazon.

Syncing items manually

Product SKU must be the same as Seller SKU – When items listed on Amazon have the same Seller SKU as the Product SKU, they are automatically linked up. when they are linked up, you will begin to see the ASIN field populated in Channel. If ASIN is not populated, it means the items are not yet synched up.

If items do not sync up automatically, you can try by copying/pasting the Amazon ASIN into the Channel. Here are the steps:

  • Login to octopus.
  • Go to Marketplaces>> Amazon
  • Search the item(s) you are wanting to connect to Amazon
  • Click on Edit
  • Type the ASIN number and Save
    Next time, when the schedule runs the item(s) on Amazon should be updated.

 

Amazon Products


Once you click on Amazon marketplace, you will be routed to the Amazon products page. This is where you can view all the products that you pushed from Product management.

  • You can check the box/es to the right to select specific item/s to publish.
  • Search tab: This tab allows you search a specific item by entering the product SKU or keyword. It also displays how many items are in Amazon.
  • Edit Product: Click to edit or update product information before publishing to Amazon. You can set Price, Quantity and SKU from here.
  • Sync Amazon: This button allows you to sync products to Amazon Marketplace.
  • Delete Products: You can delete product items from Amazon bucket.


Map Item Code

  1. Sample Identifications: You can download sample identifications format and add items to upload to Channel.
  2. Import Identifications: You can download spreadsheet with existing products in Amazon bucket. You can make some changes from spreadsheet and re-upload product items.
  3. Choose file: Select a file to upload. Make sure spreadsheet file follows the Sample Identifications format.
  4. Upload file: Upload file after choosing a spreadsheet file.
Map-item-code

Order

You can manually download orders from Amazon on a specific date period. You can click on radio button selections or just type in the ‘date from’ and ‘date to’ then click Download Order button.

Amazon-orders-1
Download Amazon Data

  • Seller SKU: Seller SKU is mapped from the POS.
  • Product ASIN: Select this to YES if you want to download Product ASIN from Amazon.
  • Product Name: Select this to YES if you want to download Product Name from Amazon.
  • Product Description: Select this to YES if you want to download Product Description from Amazon.
  • Product Images: Select this to YES if you want to download Product Images from Amazon.

Note: Amazon will overwrite product data when these are set to YES.

Custom Rules

Stock Rule: You can select which Stock rule to use. Safety Net rule or Quantity rule. The quantity inserted in the box will be reduced from the Product Management stock. For example: In Product Management, if total quantity of an item is 50 and you inserted 10 in the ‘Enter Value’ field; in Amazon, the quantity of the item will be shown as 40.

custom-rule

1. Safety Net rule – set rule to prevent items from selling when this number is reached. For example, in example below, when an item available quantity is reached 2, the items will be delisted from Amazon.

custom-rule

2. Set Quantity Rule – Can be used if you have more than 1 item to sell but you want to list only 1 item at a time. This gives the shoppers a sense of urgency. When the listed item is sold, it relists another one automatically.

quantity-rule

FAQ

Q1. Can Channel create new items in Amazon for me?

Answer: No and Yes.

No- We do not create items under your Amazon account unless the items already exist in Amazon.

Yes- We do have the ability to create an item in your Amazon account if the item being published has a valid UPC code and the item already exists on Amazon. For this to work, an item’s SKU must be the same as UPC. The item still needs to be moved to Amazon bucket. Once the scheduler runs, Channel ‘searches’ Amazon for the UPC, finds it and adds it to your account.

Q2. Can items that I no longer carry be removed automatically from Amazon?

Answer: Yes. any items that are marked ‘inactive’ or ‘delete’ in your POS system are automatically deleted from Amazon bucket.

Q3. How do you handle FBA items?

Answer: Since FBA items have their own inventory, Channel does not update the quantity or the price. Channel does, however, download all FBA orders. FBA orders can be downloaded into a specific POS system, which is not affecting store available quantity, or not downloaded at all.