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Heartland Retail Liquor CMS 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.

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  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.

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  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.

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  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.

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  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.

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

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  • Click on the Location.

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  • 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.

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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.

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Heartland Sync

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

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Generating API Key

A Liquor CMS Key is necessary to connect your Liquor CMS store to Octopus. Please follow the steps below to create an API key.

To get your Liquor CMS API key, login to your liquor CMS admin portal. Go to settings and click on API clients. Copy the API Key from here and paste in Liquor CMS API Key field.

 

LIquor-CMS-1 (1)

Connecting Octopus to Liquor CMS

  1. Go to https://gui.octopusbridge.com/octopus
  2. Login using user octopus account credentials.
  3. Once you have logged in, go to shopping carts/Liquor CMS.

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  1. Click on settings and enter the following information:
  1. Liquor CMS API Key: Enter your Liquor CMS API key here
  2. Liquor CMS Base URL: Enter your Liquor CMS store URL

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  1. Enable Pass-through: When setting up the configuration for the first time, this option should be set to No.
  1. Setting No, means that any items uploaded from the POS to Octopus will remain at Channel level. These items will not be pushed to your Liquor CMS platform unless it is done manually. This is the recommended setting while configuring the system for the first time.
  2. You also may set this to No if you have set up your POS to upload All items into Octopus, but you do not want to send All items, automatically, to your eCommerce platform. Setting this to No gives you the opportunity to make items web ready before publishing them to your website.
  3. Once you set it to Yes, any items uploaded from the POS will automatically be pushed to your Liquor CMS platform. This is recommended only when the settings have been fully configured and tested.
  1. Sync Status: Select Enable

Liquor CMS Product Module

In Product Management, when an Item is selected to be published to an eCommerce platform, it is first sent to the specific Shopping Cart Module (SCM). SCM for each supported shopping cart, including marketplaces such as Amazon and eBay, gives users the ability to define shopping cart specific rules.

These rules may vary based on the eCommerce platform that you are using. For example, Items being sent to Liquor CMS may have a different Product Name, Prices, and Quantity as compared to items being sent to eBay.

Whereas ‘Product Management’ module shows all the products uploaded from the POS, Liquor CMS Product module shows only those items that are actively synchronizing with Liquor CMS.

  1. Hover your mouse to the Shopping Carts tab
  2. Select Liquor CMS under the dropdown menu
  3. Click on Liquor CMS products
Liquor-CMS-4

 

All Liquor CMS Products

  1. This screen shows items that have been enabled to sync with Liquor CMS and should already be in sync. To manually publish items to Liquor CMS, Select All Pages and Publish.
  2. You can also use Check Boxes to select a specific item to publish.
  3. Product SKU: The dot is an indicator if a product is successfully synchronizing with the website. Green means successfully added, while red means it is not successfully synced. If Red, you can use the Log files to troubleshoot.
  4. Liquor CMS ID: When an item has been successfully set up to sync with Liquor CMS, it shows its Liquor CMS ID. If an ID is missing, it means the item is not yet synced with Liquor CMS.
  5. Add Product to Liquor CMS: This button allows you to add products to an Liquor CMS website.
  6. Search tab: This tab allows you to search for a specific item by entering the product SKU or keyword.
  7. Item per Page: Clicking this will create a drop-down box where you can select how many product items to be displayed per page.

Liquor-CMS-5

Download Brands

If you intend to use Brands on your website, you need to create them in Liquor CMS and download them into Octopus. Click on the Download Brands button to start downloading. Once Brands are downloaded in Octopus, they will show in the Map Brands section.

 

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Map Brands

This option allows to ‘map’ POS Brand structure to Liquor CMS Brands so that POS brand labels are placed in the right item when loaded into Liquor CMS platform.

  1. The left-hand side shows the POS Brand structure.
  2. Downloaded website brands from Liquor CMS platform are shown on the right-hand side with a drop-down box.
  3. The drop-down menu shows mapped and unmapped brands. To map additional brands, click unmapped Brands from the drop-down menu, then select which brand to map.

Liquor-CMS-7

Download Categories

In order to make sure products are displayed in the correct product category in Liquor CMS, make sure to create your Department & Category structure in Liquor CMS first. Once created, you can Download Category structure into the Channel.

To download Liquor CMS Category:

  1. First you need to click on the Download Category tab
  2. Then click on the ‘Download’ button
  3. Once you download categories it will show how many categories that are downloaded successfully.

Note: Always download categories to update Octopus every time you create/update a new category in Liquor CMS

 

LIquor-CMS-8

Map Categories

When items are uploaded from a POS into Octopus, they are uploaded with POS Department & Category structure. At the Octopus level, it’s called Source Categories.

POS Category structure may or may not be the same as Liquor CMS Category structure. This option allows to ‘map’ POS category structure with Liquor CMS categories so that POS items are placed in the right category.

  1. The left-hand side shows the POS category structure.
  2. Department & Categories downloaded from Liquor CMS are shown on the right-hand side with a drop-down box.
  3. The drop-down menu shows mapped and unmapped categories. To map additional categories, click unmapped categories from the drop-down menu, then select which category to map.

Liquor-CMS-9

Map Product Attributes

Merchants using various POS systems may use any of the fields within a POS while creating items.

  1. Map Fields option allows a merchant to map Liquor CMS product fields with their own POS product fields.
  2. For example, Liquor CMS website Product Name (Title) can be mapped with any of the POS data fields provided in the pull-down menu.
  3. This also provides an option DO NOT UPDATE to not send certain POS data to Liquor CMS website.
  4. Some fields, such as, SKU and Quantity are mandatory and are automatically updated in the website.
  5. The left-hand side shows the Liquor CMS fields. The right-hand side shows the POS fields

LIquor-CMS-10

Note: 

  1. Sync Brands should be set to No in case of Liquor CMS websites.
  2. Sync Brands should be set to Yes in case of a CMS Max website.
  3. Sync Category should be set to No in case of Liquor CMS websites.
  4. Sync Category should be set to Draft in case of CMS Max websites.

Liquor CMS Custom Rules

Under Custom Rules, Merchant can set various rules before publishing the product data into online store.

  1. Custom Title: The Product Name can be edited and made Search Engine friendly.
  2. Stock 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 Liquor CMS, the quantity of the item will be shown as 40.
  3. Out of Stock Rule: Select the Checkbox if you want to delete products from Online Store when stock reaches at ‘Zero’.
  4. Product Status: Select the Checkbox, if you want to post your product into Liquor CMS as ‘Draft’.
  5. Order Inclusive Tax: Select if you are posting product prices with tax included.
  6. Order Tax After Discount: select if you are including tax in your prices.

Note: Please note that the Rule(s) set here will be applied to all the products being uploaded from Channel to Liquor CMS.

  1. Post all products as simple: If you want to post matrix items as standard items.
  2. Least priced item as config: Select if you want to display item/s with the lowest price.
  3. Special Price Rule: You can select either a specific sale date or set a sale price.

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Liquor CMS Age Restriction Mapping

Age Restriction mapping is used to select product categories which should only be sold to customer Aged 21 or more. To select the categories, click on the category multi-select dropdown and check the categories to which you want to apply the age restriction.

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Once selected, click on the Save button.