RMH Shopify Integration Manual

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.

In the product management module, a user can perform the following actions:

Advance Search: To view advance search, click on the + button on top right corner of the screen.
Push Products to Shopping Cart: To push products to the shopping cart.
Select All Pages: This will Select all the products listed under the Product Management module
Items Per Page: This will allow to select the no. of items you want to display per page.
Select All Items on Current Page: Clicking on this checkbox will allow you to select all products on the current page.
Edit Product: Click on Product SKU or Product Title to edit product information.
Delete Product: To delete a product, click on the checkbox in front of that particular product and click on “Delete” icon located in right side of the screen.

Advance Search

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

If Product items are not shown after doing search, it means that the product item is not yet synced from the POS. Also, make sure that in searching items, you are using the correct Item SKU or Parent SKU. Example below shows that item is not yet found in Octopus Bridge.

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:

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.
Create Parent SKU: Make sure to create a Parent SKU for creating matrix items.
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.
Matrix item attributes: If you are creating a matrix item, make sure to input Style Name and Style Value.
Upload Product Images: You can upload up to five images per item in Octopus. Make sure to reload page after uploading image/s.

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.

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.

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.

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

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

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.

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.

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

About Retail Management Hero (RMH)

Retail Management Hero (RMH) offers independent retailers powerful point of sale features and controls not normally found in comparable systems. The multi-functional point of sale transaction screen can be used in both touch and click format. Either application makes an exceptional visual statement to your customers about the level of professionalism of your store.

Retail Management Hero (RMH) Software combines style and substance in the sales process. Not only is the system easy to learn and use, it perfoRMH a multitude of functions and controls for the smooth running of your business.

Retail Management Hero (RMH) has created a number of integrated software solutions for businesses in particular fields that are designed to complement our powerful Retail Management Hero (RMH) platform.

Many businesses using Retail Management Hero (RMH) have well-established business management software in place. Rather than having to reinvent the wheel and undo all of that work, sometimes software integration is the best option. This approach allows our customers’ systems to work in harmony with Retail Management Hero (RMH), with minimal disruption. Octopus helps achieve this goal. It allows a merchant to connect their existing system to online platfoRMH.

Installing Octopus Link

Octopus Link (also referred to as “integrator”) offers a complete interface to integrate your point of sale system to the online world. Below we are outlining screenshots of the key steps involved in the installation process of Octopus Link.

NOTE: You are advised to get in touch with the demo facilitator, as Link is a customized software component that may require additional instructions to serve certain specific purposes.

The installation process is described below:

Once you unzip the setup package, you will get two files – license.lic and OctopusLink.msi. Please click on the OctopusLink.msi file and you will be taken to the following screen:

Step 1: Click on the Octopus Link executable file.

Generating API Key

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

Go to https://www.shopify.com/login
Type in your store URL
Type in your email address and Password
Once you’ve logged in, go to Apps and click on Develop Apps. (Refer to the screenshot below)

Click Create an app.

For app name, please type in Octopus. Contact email field is optional and can be left blank. Click on Create App button.

Click on Configure Admin API scopes and set the below permissions to Read and Write.

Then click the Install app button once you’re done.

After the app is installed, you will have the API Access Token, API Key and Secret Key. To view the access token, click on Reveal Token Once. Once you are able to view the token, copy it and save it with you as you will not be able to view it again.

Connect Octopus to Shopify

1. Log in to your Shopify account at https://accounts.shopify.com/lookup

2. Open the Shopify App Store and search for Octopus Bridge App.

3. Install the Octopus Bridge App on your Shopify store.

4. In Shopify, go to Settings/Domains and copy your base URL. Share it with the Octopus onboarding team.

5. Octopus onboarding team will provide the Access Token to connect to Shopify.

6. Once you have the Access Token, go to Shopify settings, enter the Base URL and Access Token and click on Save button.

7. The Octopus onboarding team will access the Octopus Bridge App dashboard in Shopify, add the Merchant Name and Access ID, and complete the setup by clicking Verify.

Once verified, an OAuth Successful message will appear on the app dashboard. This confirms that Octopus Bridge is successfully connected to Shopify.

8. Enable Pass-through: When setting up the configuration for the first time, this option should be set to No.

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 Shopify platform unless it is done manually. This is the recommended setting while configuring the system for the first time.
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.
Once you set it to Yes, any items uploaded from the POS will automatically be pushed to your Shopify platform. This is recommended only when the settings have been fully configured and tested.

Sync Status: Select Enable

Shopify 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 Shopify 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, Shopify Product module shows only those items that are actively synchronizing with Shopify.

Hover your mouse to the Shopping Carts tab
Select Shopify under the drop down menu
Click on Shopify products

All Shopify Products:

This screen shows items that have been enabled to sync with Shopify and should already be in sync. To manually publish items to Shopify, Select All Pages and Publish.
You can also use CheckBoxes to select a specific item to publish.
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.
When an item has been successfully set up to sync with Shopify, it shows its Shopify ID. If an ID is missing, it means the item is not yet synced with Shopify.
Add Product to Shopify: This button allows you to add products to a Shopify website.
Search tab: This tab allows you to search for a specific item by entering the product SKU or keyword.
Item per Page: Clicking this will create a drop-down box where you can select how many product items to be displayed per page.

Map Product Attributes

Merchants using various POS systems may use any of the fields within a POS while creating items. Map Fields option allows a merchant to map Shopify product fields with their own POS product fields.

For example, Shopify website Product Name (Title) can be mapped with any of the POS data fields provided in the pull-down menu.

This also provides an option NOT to send certain POS data to Shopify website.

Some fields, such as, SKU and Quantity are mandatory and are automatically updated in the website.

The left-hand side shows the Shopify fields.

The right-hand side shows the POS fields.

How to create Custom Tags?

Tags: In the Map Fields from the Tag option select Custom Tag from the dropdown menu.

Step 1: In the Map Fields from the Tag option select Custom Tag from the dropdown menu.

Step 2: Now go to Custom Rules and in the field Custom Tags you can add multiple fields by clicking on the button Add Fields.

Step 3: Now from the drop down select the field and press Add. If you want any special characters such as | to be present between 2 selected fields then you can enter the same in the Separator

Step 4: After adding the required fields click on the Save button.

Custom Rules

In the Custom Rules tab, product-specific rules should be defined before the items are set up to sync with Shopify. Once done, all items synchronizing with Shopify will inherit these rules.rule(s) set here will be applied to all the products being uploaded from Channel to Shopify.

Custom Title: This feature allows you to create a search engine-friendly Product Name by combining multiple fields. For example, you may want to use Product Name and Brand fields from POS to create a unique eCommerce product name, resulting in Product Name by Brand.

Click on Add Fields.
Select a field, such as Product Name
Enter Separator, such as, By
Click on Add
Once again, click on Add Fields
Select another field, for example, Brand
Remember to remove the ‘Enter Separator’ from before
Hit Add

Going forward, before an item is sent to Shopify, this rule will combine the fields to create a unique name. If left blank, Custom Tile does not apply.

Safety Net Rule: The quantity inserted in this box is reduced from the Product Management stock. For example, if a Product Management item quantity is 50 and you insert 10 in the ‘Enter Value’ field; in Shopify, the quantity of the item will be shown as 40.

Out of Stock Rule 1: Select this checkbox if you want to delete products from Shopify when the stock reaches ‘zero’. If an item has been deleted, it will delete any custom work you may have done at the Shopify level.
Out of Stock Rule 2: Select this checkbox if you want to prevent shoppers from buying an ‘Out of Stock’ item. When stock becomes > 0, the product is put back on the website automatically. Product Status: This enables posting new products as Draft on the Shopify dashboard.
Out of Stock Rule 3: Select this checkbox if you want to make out of stock items as Draft. It will override the Product Status rule. When an item returns in stock, it becomes visible again.
Inventory Management: Check this if you do not want to track Inventory by Shopify. It will not show inventory levels on the front of the website.
Country Name/Code: Check this if you want the country name in orders. Some POS systems require it.
Merge Existing Images: Check this if you want to merge existing images in Shopify. This will not overwrite the existing images in Shopify.
Payment Rule: Check this if you accept multiple payment methods in a single order.
Store Location: After downloading the Shopify store locations to Octopus, you need to select the store where you want to upload the inventory.
Update Style Attributes: Check this if you want to update style attributes (color, size, etc).
Create Custom Collections: Check this if you want to create custom collections the same as your POS.

Custom Tags:

Step 1: In the Map Fields from the Tag option select Custom Tag from the dropdown menu.
Step 2: Now go to the Custom Rules tab and in the field Custom Tags you can add multiple fields by clicking on the button Add Fields.
Step 3: Now from the drop-down select the field and press Add. If you want any special characters such as | to be present between 2 selected fields then you can enter the same in the Separator. After adding the required fields, click on the Save button.

Map Custom Attributes (Metafields) to Shopify

Use this guide to pass custom product attributes from your POS system to Shopify via Octopus Bridge.

ℹ️ Before You Begin

You do not need to create metafields in Shopify manually.
If a metafield does not exist, Octopus Bridge creates it automatically.
If a metafield already exists in Shopify, the attribute label you enter must match its name exactly.

Step 1: Open Custom Attributes

Log in to Octopus Bridge
Navigate to: Shopify Settings → Custom Attributes

Step 2: Add Attribute Labels

Enter a name for each attribute you want to sync (e.g., Dimensions, Medium, Frame, Style).

⚠️ Important

If the metafield already exists in Shopify, the label must match its name exactly (case-sensitive).

Step 3: Map POS Values

For each attribute label, select the corresponding POS field from the dropdown menu.

Step 4: Save Your Configuration

Review your attribute mappings for accuracy.
Click Save to apply the configuration.

RMH Shopify Integration Manual

About Octopus Bridge

Product Management

Advance Search

Edit Product

Publish Items to Shopping Cart/Marketplace

Import Products

Add New Template:

POS Code Mapping

Order Management

Order Details

Logs

About Retail Management Hero (RMH)

Installing Octopus Link

Enabling Items for Web in RMH

Generating API Key

Connect Octopus to Shopify

Download Locations

Map Locations

Map Product Attributes

Custom Rules

Categories In Use

Map Custom Attributes (Metafields) to Shopify

Company

Services & Resources

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