System5 Woocommerce Integration Manual

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.

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 Windward System5 Integration

Windward System Five 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 touches and click format. Either application makes an exceptional visual statement to your customers about the level of professionalism of your store.

Windward Software combines style and substance in the sales process. Not only is the system easy to learn and use, but it also performs a multitude of functions and controls for the smooth running of your business.

Windward has created a number of integrated software solutions for businesses in particular fields that are designed to complement our powerful Windward System Five platform.

Many businesses using Windward 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 Windward System Five, with minimal disruption. Octopus helps achieve this goal. It allows a merchant to connect their existing system to online platforms.

Style Names

Setup the Style Names depending on the type of products you are selling. Style Name examples are Size, Color, etc.

Scheduling

Setup Scheduler Time to automatically pull product data from System5. Scheduler time is set by time intervals. It also shows when the next update will happen and as well when the last updated took place.

Price Mappings

As there are many different price levels defined in the POS, here you can decide which price levels you want to pull for the purpose of the website. These price levels will be mapped with e-commerce platforms.

Invoice Setting Panel

You can set up the Invoice Type by clicking the drop-down menu. Select between Work Order or Cash. The Invoice Sub-Type selected are shown in System 5. Department For Invoice is selected only if you are using a departmentalized system in the POS. You can consult Windward Support for more information.

Tender Type –Select the tender type by clicking the dropdown box. Choose between the examples – MasterCard, Shopify, Visa, Amex, Cash, etc.

Product Import

You have the option to pull ‘eCommerce ready only’ items from POS or All. If All items are pulled, you can use Octopus to decide which items are to be sent to your website.

Inventory Department is selected only if you are using departmentalize system in the POS. You can consult Windward Support for more information. You can also import the Brand by selecting Supplier or Brand from System5.

SKU As: Each item must have an SKU on the website. You can decide which POS field to use as a website SKU.

Field Lock Setting Panel

After the initial product pull, you can define which attributes of an item should NOT be pulled from the POS again.

This feature is useful if you are using Octopus to manage your items. Please see the image below:

System 5 POS Panel

To access the System 5 POS panel, first, you need to hover your mouse to POS in the main menu > then click System 5.

Full Inv Update: Click this button to pull full inventory from the POS System. This button is used for the first time set up.

Delta Inv Update: To manually update/add items from System 5 click on this button. Octopus can also be set up to pull updates automatically.

Push Orders: To manually push orders from Octopus to System5 click this button. Octopus can also be set up to push orders automatically.

Woocommerce Preparation

Important: Please take a back-up of your web store (all files and database) before starting the integration. This is just a precautionary step to undo any unwanted situation.

Woocommerce API Requirements

Woocommerce API version must be v2.0 or higher.
To check version, use the following URL
http://DomainName.com/wc-api/v2
DomainName.com is the URL where the Woocommerce website is being hosted. Make sure to do the following before setting up integration:
Word Press Administrator has created a Read/Write account for Octopus Channel. This allows Octopus to generate the necessary API key.
Merchant needs to prepare a category structure in Woo Commerce. The category structure in Woo Commerce will be mapped with POS category structure.

Connect Octopus with WooCommerce

Please login at http://gui.octopusbridge.com

Login using your account details:

User Name
Password

Once you’ve logged in, go to:,

Shopping Carts >> WooCommerce >> Settings

Type in the following information:

Woocommerce Key
Woocommerce Secret Key
Woocommerce Base URL

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 WooCommerce 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 WooCommerce platform. This is recommended only when the settings have been fully configured and tested.
Sync Status: Select Enable

All items listed on this page are automatically synced with Woo. To manually publish items to WooCommerce, Select All Pages and Publish.
You can also use the boxes to select specific item to publish.
Product SKU: The dot besides the product SKU is an indicator if a product is successfully synchronizing with the website. Green means successfully synching while red means it is not. If red, it may need some time to sync. But if continues to be red, please check Logs
When an item has been successfully set up to sync with WooCommerce, it shows its WooCommerce ID: If an ID is missing, it means the item is not yet synchronized with WooCommerce.
Add Product to WooCommerce: This button allows you to add products to WooCommerce Website. Again, this process is automated/scheduled but can be manually forced to run immediately.
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 a WooCommerce.
Item per Page: Clicking this will create a drop-down box where you can select how many product items to be displayed per page.
Product Sync status: Please note while In Process is enabled, any new updates will be queued up. While the sync is scheduled, the In Process status will come and go. Every time there is an update from POS, it will turn on but once done syncing it will show Complete.

Download Categories

Woo Commerce API has certain limitations with POS integration. One of which is the inability to create POS Department & Category structure in Woo Commerce. In order for the integration to work, make sure to create your Department & Category structure in Woo Commerce first. Once created, you can Download Category structure into the Channel.

To download Woo Commerce Category:

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

Map Categories

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

POS Category structure may or may not be same as WooCommerce category structure.

This option allows to ‘map’ POS category structure to WooCommerce Categories so that POS items are placed in the right category when loaded into WooCommerce platform.

The left-hand side shows the POS category structure.
Department & Categories downloaded from WooCommerce are shown on the right-hand side with a drop-down menu.
The drop-down menu shows mapped and unmapped categories. To map additional categories, click unmapped categories from the drop-down menu.

Map Fields

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 WooCommerce product fields with their own POS product fields.

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

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

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

Custom Rules

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

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 Woocommerce, 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 Woocommerce, the quantity of the item will be shown as 40. Going forward, before an item is sent to Woocommerce, 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 Woocommerce, the quantity of the item will be shown as 40.

Out of Stock Rule : Select this checkbox if you want to delete products from Woocommerce when the stock reaches ‘zero’. If an item has been deleted, it will delete any custom work you may have done at the Woocommerce level.

Product Status: This enables posting new products as Draft on the Woocommerce dashboard.

Product Status by Inventory: 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.

Order Inclusive Tax: Check this if you are posting product including tax.

Order Tax after Discount: Check this if you want to calculate tax after discount.

Post Product's Sale Date: Check this if you are posting product's Sale Date as well.

Post Product's Weight: Check this if you are posting product's Weight as well.

Update Style Attributes: Check this if you want to update style attributes (color, size, etc).

Manage Categories: Check this if you want to create custom collections the same as your POS.

System5 Woocommerce 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 Windward System5 Integration

System5 Settings

Custom Rules

Style Names

Scheduling

Price Mappings

Invoice Setting Panel

Product Import

Field Lock Setting Panel

System 5 POS Panel

Woocommerce Preparation

Generating Woo Commerce API key

Connect Octopus with WooCommerce

WooCommerce Products Module

Download Categories

Map Categories

Download Locations

Map Locations

Map Fields

Custom Rules

Custom Attributes

Categories In Use

Company

Services & Resources

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