Vend Magento 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 Vend Integration

Vendhq is the web-based point-of-sale (POS) system that makes it simple to sell to your buyers and keep them coming back to your store again and again. This cloud-based POS system is widely used by brick-and-mortar retailers. It can be operated from any platform or device with the help of a web browser or by using Vend Register for iPad. It empowers merchants and other businesses to manage products, accept payments, track customers record, provide loyalty and run business analytics for real-time inputs into business performance. Merchants using Vendhq have access to a collection of more sophisticated tools that are powerful than the ERP systems used by retail giants, at a fraction of the cost.

Vend Setting Details

After logging into Octopus, please go to:

POS > Vend> Settings

The Settings tab is where you enter the Vend API details to connect Octopus to Vend.

Before starting integration with Octopus, first you need to create a Vend Personal Token and a Register ID.

Create Token:

Register Id:

Once you have acquired the Token and ID, please go to Vend Settings page in Octopus and enter the following:

• API Base URL = Vend application URL, for example, abc.vendhq.com
• Vend login username
• Vend login password
• Personal Token and
• Register ID

Please select Sync Status as Enable to automatically pull Vend product data into Octopus.

Field Lock Setting Panel

After the initial Vend product pull into Octopus, you can define which attributes of an item should NOT be overwritten in Octopus. This feature is useful if you are using Octopus to manage your items. Please see the image below:

Generating Magento Access Token

1. Login to your Magento Admin and click on System and go to Integrations.

2. Click on Add New Integrations

3. In the integration info tab, enter Octopus in Name

4. Under Current User Identity Verification, enter your Magento admin password.

5. In the API tab, select All in the Resource Access dropdown and click on the Save button

6. The system will redirect back to integrations page where octopus integration will be listed with Inactive To activate the integration, click on Activate.

7. Click on the Allow button

8. The Access Token will be generated. Copy this access token and save it with you.

Connect Octopus to Magento

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/Magento.

4. Click on settings and enter the following information:

Magento API URL: Enter your Magento website URL.
Magento User ID: Enter your Magento admin user ID.
Magento Password: Enter your Magento admin password.
Magento Access Token: If you are using Magento 2.4, you can use access token instead of user ID and password instead of user ID and password. Enter the Magento Access Token in this field. In this case, you can leave Magento User ID and Password blank.
Magento Version: Select the Magento version you are using.
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 Magento 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 Magento platform. This is recommended only when the settings have been fully configured and tested.
Sync Status: Select Enable

Magento Products

Whereas My Products module shows all point of sale products, Magento Products shows only those items that are actively being updated in a shopping cart.

Under Product Management, when an Item is selected to be published to an ecommerce platform, it is first sent to the Shopping Cart Module (SCM). SCM for each supported shopping cart, including marketplaces, like – Amazon and Magento, gives users the ability to define shopping cart specific rules.

These rules may vary based on the eCommerce platform. For example, Items being sent to Magento can have different Product Name, Prices, and Quantity as compared to items being sent to Magento.

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.

Product Sync Status: While items are synchronizing between Octopus and Magento, the status will be In Process. Once done syncing it, will show Complete.

Status: Retrieved status of the item in POS.
SKU: Retrieved from POS.
Parent SKU: Retrieved from POS.
Magento ID: when an item is successfully published in Magento, this field shows its Magento ID.
Item Name: Shows the name of an item to be published. It may or may not be the same as POS.
Stock: Shows the quantity of an item to be published. It may or may not be the same as POS.
Price: Shows the price of an item to be published. It may or may not be the same as POS.
Condition: By default, the condition is set to New.
Style/Value: Retrieved from the POS.
Image: Shows the image of an item to be published. It may or may not be the same as POS
Action: If items need to be deleted from Magento, Select Items and press ‘Delete’. Edit allows modifying item’s properties.

Download Magento Categories

Magento have certain limitations with POS integration. One of which is the inability to create POS Department & Category structure in Magento. In order for the integration to work, make sure to create your Department & Category structure in Magento first. Once created, you can Download Category structure into the Octopus and map it back to the POS structure.

To download Magento Category:

1. First, you need to click on the Download Category tab
2. Then click on the ‘Download’ button

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 Magento product fields with their own POS product fields.

For example, Magento 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 Magento website.

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

Map Categories

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

POS Category structure may or may not be the same as Magento Category structure.

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

The Left hand side shows the POS category structure.
Department & Categories downloaded from Magento are shown on the right hand side with a drop-down box.
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.

Custom Rules:

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

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

Post all product as simple: If you want to posts matrix items as standard items
Least priced item as config: Select if you want to display item/s with the lowest price.
Special Price Rule: You can select either a specific sale date or set a sale price.
Wholesale Price Rule: If you want to enable Wholesale pricing service in Magento. You also input the Wholesale customer ID here.
Custom Option Rule: put a check to apply other changes made in Magento Custom Rules.
Store-wise Data: Check this if you want to sync store wise data
Default Store ID: Enter the default store ID to which you want to sync the data
Delete Rule: If this rule is checked, the items will not be deleted from the online store. This will overwrite rule number 3.
Inactivate Rule: If this rule is checked, the items will become inactive in Magento if stock falls below 1. This will overwrite rule number 14.
Allow Overselling: If this rule is checked, the customer will be able to place orders even if stock falls below 1.

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

Vend Magento 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 Vend Integration

Vend Setting Details

Vend Custom Rules

Schedule Setting Panel:

Field Lock Setting Panel

Vend Sync

Magento Preparation

Magento Products

Download Magento Categories

Map Product Attributes

Map Categories

Custom Rules:

Custom Attributes

Categories In Use

Company

Services & Resources

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