System5 Magento Integration Manual - 24Seven Commerce

System5 Magento Integration Manual - 24Seven Commerce
Octopus User Guide
Octopus Channel Intro
Octopus is an application that enables brick & mortar retailer to connect their POS
system with their e-commerce website and online marketplaces.
The flowchart below shows Octopus linking POS data to Online stores and
marketplaces. It also shows the item information uploaded from POS to Ecommerce
and orders downloaded from the Ecommerce platform to the POS.
Product Management
When POS items are uploaded into the Channel, they show up under the “Product
Management” tab. This is where a user can further modify the products before they
are pushed to an E-commerce platform.
The topmost 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 “210000003414”
is the last item uploaded from the POS.
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Img 2.1
1. Advance search: To use Advance Search, click on the round symbol
with the plus sign on the right side of the screen.
2. eCommerce Platform: To select an eCommerce platform, click on the
checkbox before the name. You may select multiple platforms. This
checkbox sends products to the selected platform. Please note you will
see only the platforms for which you have subscribed.
3. Select All Pages: Checking this box Selects ALL items on all pages
that are under ‘My Products’.
4. Items per Page: Clicking this will create a drop-down box where you
can select how many product items to be displayed per page.
5. Clicking on this checkbox will select all the items shown on the current
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Img 2.2
6. Product SKU: Clicking on the product SKU or Item Name will allow you
to edit product information.
7. Delete: To delete one item from the channel, select the checkbox and
click on the ‘trash bin’ icon located on the right side of the screen.
8. Archive: To Archive items, click on this symbol located below the
delete icon.
9. Pages: This allows you to scroll to the next page.
Advance Search
You can search for a specific item by Item SKU and Parent SKU. You can also use
various filters, such as, Brand, Category, Date, etc., to narrow down your search.
If an item does not show after a search, it means that the item is not yet uploaded
from the POS. Please make sure the item has been properly ‘web enabled’ at
the POS level. You may also try uploading the item manually.
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Edit Product
Clicking on Product SKU or Item Name will bring you to ‘Edit Product’ page. This is
where you can edit product information to make them more eCommerce friendly. All
the changes applied here will be sent to your eCommerce website.
Image 3.1 below shows all the product details you can edit.
1. If your item name is not eCommerce friendly, you can edit that here. Type in the
new item name as you would like it to show on the website. Please make sure to click
on the box ‘Prevent Over-writing Product Name’. Product name cannot be modified
until this box is unchecked.
2. Normally a Parent SKU comes from the POS. In certain instances, you may want
to convert Standard Items to Matrix Items without touching them in the POS. This is
where you can convert a group of Standard Items by creating a unique Parent SKU
and assigning it to multiple items. Please note you must create a unique parent SKU
for each group.
Again, please make sure to click on Prevent Overwriting before proceeding forward.
3. If you want to overwrite POS Product Long Description, please type it here. Please
make sure to check box to prevent POS description from over-writing.
4. If you are creating a matrix item using Step 2, please make sure to input Style Name
(Color) and Style Value (Red). Also, select ‘isMatrix Item’ as Yes.
5. You can upload up to five images per item in the channel. Make sure to reload page
after uploading image/s.
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Img 3.1
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Publishing Items to eCommerce
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 ‘Plus’ icon on the right to publish. Once you are done, items can
now be viewed under the SCM (Shopping Cart Module).
Note: Only Shopping carts and Marketplaces that you signed up for, will be shown in
My Products page.
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 to select a file to upload on Channel.
3. Click Import New once a template was created.
4. Notify- you can type in your email to get notifications if modification are being made
in the file. Modify- click to update files. Delete- delete existing files from the list.
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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
2. 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.
POS Code Mapping
You can use POS code mapping if you want to map POS value to Channel value.
POS value are commonly in a form of a code. For example, blk. You need to
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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 view the excel format by clicking.
2. Choose File: 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.
Order Management
View Orders
Order management tab is where you can view all the order details downloaded from
your eCommerce platform.
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Order search: If you’re looking for a specific order, use any of the criteria define
below to find it.
1. Source of Orders: Select Marketplace/Shopping cart
2. Order Status: Paid, Shipped, Decline
3. Username, Email: Customer’s username or email address
4. Order No: Specific order number of Marketplace/Shopping cart
5. Search orders from a specific date period
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
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
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
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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.
View all the Channel 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.
Log Details is where you can view the log activities or the error details in the channel.
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Windward System5
About Windward System5 Integration
Windward System Five offers independent retailer’s 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 several integrated software solutions for businesses in
particular fields that are designed to complement our powerful Windward System Five
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.
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Connect POS to Octopus
System5 Settings
The setting tabs is where you can enter the System 5 API details to connect
Octopus to System 5. Make sure to secure your System 5 API details first before
starting the integration. You can select the sync status to enable or disable if
you want to automatically update items from Octopus to your E-Commerce
Note: System5 API credentials are given by Windward.
Custom Rules
This is where we can define various product settings. These settings include Style,
Schedule, Price Mapping, Import Products, and etc.
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Style Names
Setup the Style Names depending on the type of products you are selling. Style Name
examples are Size, Color, etc.
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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
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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.
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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.
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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.
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Connect Octopus to Web
Magento Preparation
Important: Please take a back-up of Magento store (all files and database) before
starting the integration. This is just a precautionary step to undo any unwanted
Although Magento has built an API, it is quite limited for our use, therefore, we have
created a custom API for integrating a POS.
Please make sure the following have been done:
1. Create a Read/Write account for 24Seven. This allows 24Seven to
generate necessary API key
2. Prepare a Category (1-layer or 2-layer?) structure in Magento. This will
be mapped with Point of Sale Category structure.
Please provide the following details:
1. FTP url and login details
2. Magento Admin URL
3. Admin Login / Password (can it be a 24Seven account with admin
4. DataBase Name, Database UserName, Database Password
5. Table Name prefix.
NOTE: You can find prefix from Cpanel => PHPAdmin => database => Name of
Table. There may be 4 to 6 characters before the name of the table.
Log into your Magento store and follow the steps bellow:
Step I: Create a Web Service Role
1. From the Admin menu, select System > Web Services > SOAP / XML RPC Roles.
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2. In the Role Information section, enter a Role Name such as “API.”
3. Click the Add New Role button
4. Once API role is added, click on API to the left. It will bring you to another page.
5. In the panel to the left, select Role Resources. Set Resource Access to “All” to
enable full access to customer, catalog, and sales information.
6. When complete, click the Save Role button.
Step II: Create a Web Service User
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1. From the Admin menu, select System > Web Services > SOAP / XML RPC Users.
2. Click the Add New User button.
3. Complete the following fields:
User Name
First Name
Last Name
4. In the API Key field, enter a verification key or password. This is the credential that
third-party web services must use to access your Magento store. This can be any
string of letters or numbers you can remember.
5. To confirm, re-enter the key in the API Key Confirmation field.
6. In the panel on the left, select User Role.
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7. Then, select a User Role for the user.
8. When complete, click the Save User button.
Connect Octopus to Magento
Go to:
Login using your account details:
User Name (eMail address)
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Once you’ve logged in, go to:
Shopping Carts > Magento > Settings
Type in the following information
Magento API URL
Magento User ID
Magento Password
Enable Pass-through When setting up 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 in Octopus. These items will not be pushed to your eCommerce
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 setup your POS to upload All items into
Octopus, but you do not want to send All items, automatically, to your eCommerce
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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 eCommerce platform. This is recommended only when the settings have been
fully configured and tested.
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Octopus Business Rules
Shopping Cart Module
Whereas ‘My Products’ module shows all point of sale products, Shopping Carts
Module (SCM) shows only those items that are actively being updated in a shopping
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 eBay, 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 eBay.
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.
Product Synch 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.
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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
Note: Please remember to Download Category anytime, you create/update Categories
in Magento.
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.
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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.
1. The Left-hand side shows the POS category structure.
2. Department & Categories downloaded from Magento 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 dropdown menu, then select which category to map.
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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 Magento, 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 Magento as ‘Draft’.
5. Order Inclusive Tax: Select if you are posting product prices with tax
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 Magento.
7. Post all product as simple: If you want to posts matrix items as standard items
8. Least priced item as config.: Select if you want to display item/s with the lowest
9. Special Price Rule: You can select either a specific sale date or set a sale price.
10. Wholesale Price Rule: If you want to enable Wholesale pricing service in
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Magento. You also input the Wholesale customer ID here.
11. Custom Option Rule: put a check to apply other changes made in Magento
Custom Rules.
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Custom Attributes
You can set additional attributes in Magento using Custom Attributes. Take note that
this attributes are invisible from the Channel, therefore cannot be edited. Attributes
can be edited in POS level only.
1. Attribute Label: attributes displayed on Magento
2. Attribute Value: attributes mapped from the POS
3. Delete: click to delete.
For more information on Windward Magento integration contact us:
24Seven Commerce, San Jose, CA 95138. USA
Contact Sales: +1 708 406 5476
Contact Support: +1 708 406 5430
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