POSibolt Woocommerce Integration: Installation Guide


The Woocommerce POSibolt integration is available to POSibolt clients on the Standard & Enterprise plans.  If you are on the Lite Plan, your POSibolt license will have to be upgraded before proceeding with the integration. The POSibolt Woocommerce integration solves the problem of on manual double entry tasks, by synchronizing inventory levels as well as order data between POSibolt and a Woocommerce Online Store. Everything is kept tightly in sync with your online and physical store, ensuring that you only sell the stock that is physically available.



A few things to note before getting started:

  • POSibolt functions as the single point of truth, where all product and pricing information is fed through to Woocommerce. Any picture, pricing and product data changes must be made in POSibolt, which will be synchronized to the online store according to a set schedule.
  • Make sure all product information has been set up accordingly, including the assigning of web images in POSibolt Product Administration
  • All products to be synced to Woocommerce must be marked as "Webstore Featured" in POSibolt.


Getting Started: POSibolt Requirements

  • Ensure that a new Organisation for your online store is created. This is used for all ERP-level reporting for transactions
  • Ensure that a new Terminal is created, linked to the above Organisation
  • Contact POSibolt support for your Client Id and Client Secret credentials. This is needed to integrate the POSibolt instance with the Online Store



Getting Started: Woocommerce Online Store

For successful running of the integration, it is vital to choosing the correct hosting provider. Avoid shared hosting, and rather sign up for a dedicated web hosting package in order for your integration to function correctly. Remember, it is always advisable to work with a developer in testing the integration in a testing environment, to make sure everything runs as expected.


The following minimum requirements must be adhered to for the POSibolt Woocommerce integration:

  •  Cron job running

  • cURL set up and running

  • Default memory limit and execution time enabled

  • Minimum of 4GB RAM on the web server

  • Minimum of Intel Xeon CPU E5 2650 v4 @ 2.20GHz

  • shell_exec enabled in PHP configuration


NOTE: The Woocommerce store must have no existing products, categories or order data prior to installation. All prior data must be wiped from the online store, as every single piece of product, inventory and pricing information comes from POSibolt. Make sure to adhere to this requirement once done.


Getting Started: Woocommerce Data Preparation

  • Delete all existing Woocommerce products
  • Delete all existing Woocommerce categories
  • Delete existing Woocommerce Plugin (If 


Getting Started: Woocommerce Plugin Installation

Once you have downloaded the Woocommerce plugin from the dedicated link sent to you, navigate to the admin panel of the Woocommerce online store. Follow the steps below to install the plugin

  1. Navigate to Plugins --> Add New

  2. Click on Add New on the top of the page

  3. Click Upload Plugin at the top of the Plugins Page

  4. Choose the .zip plugin file sent to you by the POSibolt Support Team

  5. Proceed with the installation of the plugin, and activate the plugin once installation has been completed


Connecting POSibolt and the Woocommerce Plugin

Once the plugin has been successfully installed and activated, it is now time to connect the POSibolt instance to the Woocommerce online store.
NOTE: If this is your first time installing the plugin, make sure that you work with a developer to set up a test environment. This helps to ensure that every component is working as expected.


To configure the POSibolt Woocommerce Plugin, follow the below steps:


  1. Navigate to Woocommerce --> Settings

  2. Click on the POSibolt Integration tab

  3. Fill in the POSibolt instance details, and click Save Changes once confirming that details are correct


  4. Once connected, the following messages will appear on the page


General Settings - POSibolt Integration

The following settings detailed below are listed under the 'General Setings' tab of the POSibolt Integration API within the WooCommerce settings

  • Save products to draft before downloading image - Allow A default status of drafting products before images are downloaded
  • Change In Stock to Low Stock - When stock inventory levels are low, item will displayed as Low stock instead of In stock
  • Send shipping charge to posibolt - adds a line item of freight charge in POSibolt to match woocommerce shipping fee
  • Enable background image sync - 
  • Sync notification emails (Separate them by commas) - In this field, email addresses can be added in order to receive email notifications after syncing between POSibolt data and WooCommerce has been completed successfully; To add multiple email addresses, separate them by commas (e.g. manager@ecommerce.com,webadmin@ecommerce.com)


Sync Settings: Sync Schedule

The POSibolt Woocommerce plugin enables syncing product, inventory, price and sales data according to predefined schedules that are configured during the first time setup. A sync schedule must be set up for both product data as well as image data. This is separated in an effort to reduce load on the server with every new sync. The recommended POS data sync should be once daily, and the recommended image data sync should be set once per week, preferably on the quietest day of the week.


To set up a Data Sync:

1. Click on the Data Sync Option

2. Choose your desired schedule from the list

3. Click on Set Schedule to save your settings


To set up an Image Sync:

1. Click on the Image Sync Option

2. Choose your desired schedule from the list

3. Click on Set Schedule to save your settings


Once the above Sync settings have been configured, the screen will display a confirmation of the sync schedule as displayed below




Sync Settings: Running The First Sync

If you have made it this far, well done! We are now ready to start the first sync of products to your online store. The first initial sync must be run manually to sync product and inventory level information from POSibolt to the Woocommerce Online Store. Follow the steps below to run the initial sync:


1. Manual Sync - Data Sync

Click on Sync POS Data and wait for the sync to finish. Note that this may take some time depending on the number of products pulling through from POSibolt. Please ensure that the server requirements are met as described in the beginning of this guide.


2. Mapping Product Fields

Map the product fields from POSibolt using the applicable drop downs in Woocommerce. If "Enable Group 1 Prefix for Brand " is ticked, the Brand name from Group 1 will be prepended to the product name in Woocommerce (Example - Nike Airmax). Speak to a friendly POSibolt consultant to get this configuration working correctly.


If you have Size / Colour attributes and wish to split these by a specific attribute, the appropriate tickbox can be checked in order to split these products.
NOTE - This should be implemented as a once off configuration. If any configuration changes are needed, we recommend resyncing all products from within POSibolt.



2. Mapping Categories

There may be a need to map categories from POSibolt to more semantic categories in Woocommerce. New categories can be created in Woocommerce, and POSibolt categories can be mapped to these new categories which will be customer facing on the online store. If this is not required, simply click Continue Sync


3. Complete The Sync

The sync will run according to the predefined configuration above, and pull through all information from POSibolt


4. Manual Sync - Image Sync

Click on Sync Product Images and wait for the sync to finish. Note that this may take some time depending on the number of products pulling through from POSibolt




5. Download/Upload category Mapping

Using the Download Category Mapping button, you will be able to download a template in order to custom map your POSibolt categories with customer facing WooCommerce categories, your product categories can also be exported from the POSibolt application with ease, once done, you can use the upload functionality to simply upload the custom mapping.



Order Management in POSibolt

Once the synchronisation for both the images and product data has completed, click on the Order Management tab. This will allow for settings on the Sales Order with regards to the Invoice Rule being used to generate a new order. The following options are available:




Based on your configuration, the Woocommerce statuses must match to the desired Invoice Rule. Contact a POSibolt team member if you need assistance with this step.


Logs Status

The Logs Status is an area used for troubleshooting issues related to the plugin. This will be used by the developer / POSibolt support team to troubleshoot and identify any issues that users may experience in day to day operations with the plugin.




Ecommerce Order Management With POSibolt

The Order management process is relatively simple with the POSibolt Woocommerce integration.  Once successful orders are completed on Woocommerce, the sales order will be sent through to POSibolt in the form of a sales order, and each payment method tied to an order status in Woocommerce can be configured for different behaviour.


In the screenshot below:

  • All orders that move to a Processing status in Woocommerce will automatically create a sales order AND associated invoice in POSibolt, with payment allocated against that invoice (a typical Credit / Debit card payment gateway)

  • All orders that move to an "On hold" status will create a Sales Order in POSibolt, requiring manual confirmation of payment (this option is most common if users are allowed to do a direct deposit of funds into the bank account)





POSibolt Order Management: How To View Orders Placed In Woocommerce

 Once an order has been successfully placed on Woocommerce and sent through to POSibolt, the POSibolt shipment report will allow for a simple dispatch to the customer. To ship an order from POSibolt, follow these simple steps:


1. Login to POSibolt and navigate to the Stock module


2. Click on Shipment Report


3. The Shipment Report is a dynamic report to view all customer orders ready for dispatch from a single point of view. The recommended default user screen preferences for the report are as follows:

  • Report By Date Ordered
  • Filter By Today
  • Choose a warehouse if dispatching centrally
  • Delivery Status = No
  • Organisation = Appropriate Organisation set up in POSibolt to handle online orders


4. Once the appropriate filters are selected on the report, the orders will be displayed in the table below.



POSibolt Order Management: How To Ship Orders 

The Shipment Report allows for easy dispatch of orders from a single central interface. To ship an order from POSibolt, there are the following three actions that can be performed:


1. Print PickList (Optional)
This allows for the user to print a picking list for the specified order. This step may not be required and is completely optional


2. Edit Order (Optional)

This step allows the user to edit the order before dispatch. This may be required if the customer wants changes to the order or if we would need to capture additional information about the customer. The standard POSibolt Sales Order screen will be used to edit the order. Once the necessary changes are made, the updated order will be found in the Shipment Report, ready for dispatch.


3. Ship Order

The Ship Order button directs the user to the Customer Shipment screen. This screen displays all order related information and is a useful tool to check if order information is correct. All customer, order and courier information will be available on this screen. Once all order information has been confirmed, click on Complete to dispatch the order, and mark the order as Complete.



Once shipped, a customer shipment confirmation screen will be displayed, with all order, customer and courier information.


IMPORTANT NOTES

Important:

  • Do not unlink and re-link your stores unless you are planning on deleting all items from your WooCommerce store 
  • When the sale from WooCommerce comes through to POSibolt , the inventory will be deducted for all the products sold on WooCommerce.