Table of Contents

Overview

Syncing POS with eCommerce

Syncing POS Products with eCommerce

Syncing POS Transactions and Stock Quantity with eCommerce

Syncing POS Customers With eCommerce

Syncing POS Taxes with eCommerce

Auto-printing of Kitchen Receipts for Online Orders

Overview

You can also view the following demo video: https://youtu.be/AuhYnIOEFpQ 

Syncing RetailTime with eCommerce

1. If you do not have an eCommerce website connected to your account yet, please submit a website creation request form.

Note: A virtual register will be created (at no cost) for the selected store for in all reporting called "eCommerce" (will not appear in Register list, cannot be logged into from POS, cannot be opened and closed). A virtual employee will also be created for reporting for that store called "eCommerce" (will not appear in Employee list, cannot log in to POS).

• Please note that only WordPress websites can be integrated with RetailTime.

2. Once your online store is set up and syncing with your POS, go to Apps--->eCommerce in the Back Office left navigation menu. 

3. If you would like your RetailTime account to automatically sync with eCommerce at a daily scheduled time, check the Scheduled data sync checkbox. Once selected, you will be able to choose a time for the daily sync. 

• If you would like to sync with eCommerce manually at any given time, simply select the SYNC NOW button.

4. To save your eCommerce settings, select the SAVE button. 

Syncing POS Products with eCommerce

From RetailTime to Ecommerce

IMPORTANT: Product Names must be less than 50 symbols in order for the product data to sync to the eCommerce site.

1. Once the eCommerce app is enabled on your account, you can choose which POS products you would like to sync and not sync with the eCommerce site. By default, all products will be synced onto the online site. To disable a POS product from appearing on the eCommerce site, go to Inventory--->Products--->select the product you do not want to appear in eCommerce.

2. Go to the eCommerce tab--->uncheck the Include in the eCommerce checkbox. (You can also enter this data for each product when importing inventory under the "eCommerce Sync" column of the .csv file.)

3. Select the Done button to save. 

Note: Serial items in RetailTime are unable to be synced with eCommerce.  

• Once the eCommerce sync box is selected for the item, the Price Type field in the Pricing tab will become locked on the Fixed option and the Unit field will become locked on the Item option and will be unable to be changed unless the sync box is unchecked. 
• Only active products in RetailTime will sync with eCommerce. The product's department, category, taxes, modifiers (if enabled), SKU, and matrix variants will be synced as well.

• Ecommerce only has an ability for categories to be subcategories of another category, so RetailTime departments will be synced as the parent eCommerce category and then RetailTime categories will be synced as eCommerce subcategories of the parent department category.
• The number of items from the selected RetailTime store will also be synced into eCommerce and will update when products are sold in eCommerce and sold in RetailTime.
• Inventory Type is called type in eCommerce, with inventory, non-inventory, and items with ingredients identified as simple in Ecommerce and Matrix items identified as a variable in eCommerce.
• Synced from RetailTime to Ecommerce: The product's image (can be disabled by unchecking Send Images box in eCommerce settings), description, short name, modifiers (if enabled), matrix variants, SKU, tax, if taxable, surcharges, stock quantity in selected store, price in selected store, and its category and department.
• What's not synced into Ecommerce? The product's Display color, UPC, Price Type, Unit, Vendor, ingredients, if discountable, will print on the kitchen receipt, and Category short name.

Syncing Transactions and Stock Quantity with Ecommerce

From RetailTime to Ecommerce

• Stock quantities of items sold in RetailTime will also be updated in eCommerce.
• Transactions within Ecommerce can be Refunded, Canceled (voided), and Completed (paid).
• Transactions processed in RetailTime are not synced into eCommerce.
• If set up in the POS, surcharges will be added to eCommerce transactions, but not cash discounts. 

From Ecommerce to RetailTime

• On the online eCommerce site, customers can choose to either pay online via credit card or just place their order online and pay in the store or upon delivery. On the checkout page, customers also have the ability to specify the time of pick-up for their order (in 20 minutes, etc.) by leaving a note. If they chose to pay in the store, the order will appear as a saved order in POS until it is paid. 

• Transactions sync from Ecommerce to RetailTime automatically, instantly updating the products’ stock quantities in RetailTime.
• Card payments on Ecommerce can be done via Authorize.net (supporting almost all credit cards – you can find out for sure if yours is supported from your merchant processor.), Paypal, or Stripe. These transactions will appear as External Payments in RetailTime.

• When a new order is created in Ecommerce, a message will appear in POS saying “New online order received" and you will receive an email notification as well. In addition, a bell symbol that will be visible on the POS will change from grey to yellow when a new online order comes in that has not yet been viewed.

• If you open the left navigation menu in the POS and go to Online Orders, you will be able to view all your online orders, with the ones you haven't viewed yet highlighted in yellow. Alternatively, you can go to the regular Orders page to view all orders (POS and online), or use the Order Source filter and select Online to view only your online orders. 

• An eCommerce Order ID for eCommerce orders will appear on the Orders and Order Details pages under Order Source: Online. It appears along with the regular RetailTime Order ID. It also appears in Orders export.
• Ecommerce transactions are not included in the Z and X report since the eCommerce virtual register does not need to be opened or closed.
• Transactions from the Ecommerce register will be displayed in Modifiers Report, Ingredients Report, Transactions Report, the Orders list (BO and POS), and Customer Details page. The virtual employee from eCommerce transactions will also appear in all reporting.
• Refunds from eCommerce transactions within RetailTime can only be synced to POS when there is an internet connection. Otherwise, there will be an error message when a refund is attempted. Refunds from eCommerce transactions can also only be performed for orders with a “Completed” (paid) status in RetailTime (they will be a saved order otherwise until paid)

Syncing Customers With eCommerce

From RetailTime to eCommerce

• Customers in RetailTime are synced into Ecommerce at the same time as when products are synced.
• Only customers with an email address entered in RetailTime can be synced into Ecommerce (since it is a required field in Ecommerce).

From Ecommerce to RetailTime

• Customer data is synced from Ecommerce to RetailTime only along with the order info from eCommerce. If a customer is created in eCommerce and doesn’t exist in RetailTime, his info is synced only if he was selected for an eCommerce order. 
• Orders synced from Ecommerce where the customer selected was a guest, will be assigned as a Walk-in customer in RetailTime and a Customer ID of 0.

Syncing Taxes with Ecommerce

From RetailTime to Ecommerce

• Your default store tax in RetailTime (whether a singular or combined tax) will be synced as a 'Standard rates' tax in eCommerce and will be added automatically to each order. All other (non-default) store taxes will not be synced.
• If you have changed the default tax in RetailTime after syncing with Ecommerce, you will need to delete the current tax in Ecommerce and sync again with the new one.
• Product taxes will be synced as well.

From Ecommerce to RetailTime

• If you create tax in Ecommerce, a Tax Agency with the same name as the tax in eCommerce will be created in RetailTime when synced, and the tax will be assigned to it. If that Tax Agency is already in RetailTime, a unique ID will be added to its name to differentiate it. If the tax name is already in RetailTime, a unique ID will be added to its name as well.

Auto-printing of Kitchen Receipts for Online Orders

For instructions on how to set this up, please see https://bizsupport.bizsupport.link/portal/en/kb/articles/set-up-auto-printing-of-kitchen-receipts-for-online-orders-22-12-2021