Overview

This integration guide provides the steps required to:

1. Enable Live Vendor Access
2. Register with Selected Vendors
3. Sync Your First Vendor Catalog
4. Enable Online Product Visibility
5. Set Desired Price Levels
6. Configure Online Display Options
7. Select Fulfillment Vendor
8. Deliver Online Orders – In Store
9. Deliver Online Order – Shipped Elsewhere (Drop shipping)
10. Manage Shipment Tracking
11. Replenish Local Inventory, Check Available Quantity and Shop Prices
12. Place Special Orders
13. Updating Local Inventory with Future Catalog Changes and Image/Description Availability

Prohibited Activities

Please note that there are certain activities prohibited by the industry’s wholesale distributors and manufacturers that is enforced by Orchid POS.  These activities include:

1. Permitting the use of back ordering from a vendor
2. Displaying prices below the Minimum Advertised Price (MAP) 
3. Drop shipping from non-brick and-mortar stores (policy varies by vendor and manufacturer)

Getting Help

If you need additional assistance, please contact the live Orchid support team by submitting a ticket through the online portal (https://orchidllc.zohodesk.com/portal/en/home). In addition, please note that the following support activities must be serviced by the vendor and not Orchid. Please reach out to them directly:

1. FAPS – Merchant Processing /Hardware issues

2. support@1stpaygateway.net
3. 888-711-3800 option 3

2. Card Connect – Merchant Processing/ Hardware Issues

1. 877.828.0720

ShipStation – Go to your Help Menu for Chat options, email support and phone support if your plan includes that functionality. 

1. Enable Live Vendor Access

The first step in the integration is to enable Orchid POS with live vendor access.  Please navigate to the following location and click “Enable Live Vendor Access.”

Office – Back Office – Integrations – Inventory

You will receive a popup with information pre-populated about your store. Simply review and save your data.

1. You will want to ensure that each Distributor you want to use is currently listed in your Vendor List

1. You can ensure that you have all the proper information entered for each Distributor by following the steps below. 

1. Click on Loyalty
2. Select Contacts
3. Enter Distributor Name in the Vendor Name Field
4. Click Search (If there are no results)

1. Click on Add Contact
2. Change the Contact Type to Vendor
3. Search the Vendor Name this should return results from ATF EZ Check
4. Select the match that you want to link to your POS
5. Enter any additional details for your Vendor Representative, Account Information, Shipment Details or Payment Terms to automatically include this information on your Purchase Orders

5. Click on the Edit Icon next to the Proper Vendor
6. Enter any additional details for your Vendor Representative, Account Information, Shipment Details or Payment Terms to automatically include this information on your Purchase Orders

2. Register with Selected Vendors

Navigate to the vendor of your choice and turn on the toggle.  

Once enabled, you’ll be asked to enter a range of account credentials and details about your business. The information required varies by vendor. 

1. Sports South: Enter your Customer Number – Username – Password (Password is the store's zip code)– Source = Orchid. Map the vendor to a profile on your account.

2. Davidsons: Enter your Customer Number – Reference Number – Authentication Token – Username and Password. Map the vendor to a profile in your account.

3. Lipsey’s: Enter your Email and Password for the Orders & Tracking for Drop shipping and then a different Email and Password for the Catalog & Inventory. Map the vendor to a profile in your account.

4. Bill Hicks: Enter in your Customer ID – Username – Password – Directory. Map the vendor to a profile in your account.

5. RSR: First, you will to need to request access from RSR to the FTP Server and download filezilla. This can be accomplished by signing into RSR - Dealers Toolbox - Available Downloads-Access To The RSR FTP Server. After steps are completed and approved, you will receive credentials from RSR to use for the required fields in the POS setup. Enter your Username and Password for drop shipping in the Orders & Tracking – Enter your Username and Password for the Catalog and Inventory Feeds. Map the vendor to a profile in your account.

6. M&M: Enter in your Customer ID – Username – Password. Map the vendor to a profile in your account.
   
7.  Crow: Enter your User Name - Password - Directory = WSA - Map the vendor to a profile in your account.  (

3. Sync Your First Vendor Catalog 

Syncing a vendor catalog enables you to access items directly from your Managed Products and Quick Add inventory functions found throughout Orchid POS. The first sync pulls in one or all vendor products into your local account. Subsequent additions can be performed in bulk through this function or individually through the Quick Add function thereafter.  

Please navigate to the following location and select your desired vendors:

Back Office – Inventory – Manage Inventory – Search/Add Catalog Products 

To Bulk Add items, click “Select items in this page” then “Select All Items” and finally “Bulk Add to Inventory.”

The bulk addition of new will require you to map vendor items to your local Taxonomy. Note, if you used Orchid’s default Taxonomy, all items should be mapped automatically and presented for your review. Once completed, click on Save & Proceed.

Once Save & Proceed is clicked, Orchid POS will reconcile the additions to your Managed Products page to ensure there aren’t any conflicts. Note – the initial sync and validation of conflicts can take up to 30 minutes whereas subsequent imports can be performed very quickly. We recommend that you let each import finish prior to executing the next vendor.  The status of the sync can be found by navigating to: 

Back Office – Tools – Catalog Import Status

4. Enable Online Product Visibility 

Once you have completed adding products from the catalogs, you will want to establish which products you would like to display online. During the import process you will have the ability to automatically turn on web visibility for all imported items. If you decide to say no at this time, you will have to manually change this in the Manage Products Page. 

1. Manually turning on Product Visibility 

1. Navigate to Inventory – Manage Inventory – Manage Products 
2. Filter your items to the list that you want to display online
3. Change your View to StoreFront

4. You can also Change the columns, to add Image Thumbnail and Web Visibility and sort them so they are easily seen at the beginning of the table. 
5. You can either individually choose or use the Bulk Action to turn Web Visibility on 

5. Set Desired Price Levels

The catalog pricing does not always match what you want to display online, following the steps below will help you set Price Levels for your products easily. 

1. Bring up any qualifying item under Office > Inventory > Products > Manage Products > Search Part Number > Click Edit, or the Part Number > Click on the Pricing Tab > Set one or more price formulas > Save the changes to the part.
2. Click the Pricing Tab > Formula

3. Select the Formulas to copy and then select the conditions 

4. Set your substitute formulas. These are important to address Retail and MSRP based formulas, if any item happens to have $0 in that field.

5. MAKE SURE to click the “overwrite manually entered pricing” option at the bottom, then click Apply Formula.

6. Orchid POS will begin the data change; status results will post to Tools > Exports page. 
7. You will see a status bar appear; you can send this to background to close out of the screen. 

6. Configure Online Display Options

To display inventory on your website without carrying any quantity you will want to ensure that you have your preferences setup up correctly in your Control Panel. 

You can access your CPanel by adding /Cpanel to the end of your website URL.

1. Preferences 
2. Inventory 
3. Turn on Stock Status Display 
4. Hide Quantity and Display “In-Stock or Special Order” 
5. Allow Special Orders for Out of Stock 
6. You can either turn on or off Special-Order capability for vendors who do not support live access. 

1. Allowing special orders for out of stock requires that you manually fulfill this order following the steps listed in Section 7. 

7. Select Fulfillment Vendor

After an order is placed by a customer for a product that is not in your inventory, you will have to go to:

Inventory – Order Inventory – Select Parts to Order

You can filter your page to display Special Order Items only, or manually search the SKU’s that you must order. 

Click on the three dots next to the item you need to order you can click on Quick Order Part – This will let you see what Distributor has what quantity available. 

Select which vendor you would like to order from and click on Order item to add the product to your cart. 

You can follow the instructions listed in Section 11 to Generate a Purchase Order and receive the inventory established during the ordering process. 

8. Deliver Online Order – In-Store

If you have an online order, come through your ecommerce website that is instore pickup, you can follow the steps below to fulfill the order. 

1. Go to your main POS screen. 
2. Storefront Orders 
3. Select the Order that needs to be closed. 

1. You will need to click on the truck icon to associate a serial number to a serialized product. 

1. After a serial number is selected, you will be prompted to complete an e4473, a Paper 4473 or you can select Complete if the required steps for disposition have already been completed. 
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3. For non-serialized inventory you will be able to click on the truck icon to deliver the products and close the order. 

9. Deliver Online Order – Shipped Elsewhere (Drop Shipping)

If you have an online order, come through your ecommerce website that is shipped elsewhere you can follow the steps below to fulfill the order. 

4. Go to your main POS screen 
5. Storefront Orders 
6. Select the Order that needs to be closed. 
7. You will need to click on the truck icon to associate a serial number to a serialized product. 

1. For non-serialized inventory you will be able to click on the truck icon to deliver the products and close the order. 

10. Manage Shipment Tracking

If you are using Shipstation for your Shipping Method for eCommerce Orders you can follow the steps below to create your shipping label, send your customer tracking information, and check the status of the shipment. 

1. Sign into your Ship Station Account and navigate to the Orders Tab and Awaiting Shipment. 

1. Select the order you need to ship
2. On the left side of the pop up you can see all of the customer information
3. On the right side of the pop up you will be able to configure your shipment and print your label

2. Once you mark this as shipped it will automatically send the customer an email with the tracking information. 

You can also check the progress of the shipping in the POS by following the instructions below. 

1. Navigate to your main POS Screen
2. Click on Storefront orders
3. Select the Order you wish to find the tracking for
4. Click on Action in the top right corner
5. Select Shipstation Tracking

1. This should open a popup with the tracking information and status

If you are not using Shipstation you can manually enter in the shipment information by clicking on Action – Ship Items. 

1. This will allow you to choose your Shipping Provider and enter in the tracking details
2. When this information has been entered, you can click on Ship Items and the items will be marked as delivered. 

11. Replenish Local Inventory, Check Available Quantity and Shop Prices

Replenishing your inventory can be done in just a few clicks by following the steps below. 

Inventory – Order Inventory – Select Parts to Order

1. You can use the filters in the Order Parts page to narrow down the search results, you can also customize the filters by selecting the additional filters icon. (Blue eye)

2. You can also filter your page to display items that are at or below the re-order level, every item that matches will be highlighted in a light blue color. 

3. Click on the three dots next to the item you need to order you can click on Quick Order Part – This will let you see what Distributor has what quantity available and shop for the best price. 

4. To create a Purchase Order, you can either select Order Item with the proper vendor selected, or you can use the Bulk Actions Tool in the Order Parts Page.

1. If you select Order Item, you will need to navigate to your Cart Button at the top of the Order Inventory Screen in order to complete the order. 
2. Add to cart will add each item to a cart that is specific to their default vendor
3. Create Quick PO will allow you to add all the parts to one cart for the Vendor you choose. 

5. After you select Create Purchase Order it will open the Purchase Order Form Screen. 

6. You can review all of the items that are in the Purchase Order and make any adjustments needed to qty, cost, retail or any discounts and or notes. 
7. Click on Create Purchase Order

8. Section 1 – Vendor Information 

1.  Enter any Vendor Invoice Number, Account Number, PO Date or Rep information if it is not populated from the Vendor Contact information already. None of these fields are required besides PO Date. 
2. Click Next to proceed to Section 2

9. Section 2 – Shipping Information 

1. This will be populated with the Store information for the ship to, if this item needs to be directly to the customer, you can select Ship Directly to customer and enter the customer information.
2. You can also use an alternative shipping address or Ship Blind. 
3. Click Next to proceed to Section 3

10. Section 3 – Miscellaneous & Instructions

1. In this section you can select your Shipment method
2. Payment Method
3. Enter a required delivery date
4. Add any freight charges
5. Email the PO to your vendor representative
6. Add additional notes or messages for the order
7. Click Next to proceed to Section 4

11. Section 4 – Review Order

1. Here you can review all the information entered into sections 1-3
2. You can also review all of the products that are on the order
3. Clicking on Generate Purchase Order will move this order to Inventory – Order Inventory – Manage Purchase Orders
4. If you navigate to Manage Purchase Orders and this vendor is integrated, you will see on the items a status and tracking information on the line items in the purchase order. 

      12. Receiving the Products from the Purchase Order

5. Navigate to Inventory – Order Inventory – Manage Purchase Orders
6. Select the Purchase order you wish to receive from
7. You can either use the Bulk Action on the left to mark all items as received, or individually receive each part. 
8. Once Completed you will see the status of the Purchase Order change to Closed

1. If this was only a partial delivery, the Purchase Order will remain in an open status labeled Partial Delivery. 

12. Place Special Orders

Placing Special Orders can be completed in a few simple steps. Please follow the instructions below to create, receive and fulfill a special order. 

1. In-Store

1. Select Customer
2. Add Items to cart (special order items will have a qty listed in red)
3. Complete Purchase

2. Navigate to Inventory – Order Inventory – Select Parts to Order
3. You can filter your page to display Special Order Items only, or manually search the SKU’s that you must order. All matching products will be highlighted in red. 

 

4. Click on the three dots next to the item you need to order you can click on Quick Order Part – This will let you see what Distributor has what quantity available. 

5. Follow Instructions in Section 11 to complete the Purchase Order and receive the products
6. In the Main POS Screen Select from the POS Dropdown and navigate to Special Orders

1. Any special order that now has available quantity will be highlighted blue
2. Click on the Invoice Number to open the details of the order

7. You will need to click on the truck icon to associate a serial number to a serialized product. 

   

1. After a serial number is selected, you will be prompted to complete an e4473, a Paper 4473 or you can select Complete if the required steps for disposition have already been completed. 
2. For non-serialized inventory you will be able to click on the truck icon to deliver the products and close the order. 

8. For instructions on how to complete online special orders, please refer to section 8 for in-store pick-up and section 9 for Shipment. 

13. Updating Local Inventory with Future Catalog Changes and Image/Description Availability

Updating your local inventory with future catalog updates can be done in a few clicks by following the steps below. 

1. Navigate to Inventory – Manage Inventory – Search/Add Catalog Products

1. You can filter by Vendor, Manufacturer or any other fields to narrow down your search results
2. Clicking on New Items only will display only the items that have been added to the catalog and are not currently included in your Manage Products Page. 

2. To Bulk Add items, click “Select items in this page” then “Select All Items” and finally “Bulk Add to Inventory.”
3. The bulk addition of new will require you to map vendor items to your local Taxonomy. Note, if you used Orchid’s default Taxonomy, all items should be mapped automatically and presented for your review. Once completed, click on Save & Proceed.

4. Once Save & Proceed is clicked, Orchid POS will reconcile the additions to your Managed Products page to ensure there aren’t any conflicts. Note – the initial sync and validation of conflicts can take up to 30 minutes whereas subsequent imports can be performed very quickly. We recommend that you let each import finish prior to executing the next vendor.  The status of the sync can be found by navigating to: 
5. Back Office – Tools – Catalog Import Status
6. Please follow steps 4 & 5 to configure web visibility and Setting Price Levels