These details are accurate at the time of writing this Help file. However, from time to time Vend may make further changes that are unknown to Unleashed.When importing products from Vend, Unleashed will also pull across Stock On Hand and Stock On Hand value, therefore calculating your Average Landed Cost. This is the only time that this data will be transferred from Vend to Unleashed.
The following is a summary of key points that you need to note before proceeding:
This will ensure that you only have one flow of information. This is to avoid Unleashed overriding information in your Vend store, e.g. stock levels.
The purpose of integrating Vend with Unleashed is to provide true stock management. The integration streamlines POS and stock management requirements, whether you have one or multiple sales channels.
Vend is a POS and customer loyalty software that makes it easy to setup, manage and grow your business.Vend operates from any device or platform with a web-browser, or via the Vend iPad application.
If you have products that are marked as 'Never Diminishing' in Unleashed; they will be pushed into Vend as standard products. However, you can edit the product in Vend and un-mark the stock tracking option. This will amend the product and change it to a 'Never-Diminishing products.'
This is also the same process coming back from Vend into Unleashed.
Information that is shared between the two systems
Products: Unleashed pulls products from Vend. Setting Unleashed to push products back into Vend is optional.
We recommend that you do not use spacing when naming your products; this is because spacing is removed from the product name when it is sent to Vend. Consequently, when you sell a product in Vend, the sale cannot go back into Unleashed when the product codes don’t match. Also note that when you obsolete a product in Unleashed, it will not be marked as obsolete in Vend.
Customer: Unleashed pulls customer details from Vend. Setting Unleashed to push customer details back into Vend is optional.
Stock On Hand: Setting Unleashed to push stock-on-hand details back into Vend is optional.
Sales: Closed sales in Vend are pulled into Unleashed.
The status of sales that will get imported into Unleashed are:
Product names cannot be updated in Vend!
In Vend, a product can also have variants. These are different versions of the product, such as size, color, style, and flavor. These products are grouped together in Vend — they share the same name and handle, and each variant of the product has its own SKU.
E.g. Product Name: T Shirt, Handle: T Shirt.
When you link your Vend and Unleashed accounts, each variant of the product will be created as a unique product code in Unleashed.
Unleashed does not currently support composite products.
A composite is a bundled product (a group of smaller products); that can be sold separately.
When transferring data from Vend to Unleashed, make sure that the data in Vend is in a valid format. The following table provides examples of possible fields that you need to ensure it contains valid formats.
|Phone numbers||Ensure that phone numbers contain valid area code and a valid phone number.|
|Email Addresses||Ensure that the email address is valid. For instance, most email addresses contain two parts and separated by using the ‘@’ symbol.|
The following topic lists important aspects that you need to consider before integrating Vend with Unleashed.
Click Install App. It guides you through installing and creating a Vend account.
By dragging and dropping your outlets into warehouses, it maps sales and stock on hand (optional) between Vend and Unleashed. Stock on hand exports are controlled at a global level, you cannot turn off stock on hand exports for a particular mapping.
You cannot have multiple outlets in Vend mapped to one warehouse in Unleashed. You can only map one outlet in Vend to one warehouse in Unleashed.
Reload Vend Outlets: When clicked, it refreshes the page displays how many Vend outlets you have available for you to drag and drop.
Unleashed Warehouses: Displays how many Unleashed warehouses you have available for you to assign (drag and drop) outlet stores to.
Export customers to Vend: Customers in Vend are imported into Unleashed automatically. Enabling this will export Customers from Unleashed into Vend.
Export products to Vend: Products in Vend are imported into Unleashed automatically. Enabling this will export Products from Unleashed into Vend.
We recommend that you do not use spacing when naming your products; this is because spacing is removed from the product name when it is sent to Vend. Consequently, when you sell a product in Vend, the sale cannot go back into Unleashed when the product codes do not match.
Export Stock On Hand to Vend: If enabled, any changes to stock inside Unleashed will update the count in Vend with the "Available" amount of the product.
Available amount is a Stock On Hand minus allocated stock.
Include quantities for auto-assembled products: Available only if the Export Stock On Hand to Vend option is selected. If enabled, the Available Quantity will also include the quantity for auto-assembled products.
Update products: Enabling this selects what system is the master for product information such as Pricing, Notes etc.
Export products from Unleashed to Vend: Products from Vend are imported into Unleashed automatically. Enabling this will export products from Unleashed in Vend.
Importing products, customers and invoices from Vend to Unleashed: These options allow you to select a date to import these products, customers or invoices from Vend to Unleashed. Follow the in-line help on screen to ensure that you data traverses correctly and in the right direction.
If errors occur during the importing process for either products, customers or invoices, then you should manually re- import them—Customers, Products or Invoices. If you are not successful, you can view the fault in the connection log and fix accordingly.
Once the integration is completed:
As soon as the integration is performed, it creates a discount product. The discount is used as a sale where there is a discount line, it uses this Vend discount product.
The following processes are examples that demonstrate how Vend works with Unleashed after the integration is completed.
The Connection Log provides a list of every single action that has occurred during the integration process. For example, you can use the log screen to determine any issues that might occur during the integration process. This could include a validation error, or any other possible faults. You can use the Connection Log page to determine what the actual fault is, and then plan to fix accordingly. The logs only keep the last 7 days of activity.
You can select the log level that you need to view for analysis.
This diagram demonstrates how the three systems work together when fully integrated.
Pricing cannot be sent to the tax inclusive field in Vend, it is only sent to the tax exclusive field. This means that you need to set up all your retail pricing in Unleashed as tax exclusive.
If you are using an accounting provider, consider the following:
Sales between Unleashed and Vend may differ by a small amount, however; this should not affect your reconciliation as Vend sends both the Sales and the Payment to the accounting provider.
In order for someone to be confident that all the information in the three systems are up-to-date, you must close all the registers that you are using by the end of each business day.
In Vend, returns and credits are handled by entering negative lines on a sale (see image). This does not work the same way as Unleashed, so the sale cannot be imported (Unleashed has a separate module for Returns and Credits).
The best way to handle your returns and credits is to do a manual adjustment in Unleashed for the stock returned in Vend (on a regular basis i.e. daily).
In Vend, export the sales history to find the returned products
Go to History in Vend.
Filter down the history based on the relevant Date and Register.
Click Export CSV at the top right.
With the exported file, filter the rows using the Quantity column (you want the products with a negative quantity as these are your Returns/Credits).
For more information on how to filter in Excel, click here.
Enter a stock adjustment in Unleashed to add back these negative quantities for each product.
The following is a list of field validations that need to be mapped during the Vend integration. All available information has been gathered to ensure you have the easiest integration possible.
Stock On Hand