A Complete Guide to Integrating Square POS and Brightpearl with BrightConnect
Getting Started: Connecting Your Accounts
BrightConnect enables you to seamlessly connect Brightpearl with Square POS.
Effortlessly synchronize products, inventory levels, orders, and shipment updates between Brightpearl and Square POS.
1. To get started, register yourself here by providing basic details such as your name, email, and password to set up an account.
Steps to Connect Brightpearl and Square POS with BrightConnect
To connect Brightpearl and Square POS via BrightConnect, authorization is required. Follow these steps:
1. Enter your Brightpearl Account ID (the one you use to log in) and click on the "Connect" button.
This action will redirect you to the Brightpearl login page.
2. Log in to Brightpearl with your credentials.
3. Click on the "Approve" button to grant BrightConnect access to your Brightpearl data.
After approval, you will be redirected back to the onboarding steps. Proceed by clicking on the "Next" button.
Instructions to Connect Square POS with BrightConnect
- Select the option ‘I Agree to the Terms of Service’ and then click on the "Connect" button.
This will redirect you to the Square login page.
2. Sign in to Square with your credentials. (If you don't have Square login details, you can sign up at this stage.)
After signing in, you will be redirected back to the onboarding steps. Next, click on the "Go to Dashboard" button, and you're all set!
API & Notification Settings Setup in BrightConnect Integration
In the BrightConnect Integration, on the left side, you will find the "API & Notification Settings" setup, which comprises two modules: API Settings and Email Notification.
1. API Settings: This allows you to manage both Brightpearl and Square POS accounts. Follow the instructions provided in “Follow the steps to connect Brightpearl and Square POS with BrightConnect” to manage these accounts.
Note: If you wish to update the data of your selected Brightpearl Account ID to a different Square POS Location, click on the "Disconnect" button and then add the specific Square POS Location.
2 Email Notification: Under the “Email Notification” tab, you can set your email address to receive notifications in case of errors or issues in data synchronization. If you use multiple email IDs, you can add them by clicking on the ‘+’ button to receive notifications on all of them.
Configuring Your Square POS Connector
In the BrightConnect Integration, access the Sync Configuration page on the left side to manage the synchronization of various data between Square POS and Brightpearl.
- Navigate to the Products tab to configure the mapping of fields for product synchronization from Brightpearl to Square POS.
(A): Choose fields from both platforms that serve as unique identifiers for each product, ensuring they are common across both Square POS and Brightpearl.
(B): Select the Squareup Location where you want products from Brightpearl to be created in Square.
(C): Enable the Product Sync Flow to facilitate product synchronization from Brightpearl to Square POS. There are two product sync flows:
- One-way Sync: Selecting this option means products will sync in one direction only (e.g., from Brightpearl to Squareup or vice versa).
- Blacklist Product Category: Here, you can choose one or more product categories to exclude from the sync process.
- Both-way Sync: This option allows products to sync between both platforms. For instance, a product created in Brightpearl will update in Squareup (excluding any blacklisted product categories) and vice versa. Additionally, you can specify a default product brand for new products created in Squareup to be categorized under.
(D): Review and adjust the Product Field Mapping to suit your product setup on both platforms. For example, map the Brightpearl Product Description field to the Square Product Description field to ensure proper data transfer.
(E): After completing the mapping, click on the "Save" button to save all your product field mapping configurations.
2. Configuring Order Sync from Square POS to Brightpearl
(A): Enable order sync and specify a Go-Live Date & Time from which the system will start syncing orders. Only orders created on or after this date will be downloaded automatically. Note that the Go-Live Date can only be set for a future date.
(B): Choose to Enable or Disable the Order Reference/ID sync as per your preference. Enable this option if you want the order ID from Square POS to be updated in Brightpearl, or disable it if not required.
(C): Set Default values that the system will use for creating orders in Brightpearl from Square POS:
- Project: Choose the project’s status, such as whether it's in the testing period or ready to go live.
- Lead Source: Select a lead source to understand the origin of this connector's usage, like Google or other search engines.
- Tax Code: Choose a unique Tax Code assigned to contact records, product records, and transactions. This Tax Code controls the Total Tax Rate applied to a transaction.
- Default Price List-ID: Set a default price list for use when creating orders in your selected Square POS location.
- Blacklist Order Source: Exclude any Order Source that is not part of Square’s system and should not be updated in Brightpearl.
(D): Map the Square POS location with the Brightpearl Channel. This ensures that orders from the selected Square location are synchronized with the Brightpearl Channel. Click on "Save Mapping" afterward.
(E): Map the Tax Method between both platforms to ensure correct tax information is synchronized while creating orders in Brightpearl. Click on "Save Mapping" once completed.
(F): Map the Square POS Location with the Brightpearl Warehouse for accurate inventory allocation. Then click on "Save Mapping."
(G): Set a Default Sales Order Status for orders that come from Square POS into Brightpearl Sales.
(H): Select a Default Customer from the Brightpearl Customer list for anonymous sales originating from Square POS.
(I): Enable this option to mark orders from Square POS as fulfilled in Brightpearl; otherwise, they will be downloaded as not fulfilled.
(J): Enable the synchronization of payments from Square POS to Brightpearl.
(K): After enabling payment sync, set a Default Payment Method in Brightpearl for orders synced from Square POS. You can also map other Payment Methods between the platforms according to your preference.
(L): After completing all the mappings, click on the "Save" button to save all the order field mappings.
3. Configuring Price Sync from Brightpearl to Square POS
(A): Select a default pricing option from the Brightpearl price list to set as the default price for Square POS.
(B): Click on the "Save" button to save the price field mapping.
4. Enabling Inventory Sync from Brightpearl to Square POS
(A): Map the Square location to Brightpearl’s Warehouse. This ensures that any updates in the inventory levels of Brightpearl’s Warehouse are reflected in the corresponding Square location.
(B): Click on the "Save" button to save the inventory field mapping.
View Sync Logs
In the Sync Logs section, you can review and manage various logs, including Product, Inventory, and Order logs.
- To Review Product Logs (Brightpearl to Square POS): Navigate to "Product Logs" in the left menu and click on it.
In the Product Logs, the following fields are displayed:
(i) Product Name: Shows the name of the product from Brightpearl that is synced to Square POS.
(ii) SKU: Displays the SKU of the product from Brightpearl.
(iii) Source: Indicates where the products were created.
(iv) Sync Status: Shows the status of the product sync from Brightpearl to Square, including four statuses: Pending, Synced, Failed, and Processing.
- Pending: Indicates a need for product classification to set the proper Square Category and other settings.
- Synced: Represents products that have been successfully synced and are live in Square POS.
- Failed: For products that have not been processed, displaying the reason for failure.
- Processing: For products sent to Square POS for listing but are still being processed to go live.
(v) Last Updated on Platform: Shows when the system fetched the Brightpearl product and inserted it into Square POS for listing.
(vi) Action: Displays a "Re-sync" button for products that failed to sync. This allows you to retry the sync after addressing the issue that caused the failure. Additionally, there is a button to retry syncing all failed products in one click.
2. Reviewing Inventory Logs (Brightpearl to Square POS): Navigate to "Inventory Logs" in the left menu and click on it.
In the Inventory Logs, you will see the following fields:
(i) Product Name: Displays the name of the product whose inventory was updated.
(ii) SKU: Shows the SKU of the product.
(iii) Sync Status: Indicates the status of inventory sync from Brightpearl to Square, with statuses including Pending, Synced, and Failed.
- Pending: Suggests that some settings are not configured or the sync is in progress.
- Synced: For inventories that have been successfully synced.
- Failed: For syncs that have not been processed, with reasons provided.
(iv) Action: Provides a "Re-sync" button for retrying sync in case of inventory sync failures. Additionally, there is a button to retry syncing all failed inventories in one click.
3. Reviewing Order Logs (Square POS to Brightpearl): Navigate to "Order Logs" in the left menu and click on it.
In the Order Logs, the following fields are displayed:
(i) Order ID: Shows the ID of the Square POS order that was processed for syncing.
(ii) Brightpearl SO ID: Displays the Brightpearl Sales Order ID created from Square POS to Brightpearl.
(iii) Order Total: Indicates the total sum of orders from Square POS.
(iv) Order Status: Shows the status of order sync from Square POS to Brightpearl, with statuses including Pending, Synced, and Failed.
- Pending: Indicates that settings are not configured or sync is in progress.
- Synced: For orders that have been successfully synced.
- Failed: For syncs that have not been processed, with reasons provided.
(v) Action: Offers a button to view full order details, including the sync failure reason, if applicable.