POS integrations: installation & settings

There are a number of POS systems that you can connect to Booking Experts, of which the installation and setup is similar. This article is about the integration apps for Abill, AddicTill, Carré POS, Cashmag, Cashpad, Clyo Systems, Connectill, Fülle, HelloCash, Hiboutik, Innovorder, Jalia - JDC, L'addition, Last.app, Leo2, Odoo POS, Popina, Restomax, ShopCaisse, Synapsy, and Zelty.

How to install the app?

Once logged into BEX PMS, go to the App Store in the light green menu bar. To do this, click on the market stall icon. Type the name of your POS partner in the search bar and click the appropriate result.

You are now on the app's detail page. Click the green ‘+Install’ button to install the app. In the next screen, you can see exactly what information is read and sent by this POS app integration. At the bottom of this page, you will link your administrations. Check the ‘Access’ box for each administration for which you want to apply the POS integration. Then click ‘Install’ to authorize the app and complete the installation.
You can now return to the app’s detail page to complete the settings.

Note that this integration is only meant to synchronize revenue into BEX. If you use this integration, you should not work directly in the BEX POS module. That would cause double sales entries, as the same orders will also be imported via this app.

Complete the settings

The next steps are to connect your POS system account, and to link your administrations with the proper configurations and ledger account mappings.

Connect your account

In the 'Commands' section, click 'Connected accounts'. Then, click '+Connected account' to start connecting. Enter a unique account name, and click 'Connect account'. This will take you to a login page where you have to enter details of the account you have with your POS system. After connecting your account, you will see it listed in the integration app page.

If the status is 'inactive', refresh the page after some time or open the account and then click the 'Activate' button to verify the connection.

If you have more than one account with your POS system, you can add them all separately.

Set up the configurations

Open the account you have connected by clicking on its name. Click the 'Configurations' button. Here, you’ll add a configuration for each administration that is associated with this account.

Click '+Configuration'. Choose the correct administration from the dropdown. Select the corresponding business location as registered in your POS system account.
Then, add a start date for synchronization. If you also enter an end date, synchronization will automatically end at this date. Leave the end date empty to synchronize indefinitely.
Add a delay of up to 14 days to ensure that all backdated POS orders are processed correctly.
If you uncheck the 'Automatic' setting, synchronization will only happen when you choose to do so manually. Manual synchronization will allow you to make corrections before the synchronization happens.
When done, click 'Create configuration'.

The new configuration will be listed under 'Configurations' in the relevant account. If necessary, open and activate the configuration.

Manual synchronization and editing a configuration

Via 'Connected accounts' and 'Configurations', open the configuration by clicking its number. Here you can edit, deactivate, or delete the configuration. Via the 'Actions' dropdown, you can also manually synchronize.

After the payment methods and ledger accounts are mapped and synchronization has started, you’ll also find the POS orders that were synchronized in the past month here. Click 'View all' to also view older entries.

Mapping payment methods and ledger accounts

For each configuration, you need to map payment methods as well as ledger accounts.
Via 'Connected accounts' and 'Configurations', open the configuration by clicking its number. Use the 'Actions' dropdown and select either 'Map payment methods' or 'Map ledger accounts'.

These steps are necessary to properly assign synchronized revenue into the BEX PMS ledger accounts and accounting reports.

For each payment method used in your POS, select the corresponding one that is present in your BEX PMS.

For each of your POS products, select which ledger account its revenue should be booked to.