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Onboarding Guide | Lightspeed K-Series to Shiji

This document provides a step-by-step guide for setting up the integration between Lightspeed K-Series and Shiji in our system, DataHub.

Updated this week

Guide Overview

This guide provides detailed instructions on setting up and configuring your integration between Lightspeed K-Series → Shiji via DataHub. It includes the following sections:

  • Accessing DataHub:

    • Instructions on how to log in to our system, DataHub.

  • Configuring POS (Lightspeed K-Series) Settings:

    • Step-by-step guidance on configuring your POS settings in DataHub.

  • Configuring the Lightspeed Backend settings:

    • After configuring some Lightspeed settings in Datahub, we'll need to adjust certain settings in the Lightspeed backend.

  • Configuring Shiji Settings:

    • Detailed instructions for setting up and configuring your Shiji settings in DataHub.

  • Configuring the mapping:

    • Clear guidance for configuring POS product categories to correspond with transaction codes from Shiji.

To access DataHub, you'll also require an Authenticator app on your phone for the 2FA. We recommend using one of the following free apps:

Integration Setup Requirements

To establish the Lightspeed K-Series → Shiji integration, the following information is necessary:

1. Transaction codes within Shiji

Prior to starting the integration process, the following transaction codes must be created within Shiji:

  • Fallback Revenue

  • Fallback Payments

  • Tips/Gratuity

  • Service Charge code

  • Room charge account status codes (IH,DO,DI,OP)

  • Paymaster account status codes (IH,DO,OP)

  • Account group codes (RES,PMS,POS,IFC,GRP,PM,CFB/ME)

  • External Account Number

Additionally, during the onboarding process, it is essential to link your product categories and payment methods from Lightspeed to an transaction codes. For example, if you have a product category named "Beer," ensure there is an transaction codes named "Beverages" or "Alcohol." Similarly, for payment methods like Visa, create an transaction codes named "Visa" or "Credit Card." Please ensure these categories are created before onboarding, as you will need them during the mapping process.

Access the DataHub

To access DataHub, follow these steps:

  1. Obtain Login Credentials:

    • Ensure you've been provided with login credentials by an Omniboost support agent. If you haven't received them, kindly request them from your designated contact at Omniboost.
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  2. Navigate to DataHub:

  3. Enter Your Credentials:

    • Email: Input the email address you used to create the account.

    • Password: Enter the password you received in the email.
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  4. Select “Remember Me”:

    • Check the Remember me box to save your login details for future access.
      ​

  5. Click “Login”:

    • Press the Login button to proceed.

Note: For a visual guide, please refer to the image below for further information.
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Setting Up Two-Factor Authentication (2FA)

  1. Log In to DataHub:

    • Ensure you are logged in to DataHub with your credentials.

  2. Initiate 2FA Setup:

    • Locate and click on the Enable button to start the Two-Factor Authentication (2FA) setup process.

  3. Follow the Instructions:

    • Follow the on-screen instructions to complete the 2FA setup. This involves linking your account with an authentication app (e.g., Google Authenticator, Authy) on your phone and entering a verification code.

  4. Complete Setup:

    • Once the 2FA setup is complete, confirm any additional steps or settings as prompted.

Important: Enabling 2FA is a crucial step to enhance the security of your account. Make sure to follow all instructions carefully to ensure that 2FA is properly configured. If you skip this step, you won’t be able to log in again. If you accidentally do this, please reach out to pos-support@omniboost.io

Steps to Set Up 2FA:

  1. Scan the QR Code:

    • On the screen where you clicked Enable, you will see a QR code.

    • Download a 2FA app such as Google Authenticator or Authy on your smartphone.

    • Open the app and use it to scan the QR code displayed on the screen. This QR code will set up your 2FA codes.
      ​

  2. Generate and Enter 2FA Code:

    • The 2FA app will start generating a new authentication code every 30 seconds.

    • Enter the current code from your app into the provided field on the DataHub screen to complete the setup.
      ​

  3. Save Recovery Codes:

    • Make sure to note down the recovery codes displayed on the screen.

    • These recovery codes can be used to access your account if you lose access to your 2FA app.
      ​

  4. Complete Setup:

    • Follow any additional prompts to finalize the 2FA setup.

Important: Ensure you store your recovery codes in a safe place. They are essential for accessing your account if you ever lose access to your 2FA app.

Starting the Integration Setup

  1. Access the Next Screen:

    • After successfully creating your user and setting up Two-Factor Authentication (2FA), you will be directed to the next screen.
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  2. Click “Start Setup”:

    • On this screen, find and click the Start setup button to begin configuring the integration.

Note: For a visual guide, please refer to the image below for further information.

Connect to Lightspeed K-Series

To integrate Lightspeed with Shiji, it is essential to first establish a connection with Lightspeed. Please follow the steps below to proceed:

  1. Connect to Lightspeed K-Series:

    • On the setup screen, find and click the Connect button to initiate the connection to Lightspeed K-Series.
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  2. Log In Using Your Credentials:

    • Enter your Lightspeed K-Series login admin credentials when prompted.
      ​

  3. Authorize:

    • Once logged in, select all of the sliders and press Authorize.

Troubleshooting: If you encounter a server error. please double-check that your password is correct. If you’re confident that the password is accurate but still facing issues, try logging in using an incognito or private browsing tab to bypass any potential caching problems.

Note: For a visual guide, please refer to the image below for further information.

Configuring Lightspeed K-Series (POS) Settings

Now that you're logged in with Lightspeed, you'll arrive at the configuration screen. Below, you'll find explanations of the settings and what information to input, using a user-friendly example for clarity:

  1. Select Your Lightspeed Business location:

    • Begin by choosing the Lightspeed Business location that aligns with the DataHub locations that your are setting up. (If you are missing a location in the DataHub please contact POS-suppor@omniboost.io)

  2. Select the “On Room Payment Type”:

    • In this step, you'll need to select the payment type associated with Room Charges. In most cases, this button is called Room Charge or On Room

      • If you haven't created the room charge button yet, please refer to the following step of this article: "Configuring the Lightspeed Backend Settings"

      • If you have created one but are not able to see it in the dropdown menu, continue the setup and revisit the "POS settings" page at the end to complete the "on room payment type" field.

  3. Configure “Tip Name”:

    • Depending on your preferences, customize the description for tips. It can be named Tips, Gratuity or any term of your choice.

      • This description will be used to send the tips to Shiji.

Note: For a visual guide, please refer to the image below for further information.
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Configuring the Lightspeed Backend Settings

To ensure a smooth integration between Datahub and Lightspeed, follow these structured steps to configure the Lightspeed backend settings:

  1. Log In to the Lightspeed Backend

  2. Access the Payment Section

    • From the main menu, select Payment.

  3. Select Payment Methods

    • Click on 'Payment methods' from the dropdown menu.

By following these steps, you will successfully configure the necessary settings in your Lightspeed backend for integration with Datahub.
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Note: For a visual guide, please refer to the accompanying image for further information.

Adjusting Payment Method Settings in Lightspeed

To configure the ‘Room Charge’ payment method in the 'Payment Methods’ section of the Lightspeed backend, follow these steps:

  1. Locate the Room Charge Payment Method

    • Scroll through the list of payment methods to find the one labeled "Room Charge" or similar.

      • If you cannot find it, create a new payment method for Room Charges.

  2. Set Payment Method

    • Set the Payment Method to Charge to room.

  3. Select PMS Server

    • Set the PMS Server to Other.

  4. Review Additional Options

    • Review any other options related to this payment method to ensure they meet your business requirements.

  5. Save Settings

    • After adjusting all settings, scroll to the bottom of the page and click the Save button to save your changes.

Note: For a visual guide, please refer to the accompanying images for further information.

Important: After configuring the Room charge payment method, please navigate the left hand side to POS -> Devices -> Select all devices and request a reload.

Configuring Shiji (PMS) Settings

The following steps entail configuring the PMS settings, specifically for Shiji. Below is a detailed guide to assist you through this process.

  1. Select an transaction codes for the Default Transaction Code:

    • Within this dropdown, choose the Fallback Revenue that was requested to be created.

      • Purpose: The Fallback Revenue acts as a safety net in case a new product category is generated in Lightspeed but not mapped in the DataHub. If any data lands on this category, please log back in and check your mapping.
        ​

  2. Select an transaction codes for the Default Payment Code:

    • From this dropdown, opt for the Fallback Payments that was requested to be established.

      • Purpose: Similar to the Fallback Revenue, Fallback Payments acts as a precaution for payment methods that are inaccurately mapped in the DataHub to prevent data loss.
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  3. Selecting the Tip Code:

    • From this dropdown, designate the transaction code where Tips/Gratuities will be allocated to.

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  4. Fill in the Roomcharge Account Status Codes:

    • Write down the account status codes for the filters, separate it by comma (Do not use whitespaces).

      • Example: IH,DO,DI,OP

  5. Fill in the Paymaster Account Status Codes:

    • Write down the Account Status Codes for the filters, separate it by comma (Do not use whitespaces).

      • Example: IH,DO,OP

  6. Enabling/Disabling Grouped Transactions:

    • Select the Grouped Transactions option to automatically consolidate identical items from the receipt into one line entry.

      • For example: 2 beer instead of 1 beer, 1 beer.

  7. Enabling/Disabling Post to Lost account:

    • Select whether you would like to use Post to Lost account, this will post the room charge to a lost account when the initial room charge fails.
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  8. Fill in the Cashiering Number:

    • Write down the Cashiering number (which is IFC).

      • The Cashiering Number should be provided by your contact person from Shiji.

  9. Fill in the Account Group Codes:

    • Write down the Account Group Codes for the filters, separate it by comma (Do not use whitespaces).

      • Example: RES,PMS,POS,IFC,GRP,PM,CFB

        Or: RES,PMS,POS,IFC,GRP,PM,ME

  10. Fill in the External Account Number:

    • Write down the External Account Number.

      • Example: Omniboost-cash

  11. Selecting the Service Charge Code:

    • In most scenarios, you can also specify the Service Charge transaction code here. If you do not use this option, please assign the Tip transaction code here.

      • The Service Charge is only relevant in regions where it is included in the bill. If used, kindly establish an transaction codes in Shiji called Service Charge.
        ​

  12. Selecting the Timezone:

    • Select the timezone the property is located in.

Note: Upon completing the above steps, kindly click on Submit and proceed with the subsequent actions.

Configuring the mapping between Lightspeed K-Series and Shji:

Now that we've completed the configuration of Lightspeed K-Series (POS) settings and Shiji (PMS) settings, the final step is to configure the mapping. This ensures that transactions and data from Lightspeed are correctly categorized and recorded in Shiji.

Step-by-Step Instructions

  1. Access Mapping Settings:

    • Navigate to the mapping settings in DataHub. At the top, you'll see your Lightspeed floors. Each floor can have its own mapping, but you can also use the same mapping for all floors by setting the first floor's mapping as the default.
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  2. Mapping Overview:

    • On the left side, you'll find the product categories from Lightspeed.

    • On the right side, you'll find a drop-down menu with your Shiji transaction codes.
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  3. Create Logical Mappings:

    • Connect the product categories from Lightspeed to the corresponding Shiji transaction codes.

    • Ensure there's logic in your mapping to facilitate accurate data transfer and recording.
      ​

  4. Example Mapping Scenarios:
    ​

    • Scenario 1: Direct Category Mapping

      • If you have a Lightspeed product category named "Hot Drinks" (connected to products like Hot Chocolate, Coffee, Tea), ensure there's an Shiji transaction codes named "Hot Drinks". Map the Lightspeed "Hot Drinks" category to this transaction codes.
        ​

    • Scenario 2: General Category Mapping

      • Alternatively, you could create a general Shiji transaction codes named "Drinks" and map multiple Lightspeed product categories (e.g., Hot Drinks, Cold Drinks, Soft Drinks) to this single transaction codes.
        ​

    • Scenario 3: Simplified Mapping

      • For simplicity, you could map all Lightspeed product categories related to food and beverages to a general Shiji transaction codes named "F&B (Food and Beverage)".
        ​

  5. Review and Adjust:

    • Review the mapping to ensure it aligns with your business needs.

    • You can revisit and adjust the mapping at any time as your business evolves or as you find more efficient ways to categorize your transactions.

Example Configuration

Here's an example configuration:

  • Lightspeed Product Category: Hot Drinks

    • Shiji transaction codes: Hot Drinks

  • Lightspeed Product Category: Soft Drinks

    • Shiji transaction codes: Drinks

  • Lightspeed Product Category: Desserts

    • Shiji transaction codes: F&B or Food

Additional Tips

  • Experiment: Don't worry about getting it perfect on the first try. Feel free to experiment with different mappings to see what works best for your business.

  • Consistency: Ensure consistency in naming and categorizing for easier tracking and reporting.

  • Consult: Reach out to your Omniboost agent for assistance or if you need help with complex mappings.

Note: For a visual guide, please refer to the image below for further information.
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Final Steps

After configuring the mapping, review all settings to ensure accuracy. Once satisfied, you can proceed to test the integration to confirm that data flows correctly between Lightspeed K-Series and Shiji. This will help identify any potential issues and ensure a smooth operation moving forward. If any assistance is needed, please reach out to your contact at Omniboost or e-mail pos-support@omniboost.io

Important: If you haven't mapped the room charge button yet in the POS settings page, please navigate to "POS settings" on the left hand side to complete the "On room payment type" field and hit "save".

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